Mastering the art of running a smooth and effective AGM
A comprehensive guide to running efficient and professional Annual General Meetings, covering essential strategies for preparation, leadership, procedural management, and post-meeting follow-through.
Running a successful Annual General Meeting (AGM) is an art form that requires precision, preparation, organisation and people skills. A great Strata Manager running your AGM can transform potentially chaotic gatherings into productive, streamlined discussions.
The Foundations of a Smooth AGM
Success isn't about luck—it's about strategic planning and expert execution. Here are the critical elements that separate exceptional AGMs from forgettable ones:
1. Preparation: Your First Line of Defence
An exceptional AGM begins long before participants arrive. Key preparation steps include:
- Collaboration with COO on the agenda
- Circulate clear, well-structured agendas
- Distribute supporting documents in advance
- Ensure all motions are precisely worded so that both pre-voters and those at the meeting can understand and vote Yes, No or Anstain.
- Pre-empt potential procedural questions
2. Leadership and Tone Setting
The chairperson's approach can make or break the meeting. Establish your leadership by:
- Opening with calm, confident communication
- Acknowledging participants respectfully
- Clearly outlining meeting procedures
- Reminding participants about voting protocols
3. Procedural Mastery
Deep knowledge of relevant legislation and by-laws is crucial. This allows you to:
- Navigate complex procedural challenges
- Resolve debates with authoritative insights
- Ensure all discussions remain legally compliant
Strategic Meeting Management
To maintain meeting effectiveness, focus on these critical techniques:
- Strict Agenda Adherence: Gently redirect conversations that drift off-topic
- Fair Participation: Ensure every participant has an opportunity to contribute
- Efficient Decision-Making: Use clear voting mechanisms and properly record the outcome with the vote count
Post-Meeting Excellence
A great AGM doesn't end when participants leave. Ensure follow-through by:
- Distributing minutes promptly
- Clearly assigning action items
- Communicating resolutions effectively with a vote count
- Implementing agreed-upon actions quickly
When participants leave saying, "That was smooth and productive," you've achieved AGM excellence. Remember, a successful meeting is about balancing procedural rigour with human-centred leadership.