In recent years, the shift towards digital meeting formats has become the new norm rather than just a temporary solution. With Annual General Meetings (AGMs) increasingly held in virtual or hybrid settings, knowing how to hold an online meeting efficiently has become an essential skill for businesses of all sizes.
Running a successful online or hybrid AGM requires more than just sending out video links. From selecting the right tools to observing proper virtual meeting etiquette, companies must approach these events with careful planning and intention.
In this article, we’ll outline key strategies that can help make your next AGM seamless and effective.
Why Preparation Is Key to a Seamless AGM
While virtual meetings offer flexibility and a wider range of shareholder reach, they also come with their own set of challenges, particularly in terms of technology, engagement, and compliance. It’s important to be well-prepared to avoid disruptions and ensure that your stakeholders have a clear and positive experience.
As the AGM season approaches and companies consider holding virtual or hybrid meetings, planning early helps ensure you meet regulatory expectations and foster trust with investors. Learning how to hold an online meeting that supports interactivity, voting, and question handling is no longer optional but rather an essential.
Key Strategies for a Successful Online or Hybrid AGM
There’s no one-size-fits-all approach, but the following practical tips will help you navigate virtual and hybrid AGMs with confidence. These online meeting tips focus on planning, presentation, and etiquette — everything you need to deliver a professional experience.
1. Learn from Other Virtual AGMs
Before you hold an online meeting for the first time, it’s a good idea to attend other virtual or hybrid meetings as a guest to gain first-hand experience and understand what to expect, how certain situations are handled, as well as tips and insight into what works well and what to avoid.
2. Prioritise Clear Communication
Investors must be engaged and informed about the new meeting format, including instructions on how to attend, participate in voting, and ask questions. As a core part of good online meeting etiquette, this means helping attendees feel confident and informed. Use both direct communications and your shareholder portal to share these details clearly.
3. Schedule Rehearsals for Key Participants
Ensure that the Chairman, CEO, and other executives participating in the meeting have rehearsed and are familiar with the process. Hosting two to three dry runs helps everyone understand the flow and manage technology with ease. It also supports proper virtual meeting etiquette during live interactions. Use these rehearsals to prepare responses to commonly asked questions from shareholders, so the management can address them confidently and consistently.
4. Use Trusted, Tested Technology
Utilise proven technology that is tried and tested. Choose platforms that are secure, stable, and capable of supporting polls, Q&As, and webcasting. Good technology solutions should also include contingency features or backup options to manage unexpected issues without disrupting the meeting. When planning an online meeting, do not introduce untested tools on the day. Remember, reliability is key.
5. Invest in Professional Webcasting
Engage a professional webcaster to ensure your meeting is presented professionally. With many shareholders joining remotely, strong visuals and audio quality are essential. This reflects positively on your organisation and demonstrates a commitment to high standards of virtual meeting etiquette.
6. Ensure Stable Internet Connectivity
A strong and stable internet connection is essential for a seamless online or hybrid meeting. Use rehearsals to test connectivity and address any issues early, ensuring smooth delivery during the live session.
7. Provide a Script for the Chair
The Chair should have a succinct script to open the meeting to set out the meeting procedures, including an explanation of the new technology. This helps ensure everyone is on the same page and avoids unnecessary confusion. It’s one of those online meeting tips that makes a big difference but is often missed.
8. Enable Shareholder Interaction
Allow shareholders to participate and ask questions as they normally would in a physical AGM. Appoint a moderator to help manage submissions and ensure every question is addressed. This is a hallmark of proper online meeting etiquette and helps preserve the integrity of the AGM format.
What Good Virtual Meeting Etiquette Looks Like in Practice
Virtual and hybrid AGMs rely not just on the right setup, but also on how participants conduct themselves. Practising respectful and professional behaviour helps the meeting flow smoothly for everyone involved.
Show up on time and ready to engage
Arriving early — or at least on time — shows consideration for the organisers and other participants. Make sure you’ve reviewed the agenda and tested your setup beforehand.
Mute when not speaking
Background noise can distract others and interrupt the flow of discussion. Keeping your mic muted until it’s your turn to speak is a simple but important act of virtual meeting etiquette.
Use features thoughtfully
Utilise chat boxes, Q&A tools, and hand-raise functions respectfully. Avoid interrupting speakers or derailing discussions with off-topic comments.
Be clear, concise, and visible when presenting
If you’re a speaker, maintain eye contact with the camera and speak in a steady, clear voice. Clear communication and good visibility enhance audience engagement and reflect strong online meeting etiquette.
Be inclusive and patient
Not everyone will have the same level of digital confidence. Extend patience and support to those who may need more time or guidance to participate.
Online Meeting Etiquette in the Evolving AGM Landscape
As organisations in Australia and beyond adapt to increasingly digital-first operations, the ability to run smooth, inclusive virtual meetings is becoming a business necessity. Whilst the technology has been in place for some years, the COVID-19 pandemic has accelerated its uptake dramatically. Mastering how to hold an online meeting with intention, clarity, and professionalism helps maintain strong relationships with stakeholders and promotes transparency across the board.
If you’re looking to streamline your next AGM or need guidance on virtual and hybrid meeting services, BoardRoom offers trusted support and extensive experience in providing virtual and/or hybrid meeting services to companies ranging from unlisted entities to ASX50 organisations. We help ensure your meeting is efficient, compliant, and investor-friendly. Reach out to us to learn how we can ensureyour digital meeting is seamless and successful.
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