Make Q&A your AGM's strongest moment

To increase the efficiency of Q&A, many companies are now addressing all questions in a single block of time during the AGM, as opposed to a per-resolution basis. This often facilitates a more efficient discussion and overall management of time at the meeting. An example of the meeting agenda with a single Q&A session may look something like this:

1. Chair/CEO Presentation

2. Resolutions

3. Q&A

4. Voting

Speak to your Computershare relationship manager to learn more about increasing the efficiency of your Q&A – we can provide support to help you make the best decision for your next shareholder meeting.

Effective moderation is key to a smooth Q&A session. It may seem initially overwhelming, but depending on the size of your team, there are many ways to manage it. The key is to appoint a moderator who can:

• Sort questions: Review questions to avoid duplicates and ensure relevance. This helps to maintain the flow of the meeting.

• Manage time: Allocate a specific amount of time for each question and answer to ensure that as many questions as possible are addressed within the allotted time.

• Facilitate fairness: Ensure that all shareholders have an equal opportunity to ask questions, avoiding any bias towards certain individuals or groups.

Ensure that board members, including your CEO, CFO, and other key executives, are well-prepared to answer questions. One of the easiest ways to do this is to provide the panel with a list of pre-submitted questions and potential topics that may arise.

Computershare is well versed in both emerging and recurring themes raised at AGMs – our team can provide important information to help you examine issues you might have overlooked.

Leverage technology to streamline the Q&A process and enhance engagement. Consider the following tools:

• Q&A platforms: Computershare's dedicated Q&A platform allows for real-time question submission and tracking responses. This can help you prioritise recurring and relevant questions.

• Phone line: Phone questions are less common now, regardless of meeting type. Computershare can help you incorporate phone line monitoring into the moderator's role so that your chair doesn't need to openly call for “questions on the phone” during the Q&A session.

• Recording and transcripts: Record your Q&A session and consider producing a transcript. This is considered good governance, increases transparency and allows you to review the script at a later date.

The Q&A session doesn't end when your AGM adjourns. There is a lot of valuable data which can help you understand and engage with your shareholders:

• Post-meeting reporting: When you're compiling your post-AGM report, don't forget Computershare can provide a list of the questions asked and the responses provided. Share this report with all stakeholders to ensure transparency.

• Analyse voting results: Consider your voting results and which shareholders you need to engage with after your AGM. If you are unsure who your underlying holders are, and which way they voted, our Georgeson team can conduct analysis to help you gain greater insight and understanding into your shareholder base.