A Guide to Run a Successful Hybrid AGM

In recent years, organisations have been embracing hybrid AGMs, and with good reason. Not only is the trend here to stay, but its benefits of inclusivity and flexibility are undeniable. The hybrid format provides meeting organisers and attendees with a spectrum of options for engagement and collaboration.

This guide explores what is a hybrid AGM, why it is beneficial for organisations, and how to run a hybrid meeting.

What is a hybrid AGM?

A hybrid AGM refers to the format combining traditional, in-person gatherings with virtual meetings. In this format, participants get the best of both worlds by having the option to attend in person or participate virtually. Thus, ensuring engagement and inclusivity while accommodating the diverse preferences of meeting attendees.

Beyond just location flexibility, understanding the hybrid meeting meaning goes deeper. In essence, it represents a modern way to create an inclusive space for meeting participants.

Key Benefits of Running Hybrid AGMs

Hybrid AGMs are becoming a frequent option for companies today. With this meeting format, organisations can maximise member representation and increase stakeholder engagement. Find out what more can you expect in running a hybrid AGM.

1. Increased attendance and reach — One obvious benefit of hybrid AGMs is that they can break geographical barriers between members. Remote participation, for instance, can eliminate travel limitations and time zone constraints. This allows shareholders overseas to conveniently attend the AGM, fostering greater global participation and a more inclusive decision-making process.
2. Maximised engagement and innovation — Traditional, physical-only AGMs can often be static with limited opportunities for active participation. Hybrid AGMs, on the other hand, offer interactive elements such as polls and Q&A for both in-person and remote attendees. Companies that have adopted hybrid AGMs experienced richer discussions among the shareholders and management.
3. Reduced costs and expenses — Physical-only general meetings require significant expenses for venue rental, travel, catering, and even members’ accommodation. Hybrid AGMs can offer substantial cost savings to companies by limiting the number of physical attendees.
4. Reduced carbon footprint — Studies show that moving meetings online can reduce carbon footprint by 94% while shifting to a hybrid format reduces it to 67%. Hybrid AGMs can be a sustainable alternative, minimising requirements for travel and resources such as printed materials.
5. Enhanced transparency and archiving — Hybrid AGMs provide wider information dissemination and preservation. This means all attendees, even ones who couldn’t attend live, can have access to recordings, transcripts, and presentations later. This transparency builds trust and enables wider engagement beyond the meeting itself.

Addressing Common Challenges when Running Hybrid AGMs

Hybrid AGMs are made up of various elements, from audio and video conferencing tools to actual attendees. However, this also means more problems can occur if preparations are not implemented. Below are the common challenges you may face and tips on how to host a hybrid zoom meeting without issues.

1. Audio and video issues

Audio issues and low-quality visuals can significantly hinder the attentiveness of attendees. For instance, distorted sound and blurry visuals make it hard for attendees to follow what’s happening. Frustration mounts and valuable information is missed.

Before going live, have an audio and video check. Are there muffled voices from the attendees? Will wide shots capture enough details? Are the speaker close-ups too zoomed in?

Solutions:

• Invest in omnidirectional microphones with noise cancellation.
• Have multiple cameras to capture different angles, such as center-of-table, wide shot, and speaker close-up.
• Utilise smart camera systems with AI auto-framing and tracking to keep speakers in focus.
• Ensure adequate video resolution and adjust lighting to avoid glare or excessive shadows.

2. Content creation and sharing challenges

Pre-recorded presentations may lack engaging elements, particularly if they contain monotonous slides with text-heavy bullet points. Live content, on the other hand, may suffer from unexpected technical glitches.

Solutions:

• Consider hiring professional video editors to create visually appealing and dynamic pre-recorded content.
• Use an AGM platform with proven, reliable live streaming capabilities, as well as backup options.
• Offer downloadable presentations and recordings for later access, with clear links and instructions.

3. Bias on physical attendees

Another challenge is when physical attendees dominate discussions, and the virtual participants feel unheard and marginalised. This creates an unfair and exclusionary experience, jeopardising the overall success of the AGM.

Solutions:

• Implement designated moderators for both physical and virtual participation to ensure balanced attention.
• Use tools such as virtual hand-raising or online chat specifically for virtual attendees to contribute.
• Actively acknowledge and address questions and concerns raised online to showcase inclusivity.

4. Language and accessibility barriers

Lastly, some participants may struggle to understand the presentations, and those with disabilities may lack access to assistive technologies. Hence, hindering their full participation and engagement.

Solutions:

• Offer simultaneous interpretation and translated materials in relevant languages.
• Utilise closed captioning, transcripts, and screen reader compatibility, which should be available in your AGM platform.
• Provide clear instructions and accessibility resources well in advance. Make sure everyone knows how to use all the equipment needed for hybrid zoom meeting.

How to Run a Hybrid Meeting: Best Practices and Tips

There’s no denying how the hybrid format revolutionised how companies conduct their annual general meetings. From offering flexibility to attendees to improving overall productivity, hybrid AGMs can make things easier and more fruitful. Wondering how to set up a hybrid zoom meeting efficiently? Follow these best practices.

