On the Day

  • Arrive early, and make sure you can log in to all the platforms you are using for the meeting. Ideally, you should have 3 screens in front of you: one to show the questions raised by shareholders (moderated, if required), one to show the interim polling results and final vote; one showing any PowerPoint slides that may be used through the meeting.
  • Ask your technology provider to post a holding screen welcoming your shareholders so they know they are in the right place.
  • Limit background noise, make sure your mobile devices are switched off – the temptation to multitask is much stronger when there isn’t anyone else in the room.
  • Introduce yourself at the start of the meeting, just as you would at the physical meeting.
  • Provide clear instructions for how the shareholders can ask questions and vote, to maximise engagement and so that everyone can have their say
  • Speak slowly and clearly – the remote participants can’t use non-verbal clues such as body language or facial expressions to aid their understanding, so make sure your meaning is very clear.
  • Pause for 10 seconds between each agenda item. This will feel like an excessively long time period when you are alone, but will seem perfectly natural to those watching / listening.
  • Stick to the agenda, and timings. Some attendees may login for a specific agenda item, so make sure you don’t deviate from your planned approach.