Plan Your General Assembly

This is a no-brainer—the first step in organizing a general assembly is to set a date, time, and location. This decision should be made well in advance to ensure that all invited participants can attend and that potential unforeseen issues can be addressed.

Make sure the location is easily accessible for everyone, whether by car or public transportation.

Define the Agenda and Required Documents

The purpose of a meeting like this is to discuss and debate several topics. To organize the flow of the meeting and ensure no topics are missed, it’s crucial to define an agenda. This will provide the meeting facilitator with a clear structure to guide discussions.

When defining the agenda, we recommend the following:

• Set objectives and list topics to be addressed.

• Define the time allotted for each topic.

• Identify key people for each topic.

• Set clear goals for participants.

Additionally, make sure to gather or prepare all documents that will be needed during the general assembly. These should be sent to members (president, shareholders, associates, etc.) ahead of time.

Informing Invited Guests: Sending the General Assembly Notice

To notify your members of the upcoming meeting, it’s customary to send an official invitation. This step is crucial, as it gives a first impression of the event.

Here are some rules to follow when drafting the invitation:

• It can be sent by registered mail with acknowledgment of receipt, but this is no longer mandatory, and you can send it via email.

• It should be sent within a reasonable timeframe to allow guests to respond. For SARLs or SCIs, a 15-day notice is required for ordinary meetings, and 21 days for extraordinary meetings.

• It must include all relevant information, such as the company name, date, time, and meeting location.

• The content should outline the agenda, so guests know the topics to be discussed and can prepare their questions or interventions in advance, which will facilitate decision-making.

• Finally, the invitation should include the name and signature of the person issuing it.

Note: The method of sending the invitation may vary depending on the company’s regulations. It can be sent by postal mail or email, usually based on the company’s status.

Starting the General Assembly

The first thing to do to ensure a smooth assembly is to introduce the name and role of each participant and explain why they are present. This will facilitate the flow of discussions and avoid wasting time when interacting with speakers.

Good to Know: For decisions to be legally valid, it’s mandatory to meet the quorum, which is the minimum number of participants required for the assembly.

Stick to the Agenda and Speaking Times

A successful general assembly is one where all topics are addressed, and solutions are discussed. However, to achieve this, it’s crucial to strictly follow the pre-defined agenda and ensure everyone respects the allotted speaking times.

As each member has, or should have, reviewed the agenda and topics beforehand, discussions should flow smoothly. However, if a topic drags on or goes off-track, it’s essential to refocus the discussion.

Voting times are very important, so ensure enough time is allocated for them.

The Importance of the Facilitator’s Role

The facilitator plays a central role in the smooth running of the assembly. They must create an inclusive and trusting environment where everyone feels comfortable speaking.

Here are some tips:

• Use a friendly and non-judgmental tone.

• Encourage participation and interaction between stakeholders.

• Refocus discussions if needed.

• Be attentive and listen throughout the meeting.

The facilitator is also responsible for overseeing the voting process during the assembly. They must explain each proposal clearly and transparently and ensure the voting procedure is followed correctly.

Note: There are penalties for poorly conducted general assemblies! If the procedure isn’t followed, company representatives may face imprisonment for up to six months and a fine of up to 9,000 euros, in addition to potential civil liability for damages.

Drafting the General Assembly Minutes

Mandatory for businesses, the minutes of a general assembly summarize the discussions and decisions made during the meeting. If your minutes are incomplete or inaccurate, you could find yourself in an unpleasant situation in case of a dispute. So, a successful assembly requires high-quality minutes!

When drafting the minutes, pay attention to:

• The content: include all relevant information about the assembly, key points discussed, notable participant speeches, decisions made, and voting results.

• The format: ensure the minutes are clear, readable, and easily accessible.

Important: Don’t forget to have the minutes signed at the end of the assembly! An unsigned document may be considered invalid by law. The signature is essential to prove attendance and agreement with the minutes.

Setting Up Follow-Up Actions

After the general assembly, changes are often expected by stakeholders and participants. Therefore, it’s crucial to implement follow-up actions to ensure that all decisions and resolutions passed during the meeting are actually carried out. If not, it could lead to disinterest and loss of credibility among participants, which is detrimental to the company’s health!