General Meeting Notice from A to Z

A general meeting notice is essential to ensure a smooth meeting. Whether for a board of directors, a company, a property management organization, or an association, sending a formal notice to all participants is a crucial step. To make this process as effective as possible, we provide a step-by-step guide to help you plan and organize the notice for your general meeting.

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What You Need to Know About General Meeting Notices

The general meeting notice should be outlined in the rules or regulations of your association, property management, or company. It’s important to follow these guidelines to ensure you organize it properly and send the notice in accordance with the legal requirements.

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When Should You Organize a General Meeting?

An Annual General Meeting (AGM) is typically held once a year at a set time. It’s used to discuss the past year’s decisions, future actions, and budget. On the other hand, Extraordinary General Meetings (EGM) are held as needed to address urgent, exceptional decisions.

Good to know: AGMs can be held within the chosen month, typically up to six months after the closure of the accounting period.

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When Should the General Meeting Notice Be Sent?

Whether you are organizing an AGM or an EGM, the notice must be sent according to the rules outlined in the organization’s statutes. The typical notice period is between two weeks and 30 days before the meeting.

The notice can be sent via various channels, including:

• Postal mail

• Published on notice boards or in journals

• Digitally (email or other digital methods)

It’s critical to ensure proper receipt. For example, if sent by mail, the notice should be registered, or, if digital, an acknowledgment of receipt is required.

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What Should the General Meeting Notice Include?

Several essential elements must be included in the general meeting notice:

• The location of the meeting

• The date and time of the meeting

• The agenda and items that need to be voted on

• Any documents for participants to review before the meeting

It may also be necessary (or required) to include a link for remote voting.

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Why Digitalize Your General Meeting Notices?

Digital general meeting notices offer several key benefits for your organization:

• You can send notices via multiple channels, such as email and SMS.

• With tracking tools, you can confirm that the recipient received the notice, and follow up in case the notice wasn’t received (e.g., invalid email address).

• Set up reminder campaigns a week or a day before the meeting to ensure participants don’t forget.

Digitalizing your notices guarantees participants have received the general meeting notice, boosting participation rates.

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How to Organize a General Meeting Remotely

With software like Voteer, you can easily organize a remote general meeting. Here are the best practices for setting up a remote general meeting:

1. Send the digital notice with all required details and an acknowledgment of receipt.

2. Announce the agenda ahead of time so participants can prepare for the discussion.

3. Include a link to the video conference and indicate “remote” on the notice.

4. Ensure all participants have access to the internet and a working connection link.

Note: Remote AGMs can only take place if allowed by the organization’s statutes or regulations.

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Electronic Voting: A Secure and Reliable Solution

For voting during remote meetings, you can opt for electronic voting. It’s a secure method to cast votes, with participant data protected by Voteer. Choose the voting method you need (anonymous, yes/no) and easily set up the vote, including tracking attendance and the vote count. The vote can also be integrated directly into the video conferencing software.

Note: Whether the AGM is in-person, remote, or hybrid, electronic voting can be used.

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