The shareholder Q&A is a critical forum for engagement and accountability at any annual general meeting. It is also often the most high-stakes and unpredictable part of the proceedings.
For a Company Secretary, whose reputation is built on flawless execution, managing a Q&A with both in-person and remote attendees presents a significant challenge.
Maintaining control while ensuring the process is fair, orderly, and productive is paramount. A well-moderated Q&A doesn't just happen; it's the result of good planning and the right technology.
Here is a guide to mastering the flow of your next hybrid Q&A.
The moderator's role: Triage and control
The moderator is the gatekeeper of the Q&A session. Their primary function is to manage the influx of questions to keep the discussion orderly and relevant. In a hybrid environment, this involves monitoring questions submitted via text and managing a queue for those wishing to ask a verbal question.
A key part of this role is protecting the live meeting time. An effective moderator can triage incoming queries, quickly resolving simple or unrelated questions directly and privately, ensuring that only the most relevant items are passed on to the Chair. This requires a platform with a dedicated interface for moderators that allows them to approve, re-order, and send direct answers in real-time.
Empowering the Chair to lead
While the moderator manages the queue, the Chair must be able to focus entirely on answering questions professionally and without distraction. Sifting through a disorganised list or managing the queue themselves can disrupt their flow and appear unprofessional.
To empower your Chair, they need a single, distraction-free list of approved questions to answer in sequence. This 'Chair View' should update in real-time as the moderator promotes new questions, allowing the Chair to stay in flow without needing to manage the queue. The interface should also make it easy to distinguish between verbal and text-based questions, so the Chair can invite a speaker to the floor at the right moment..
Essential tools for effective moderation
The right technology is crucial for giving your team the control they need. When evaluating a virtual meeting platform, look for these essential moderation tools:
- Roles: The system should allow you to assign specific roles like 'Moderator', 'Chair', and 'Read-Only' to ensure secure operations and oversight.
- Real-time moderation tools: Your moderator needs a dedicated interface to manage the Q&A flow effectively.
- Broadcast functionality: The ability to send meeting-wide notifications is useful for housekeeping items or updates without interrupting the speakers.
A demonstration of professionalism
A well-moderated Q&A builds trust with shareholders and demonstrates your company's commitment to transparent and professional engagement. By defining clear roles and using a platform designed for control and efficiency, you can ensure this critical part of your AGM is executed flawlessly.
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