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Building an Annual General Meeting Agenda for Maximum Shareholder Engagement
An Annual General Meeting (AGM) and its agenda have evolved into more than just procedural formalities. They are blueprints for transparency between issuers, intermediaries, and shareholders, laying the foundation for trust, participation, and accountability.
As Proxymity’s COO, Jonathan Smalley, noted in Global Banking and Finance Review, “Trust has always been central to the functioning of capital markets, but it has never been under greater scrutiny than it is today.”
Yet, in many markets, the meeting agenda is still treated as a static checklist or a compliance requirement rather than a communication tool that enables meaningful shareholder engagement.
With shorter settlement cycles, hybrid/ virtual meetings, and rising governance expectations, modernising the AGM agenda is more important than ever. Regulations such as the UK’s Companies Act 2006 and Shareholder Rights Directive II (SRD II), and their counterparts in Australia and India, set clear notice periods (of around 21 days prior to the meeting), but fragmented communication across intermediaries often means shareholders receive updates too late to act.
At Proxymity, we believe effective governance goes beyond accuracy; it depends on timely, transparent, and connected communication. For more on the challenges issuers face in running effective meetings, read An Essential Guide to Solving Annual General Meeting (AGM) Challenges.
Discover how listed companies, registrars and custodians, and investor relations professionals can transform their agendas to improve participation, compliance, and shareholder trust.
The traditional AGM agenda: Falls short in format and distribution
A typical annual general meeting agenda includes:
• Opening of the meeting and confirmation of quorum
• Presentation of financial statements and auditor’s report
• Election or re-election of directors
• Appointment of auditors
• Approval of dividends or remuneration
• Discussion of resolutions
• Shareholder Q&A
• Closing remarks
These are standard components under corporate governance norms; but the way agendas are distributed and managed hasn’t evolved.
Most companies still rely on static PDF or emailed agendas, often sent through multiple intermediaries. Once the notice is issued, maintaining version control may become difficult, and any updates often fail to reach custodians or beneficial owners—leading to confusion or missed voting opportunities. In markets like India and Australia, upcoming market changes such as T+1 and T+0 settlement cycles further compress the window between notice issuance, record dates, and voting deadlines.
According to research from The ValueExchange, investors have cited issues with AGM material arriving late, having incompatible formats and poor data quality.
In other words, missing information and delayed distribution may be impacting voting and shareholder participation, especially in cases of hybrid or virtual shareholder meetings.
This is no longer sustainable under today’s market requirements for structured, timely shareholder communication.
Making the AGM agenda actionable through direct sourcing
The solution lies in treating the AGM agenda as a “golden source” of truth; one that flows seamlessly across the custody chain in real-time.
When agendas are digitally acquired and shared through a secure, automated platform:
• Updates and corrections are distributed instantly
• Version control is automatic across all intermediaries
• Custodians and investors gain immediate visibility on resolutions
• Data maps directly to voteable instructions via flexible communication formats (ISO 20022 standards, API, etc.)
In short, centralised digital solutions ensure every shareholder, from institutional investors to beneficial owners, receives the same agenda, at the same time, in the correct format.
How Proxymity enables the golden source AGM agenda
Through Proxymity Vote Connect, issuers and registrars can:
• Securely distribute shareholder meeting materials in real-time
• Ensure automated version control and verified delivery
• Enable full transparency to all participants across the custody chain
• Enable investors to vote up to market deadlines, using updated data rather than stale records
Combined with Proxymity Shareholder Insights, companies gain visibility into shareholder engagement, voting patterns, and meeting outcomes, closing the loop between agenda, action, and analytics.
As seen in the diagrams below, Proxymity’s model replaces fragmented, manual information flow with a real-time, verified network connecting issuers, custodians, and investors directly.
The Legacy Way – Manual and Complex
The Proxymity Way – Fully Digital
The ecosystem is already making the change
Leading issuers and custodians in the market are already transitioning to digital-first meeting processes.
Earlier this year, BNP Paribas Securities Services partnered with Proxymity to roll out Vote Connect Total for meetings across the UK, Australia, and New Zealand — bringing to these markets real-time transparency and faster engagement for investors.
Additionally, 94% of the FTSE 100 now use Proxymity’s digital proxy voting platform, marking a step change in how issuers and intermediaries manage meeting information.
The message is clear: the industry is moving beyond paper-based notices and agendas to real-time connectivity. Those who adopt digital agenda workflows early will set the benchmark for governance and investor engagement in the 2026 proxy season.
Final thoughts: The agenda as a catalyst for better governance
The AGM agenda must move from being just a legal necessity to a starting point of transparent shareholder engagement.
As issuers globally prepare for compressed timelines and evolving governance expectations, digitising how agendas are shared and managed will be key to driving meaningful participation and reducing operational risk.
Proxymity’s digital-native solutions make this possible by connecting every participant in the custody chain, ensuring the right agenda, at the right time, for the right shareholder.
If you are ready to modernise your AGM process? Contact our team to learn more.
Frequently asked questions (FAQs) about AGM or shareholder meeting agendas
What is an annual general meeting agenda?
An AGM or a shareholder meeting agenda outlines the order of business and resolutions to be discussed at a company’s annual general meeting. It ensures compliance with regulatory requirements and helps shareholders prepare to vote on key matters.
What should an AGM agenda include?
An AGM or a shareholder meeting agenda should clearly outline the meeting’s purpose, order of business, and voteable resolutions. Typical items include approval of prior minutes, presentation of financials, director appointments, auditor reappointments, remuneration policies, and shareholder resolutions.
Why is the agenda important?
It provides transparency and ensures that shareholders can make informed decisions, fulfilling governance and disclosure obligations under laws like the Companies Act 2006, SRD II, and the Corporations Act 2001.
How can companies modernise their agendas?
By digitising agenda distribution, aligning items directly with voting workflows, and using secure communication platforms like Proxymity Vote Connect for real-time version control and confirmations, companies can ensure their AGM agenda is fit for the modern, digital age.