Before the AGM

Planning & Logistics

• Prioritise legal compliance beforehand: Ensure your local regulations permit hybrid AGMs and clearly define participation rights for both physical and virtual attendees.
• Invest in the right AGM platform: Choose a reliable AGM platform with features like live streaming, Q&A, voting, and screen sharing. Test it thoroughly beforehand.
• Pick a venue for in-person participants: If you’re hosting a physical component, select a venue with enough space, accessibility features, and strong internet connectivity.
• Prepare the agenda and materials: Create the AGM agenda and other materials, including registration forms, voting instructions, participant lists, and minute templates. It’s also best to have them in different formats like PDFs, web pages, and downloadable audio recordings. Lastly, consider pre-recording presentations or reports to ensure smoother flow during the live event.
• Communicate the AGM details: Clearly communicate participation options, registration processes, platform details, and equipment needed for hybrid zoom meeting well in advance. Offer multilingual support if needed.

Engagement & Accessibility

• Encourage early registration: This helps with logistics and allows sending personalized information or support to attendees. In addition, offer multiple ways for attendees to pre-submit questions, such as a chat function, online forms, or dedicated sessions.
• Prepare accessibility tools: Offer closed captioning, transcripts, and screen reader compatibility for inclusive participation.
• Offer practice sessions: Conduct optional “practice sessions” for attendees to familiarise themselves with the platform and ask questions beforehand.
• Ready contingency plans: Have backup plans for internet outages, equipment failures, or platform glitches.

During the AGM

Technical Management:

• Have a technical support team on stand-by: Have a dedicated team ready to address any technical issues promptly and discreetly.
• Conduct live tests or rehearsals: Conduct a dry run with presenters, moderators, and technical staff to ensure smooth execution. Don’t forget to also perform a live test of the AGM platform with a small group of attendees to check for issues.

Engagement & Participation:

• Give clear instructions to attendees: Clearly explain procedures for asking questions, voting, and using platform features to both remote and in-person participants
• Prioritise meeting moderation: Facilitate active participation by encouraging questions, acknowledging contributions, and addressing concerns from both physical and virtual attendees.
• Prioritise time management: Stick to the agenda and set time slots for each topic and discussion, including Q&A. Also, consider having buffer periods after key topics to accommodate organic dialogue.
• Present voting results: Properly communicate the outcome of any votes taken during the meeting.

After the AGM

Transparency & Reporting:

• Share recording and minutes: Make the recording of the AGM and official minutes available to all attendees promptly.
• Follow-up: Address any unanswered questions or concerns raised during the AGM.

Continuous Improvement:

• Conduct feedback survey: Gather feedback from both physical and virtual attendees to identify areas for improvement.
• Analyze the data: Understand strengths and weaknesses through platform usage, engagement metrics, and feedback.

Tips for Participants to Boost Hybrid AGM Experience

Whether you’re attending the hybrid AGM from the comfort of your home or joining in person, here are some tips to enhance your participation and experience.

Remote Attendees

1. Equip yourself with quality headphones and a microphone so you can clearly communicate during the meeting. Avoid using speakers to prevent feedback and background noise.
2. Stay muted when not speaking or participating, preventing background noise and distractions for others.
3. Use interactive platform features (e.g., virtual hand-raising, polling, and Q&A) to share your thoughts and questions. If available, use the chat function in the AGM platform to engage with fellow attendees.
4. Have the support’s contact information ready. Familiarise yourself with the process of contacting support in case of technical issues during the AGM.
5. Test your setup before the AGM to ensure everything functions smoothly. This includes your audio, video, and internet connection.

In-Person Attendees

1. Be mindful of remote attendees and create opportunities for them to participate. Acknowledge questions and comments raised online to demonstrate equal regard for both physical and virtual participation.
2. Minimise distractions by avoiding side conversations and unnecessary noise in the physical venue. This helps maintain a focused AGM environment for both in-person and remote participants.
3. Speak clearly and directly into the microphone when asking questions so all attendees can hear and understand you.

Besides these, there are other meeting practices that both physical and virtual attendees should follow. These include:

• Dress professionally, even when attending remotely. This contributes to a respectful and focused meeting environment.
• Review the agenda in advance so you can better engage in discussions and ask relevant questions.
• Follow established etiquette and guidelines outlined by the organiser. Avoid interrupting and respect each other’s time.

Convene AGM: Giving You Unparalleled Hybrid AGM Experience

There’s no denying that hybrid AGMs stand out as the future of annual general meetings. This format not only breaks down geographical barriers but also liberates stakeholders from rigid scheduling constraints. By offering flexibility to choose how to attend meetings, hybrid AGMs empower shareholders to actively participate according to their preferences.

Convene AGM recognises this shift and understands the diverse needs of shareholders. Hence, our platform offers an extensive suite of features designed to streamline the AGM process for all participants. How exactly we can help?

• Secure and convenient registration: The platform ensures hassle-free registration for both in-person and remote attendees with secure access controls and user authentication.
• Interactive engagement tools: Foster dynamic interactions with Convene AGM’s features, such as live two-way webcast, real-time voting, and live Q&A.
• Guaranteed transparency: Offer transparency among stakeholders and other attendees with Convene AGM’s live weighted voting system, audit trail, and automated data report generation.
• Compliant meetings: Convene AGM prioritises data security and adheres to strict compliance regulations to ensure your AGM is conducted with utmost integrity and confidentiality.

Don’t just hold an AGM, convene an experience. Convene AGM is your partner in creating an effective hybrid general meeting. Request a demo now and learn how Convene AGM can further help you.