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:

 

Pre-AGM Tasks:

• 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.

 

Post-AGM Tasks:

• 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

 

Necessary Requirement for Virtual AGM:

• Internet Bandwidth: Uninterruptable 25-30MB from the Host Control
• Uninterruptable Power Connectivity during the AGM
• Necessary Device (Laptop, PC, Tab, iPad, SmartPhone) should be available for individual participant.
• Video Background (Digital Banner) for the Virtual Meeting.

Necessary IT Enabled Services for Virtual AGM Management

Master Data Preparation and release necessary reports Data Process from CDBL Master File prepare as on Record Date Prepare the list of Shareholder Address Label Print Attendance Report and necessary report

Virtual AGM Management Portal & Services Admin Panel Feature: Shareholder Management Agenda Management Comment/Message Management Live Event Management Online Vote Management General Shareholder Panel Feature: Login through Valid BOID with a credential Oversea the Live Event of AGM Agenda Vote Casting Message/Comment Posting View all approved Message/Comment View the total number of attendance Other Services Circulate the Virtual Meeting Link to all directors, sponsors and shareholders through Email and SMS Arrange a Live Streaming Process and broadcast to YouTube Channel Organize Trial meeting with own-staff, selected shareholder, directors and sponsor in the digital format. Capture the Audio-Visual Record – full-length of AGM Event. Technical Support Host Management Support to Board Secretary Department Stand-by support during the AGM-Day Speech Management – Audio-Visual Record (Prior Selection) Arrange some workstation at the company premises for selective shareholder’s participation Live Participation through the Zoom Meeting Room for a Certain Time Report Generation Data Process for register of joint stock companies & firms compliance Annual Return file create (Crystal Report, Excel & PDF Format File) AGM Attendance List from the Virtual Platform Comment/Message list from the virtual platform Agenda wise voting result 3 Copies DVD of the Full-length Audio-Visual Record File of AGM Other necessary report