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An annual general meeting (AGM) is one of the most important events in any organization’s calendar. It gives the company an opportunity to share performance and plans with shareholders and invites them to engage and vote on key decisions.
An AGM depends on notice deadlines, quorum tracking, report preparation, voting logistics, shareholder access and post-meeting filings, and each is often tracked in a separate place. Pulling that work together early keeps the meeting on schedule and gives shareholders the information they need to participate.
In this guide, we’ll cover all the important information you need to know about AGMs, including:
If your organization is preparing for an AGM, or you’re an investor about to attend an AGM, we’ll cover the key points below so you can make sure it’s a success.
An AGM is a formal meeting legally required to be held annually by a company, organization or institution that details the financial performance and plans for the future. It aims to provide full transparency and honesty to shareholders. Shareholders are also given the opportunity to vote on key issues and provide feedback.
The purpose of an annual general meeting is to:
Examples of what may be discussed at an annual general meeting include:
An AGM typically includes notice, quorum, an agenda, reports, voting, minutes, engagement and post-meeting actions.
The notice of meeting is sent to shareholders, members or other eligible participants ahead of the AGM. It provides meeting logistics, the agenda and information on how the meeting can be accessed virtually, if applicable.
Quorum is the minimum number or percentage of voting shareholders, members or representatives required to proceed, as defined by law and the organization’s governing documents.
The board meeting agenda details everything to be covered in the meeting, such as:
Allow time for any other business, if needed.
The chairperson presides over the meeting to make sure it’s structured, organized and sticks to the agenda.
As outlined in the agenda, the reports are presented to shareholders or members. These include:
Shareholders, members or voting representatives are given the opportunity to vote on key organizational issues, such as:
AGM minutes formally record discussions, decisions and resolutions and are maintained to ensure compliance and due diligence.
Shareholders or members are encouraged to ask questions, offer feedback and share their concerns.
The chairperson summarizes the outcomes of the meeting and thanks all shareholders, members and other attendees for their attendance and participation.
The minutes are distributed promptly, and all reports are filed with the relevant authorities.
Before an AGM, confirm legal requirements, access, materials, voting and quorum.
According to What Directors Think 2026 by Diligent Institute and Corporate Board Member, 58% of directors said improving governance oversight requires more time for planning or dedicated planning meetings. AGM teams should build the agenda early, leave room for discussion and give directors enough lead time to move beyond presentations into decisions.
Improve AGM preparation with a practical governance framework to plan agendas, approvals and participant engagement with more confidence. Schedule a demo to see how better governance workflows support AGM preparation.
An AGM creates follow-up obligations for the board, the business and its shareholders or members. Everything actioned, agreed, raised and discussed must be followed through as part of the board’s obligations to the business and its shareholders or members.
After the meeting, the minutes should be finalized and distributed, along with the outcomes of the meeting and the steps that will be taken to action what was discussed.
Any necessary documents must also be filed with the relevant authorities, such as financial statements or updated director information.
The resolutions that were implemented must be actioned within the agreed time limit. All internal documentation should be updated to align with the changes, along with shareholders or members being updated on progress.
To improve future AGMs, request feedback from attendees in preparation for the next AGM.
Effective AGMs require advance preparation, a clear agenda, accessible voting and accurate minutes.
Shareholders and company leaders judge an AGM by whether participants receive the information they need and whether votes and follow-up are handled properly. How you conduct your AGM can influence how shareholders and members view the success of your organization and perceive the board’s performance.
Below are some tips and best practices for conducting an AGM:
Shareholders contribute to AGM decisions that affect the future of the business. They can engage through voting, proposals, board elections and report review.
Shareholders vote on resolutions, either in person or electronically. Votes are usually reserved for significant decisions, such as financial statements, electing board members and appointing auditors.
If a shareholder can’t attend the AGM, they may be able to appoint a proxy to vote on their behalf. The process for proxy voting will be outlined in the organization’s policies.
Shareholders can submit proposals in advance of the AGM for discussion during the meeting or take part in a discussion to review and approve submitted proposals.
Shareholders can elect and re-elect members of the board, which are then approved or rejected ahead of the vote.
Shareholders can review the financial and operational reports presented during the meeting, which can then be voted on. They also have the right to ask questions or request further information if necessary.
These responsibilities create significant coordination demands for governance teams, especially when shareholders participate across locations and voting methods. Once the agenda, reports and follow-up process are clear, technology can reduce manual work and improve access without weakening control.
For virtual or hybrid AGMs, technology gives governance teams one controlled place to prepare materials, share information and document outcomes. Without it, teams need to coordinate notices, reports, voting, director preparation and follow-up across separate systems and across in-person and remote attendees.
Diligent Boards handles that work end to end, from pre-meeting preparation through post-meeting follow-up, with secure materials access for directors wherever they join from and voting and resolutions captured in a single record.
Its AI features target the heaviest part of the workload:
In fact, Assore Holdings used these features to cut board meeting preparation time by up to 60%.
AGMs are an important but often time-consuming process that requires a huge amount of preparation to make sure your business presents everything openly and honestly to shareholders.
Here at Diligent, we make board management simple. Automate processes, utilize templates and offer accessible ways for board members and shareholders to engage. For more information, read our guide for corporate secretaries.
The legal requirements for an AGM can vary by jurisdiction, but most rules cover notice periods, quorum, voting rights, director elections, financial reporting and required filings. Public companies often face additional obligations around auditors, shareholder proposals and disclosure timing, so confirm local statutory and exchange requirements before setting the AGM calendar.
AGMs usually take place at the end of an organization’s financial year. Some jurisdictions require the AGM to be held within a certain time following the end of the fiscal year. For public companies, this is within six months. It’s a little less restrictive for private companies but is usually within 12 months.
The purpose of an AGM is to provide shareholders with an overview of the finances and operations of the organization. Shareholders are also encouraged to provide feedback and vote on key topics that affect the future of the business.
The terms AGM and annual meeting are often used interchangeably. An AGM is a formal meeting required by law, and an annual meeting is a more informal meeting that the organization may hold each year and won’t have the same requirements or formalities.
Ready to simplify AGM preparation with Diligent Boards? Schedule a demo.
