Once a year, a listed public company holds its Annual General Meeting. Of course, it is important for the company that the meeting runs smoothly and, above all, that everything is legally watertight. However, it is often the communication that makes the difference at an AGM.
It is advisable to get in touch with the recognised Shareholders’ associations, especially for the Annual General Meeting. In this way, questions can be clarified in advance of the AGM and the company is prepared for the topics that the shareholder representatives are likely to raise in the meeting.
Good preparation is also key at the AGM. Another important aspect is that possible critical questions should be anticipated in advance and a language policy agreed. Possible questions and answers can be compiled in a Q&A catalogue. This helps to ensure that shareholder queries can be answered quickly during the AGM.
It is generally recommended to set up a back office that provides support in responding to incoming shareholder enquiries. The back office should be composed in such a way that all key issues are covered. It has proven its worth to always bring investor relations specialists on board in addition to those responsible for accounting, controlling or legal matters.
In his speech, the Management Board usually presents the business development in the past financial year. Furthermore, the Management Board should also use the presentation to proactively address and comment on important strategic topics as well as any critical issues. This allows you to take the wind out of the sails of critics.
After the AGM, it is advisable to publish the speech and presentation from the Management Bord on the company website and a press release in the interests of regular and transparent communication. In the press release, you can reiterate the high level of approval for the items on the agenda and signal a good mood.