For many organisations, the Annual General Meeting (AGM) is an important annual event. It's a moment when members come together and set the direction for the organisation in the coming year. A well-thought-out agenda is essential for this.

Introduction to the Annual General Meeting

The AGM is an annual gathering of the organisation's members. It's an important moment for making decisions and drawing up plans for the future. Beyond the formal aspect, it's also an opportunity to exchange experiences, make new contacts and stay up to date with developments within the organisation.

Purpose of the Annual General Meeting

The goal is to bring members together to make important decisions: discuss financial reports, hold board elections and evaluate strategic plans. Another key purpose is to strengthen the bond between members and between members and the board.

Key Participants and Roles

The board draws up the agenda and prepares the meeting. External advisors may give presentations. The members themselves are the most important participants: they ask questions, discuss topics and vote in board elections.

Preparing for the Annual General Meeting

• Drawing up the agenda: all important items, with sufficient time for discussion and decision-making. Input via a member survey strengthens buy-in.
• Invitations and communication: sent in time via email or intranet, with clear information about location, time and logistics.
• Logistical and technical aspects: suitable venue, sufficient seating, catering, technical support for presentations and votes.

Common Agenda Items

Opening and Welcome

The chair opens the meeting with a brief look back at the past year and a look ahead to the future. A strong opening sets the tone for the rest of the meeting.

Approval of the Minutes of the Previous Meeting

The minutes are discussed and approved, with any remarks noted. This confirms that the minutes accurately reflect the previous meeting.

Financial Report and Budget

The results of the past year are discussed, along with the budget for the coming year. This provides a clear picture of the financial situation and plans.

Board Elections and Appointments

Candidates are informed in advance. A clear voting procedure is used to ensure the elections are fair.

Strategic Plans and Projects

Goals and steps for the future of the organisation are discussed. Any obstacles are identified.

Discussion and Decision-Making on Important Issues

Plans and proposals are discussed and votes are cast on important decisions. This is often the most substantively demanding part of the meeting.

Any Other Business and Closing

Members may still ask questions or make comments. The meeting is then closed, possibly followed by an informal moment with refreshments.

Conclusion

A well-thought-out agenda and solid preparation are crucial for a successful AGM. With too-doo you can structure the agenda, collect agenda items and easily manage follow-up after the meeting.