Organising a virtual AGM in Singapore is the next best solution when there are crucial office matters to discuss without risking the transmission of diseases, such as COVID.
Aside from making the necessary preparations, organisers need to ensure that the meeting, whether WFH or hybrid AGM in Singapore, will tackle all the vital topics. Otherwise, it can be a waste of time, not to mention the possibility of setting up another meeting for the remaining office discussions.
Therefore, effectiveness is one of the parameters that you need to consider when preparing a virtual AGM. Continue reading this article for seven questions you need to answer regarding how you can make these meetings more effective.
7 Questions to Answer When Organising an Effective Virtual AGM in Singapore
1. Is It Necessary?
The first step towards organising an effective virtual AGM in Singapore is determining if it is necessary to conduct it as a meeting. Consider if you can use alternative methods, such as emails, conference calls, or short one-on-one discussions.
Remember that holding a meeting disrupts work. Every participant pauses whatever task they are doing to attend these gatherings. As much as possible, consider sending emails or memos to everyone, especially if there won’t be any discussions.
2. What is the Agenda?
Once you determine that hosting a virtual AGM will be more beneficial than sending memos, the next step is to know the purpose of the meeting. What topics do you need to discuss with everyone? Are there new policies or deadlines that everyone should know? What do you want to achieve by the end of the conference?
Answering these secondary questions allows you to formulate an agenda. Afterwards, inform the employees handling the topics ahead of time as they will need to make certain preparations to ensure the discussion flows smoothly. Additionally, you should notify everyone regarding the purpose of the virtual AGM.
3. Who Needs to Be in the Meeting?
You know you have topics to discuss. Emails won’t be enough to tackle it. Therefore, you plan to organise a virtual AGM in Singapore to facilitate discussions. However, you need to assess who needs to attend the meeting.
Aside from those who need to lead the discussion regarding specific topics or concerns, you also need to determine other employees who may be critical to your agenda. Realistically speaking, large companies shouldn’t include everyone, especially if they have thousands of workers. Asking their supervisors or department managers should be enough for the virtual AGM since too many attendees can affect the quality of the live streaming session in Singapore.
4. How Long Will the Meeting Last?
Since a virtual AGM could take several hours, you and your organisers must provide a realistic timetable. It should contain information regarding the starting time, duration of each discussion, and when it ends.
After finalising the schedule, ensure that you stick to it. Remember that no employee wants to attend meetings with no specific ending time. Additionally, never wait for late attendees before you begin the meeting. Otherwise, you might waste precious time doing nothing productive, which can affect the overall quality of the conference.
5. Are There Important Matters You Need to Discuss?
When organising a virtual AGM in Singapore, it can be difficult or overwhelming to determine which topics to discuss first, especially if there are plenty of concerns to address. Fortunately, one tip you can use is to sort them according to their urgency. If there are agendas due in a few months, consider tackling them first.
Generally, you should consider utilising the Pareto Principle. If you don’t know, it is a rule stating that 80% of the possible consequences result from failing to accomplish 20% of your urgent tasks.
Therefore, if you want an effective virtual AGM, you should focus on discussing the top 20% of your agenda. Afterwards, feel free to address the remaining 80% according to their urgency.
6. Are You Open to What Others Have to Say?
Another secret to organising an effective virtual AGM in Singapore is allowing your attendees to share their concerns or opinions. For example, if you are informing them of new policies or changes to their daily tasks, it is crucial to know what they have to say as it helps in facilitating a healthy and productive discussion.
Otherwise, you cannot be sure if anything is getting through their heads, especially since you or the presenters are the only ones speaking. Meetings should involve engaging with your employees. They have the right to share their opinions. Without their responses, you cannot be sure that a company will improve since you don’t know what your workers have in their minds.
7. Who is Handling What & When is the Deadline?
Since your virtual AGM in Singapore will involve announcing new tasks and projects, you must provide clear instructions regarding who handles a project. Additionally, you should ensure that employees know the relevant dates. For example, having a timetable allows the team to assess themselves and see if they need to work faster to meet deadlines.
Remember that you should announce projects with strict deadlines clearly and concisely. Double check with the team manager if their workers understand everything regarding their work. Otherwise, you might face delays or mistakes, which could affect the overall results.
Organising a virtual AGM in Singapore has its challenges. Overcoming them will require intensive planning and research to ensure no mistakes or issues occur during the actual meeting.
However, it doesn’t matter if no technical difficulties occur during your virtual AGM if it is ineffective. You’re organising a meeting with an agenda in mind.
Therefore, following the seven tips can help you organise an effective WFH or hybrid AGM in Singapore. Here is a quick recap of what was discussed in the article.
First, determine if a meeting is necessary for your agenda.
Second, assess your objectives and see what topics you need to discuss with everyone.
Third, determine who needs to attend the virtual AGM.
Fourth, finalise the duration of the meeting and stick to it.
Fifth, learn which topics you plan to discuss are top priorities.
Sixth, be open to discussion with your employees.
Lastly, provide clear instructions regarding who is handling the projects.
When organising a virtual AGM, you need a corporate video production company in Singapore to guide you through the steps. Visit Will Dylan and learn more about their services.