HiSoft Corporation is committed to implement an end-to-end web-enabled Virtual AGM Management Platform to simplify the entire AGM Process from pre-to-post meeting to facilitate shareholder participation and further necessary services. Virtual AGM are to ensure all shareholders have equal access to discuss and raise any concerns they may have. The following tasks will be incorporated from pre-to-post AGM Management:
- Prepare a shareholder master data file with valid email and mobile number
- Ensure the Annual Report (PDF Version) sent to the shareholder through email.
- Create a Virtual Meeting Room with specific date & time for Annual General Meeting.
- Define a Host Control (Company Secretary or his nominated person) who will be managed all audience (Participant) – verify the valid shareholder, allow to access the Virtual Meeting Room, allow to un-mute the microphone for individual speech.
- Circulate the Virtual Meeting Link with a password to all directors, sponsors and shareholders through Email and SMS. Circulate also a guidance of the Virtual AGM through email.
- Orientation about the Virtual Meeting through some trial session (3/4 times) before conducting the AGM. During the orientation any shareholder can join to understand the new platform.
- Manage the meeting room with multiple participants where remote participant will be connected individually
- Arrange a Live Streaming Process and broadcast to YouTube Channel (Optional).
- Organize a first trial meeting with the own-staff in the digital format.
- Organize a second trial meeting with the directors and sponsor in the digital format.
- Prepare a Voting Platform to allow shareholder to cast all vote electronically.
- Question and Comment Panel through Chat Box.
- Circulate the reminder message to join the Virtual AGM through the email and SMS to all Shareholders.
During the AGM Tasks:
- Virtual Meeting Solution to facilitate all shareholders’ participation and accessible from any device (Computer, Laptop, Tab and Smartphone).
- Real-time vote casting and result should be displayed instantly.
- Manage Question and Answer through the Chat Box.
- Release the Live Streaming and broadcast to YouTube Channel where shareholder can tune from anywhere and any device.
- Capture the Audio-Visual Record – full-length of AGM Event.
- Detail reports for submission of regulatory board
- Attendance Register with Shareholder credential (BO ID, Name, Shares)
- Agenda wise voting result with Shareholder credentials (Name, BOID)
- All comments with Shareholder credential (Name, BO ID) in text form and voice form
- Annual Return to RJSC (Schedule X)
- Address Label for All shareholder as on record date