Advertisement feature
Maximizing governance and engagement:
The role of dedicated proxy experts in empowering corporate secretaries
For corporate secretaries and other governance professionals at public companies, annual and special shareholder meetings are critical events that demand precision, expertise and seamless execution. Every aspect of this complex process must be handled with care to meet regulatory requirements and ensure stakeholder satisfaction.
Managing shareholder meetings and the proxy voting process involves navigating legal, logistical and communication challenges. Preparing and distributing proxy materials, overseeing shareholder engagement and managing vote collection and tabulation must be adeptly handled – all while maintaining transparency and compliance with SEC regulations.
It’s clear that the need for dedicated proxy experts is critical. Given that corporate secretaries have numerous other responsibilities to manage, vendors with specialized knowledge and innovative technology are essential partners who can support their teams in meeting deadlines, avoiding errors and enhancing the overall shareholder experience.
Strong partners provide a wealth of knowledge and resources, enabling corporate secretaries to focus on strategic decision making rather than operational details. Serving as an extension of a company’s internal team, they provide tailored support for every phase of the proxy voting and shareholder meeting process.
Let’s review a few ways partners can help guide public companies through the process.
Streamlining communicationsDelivering a tailored experience for shareholders is essential for fostering engagement and driving a successful proxy outcome. Significant effort is required to prepare and distribute proxy statements, but too many shareholders tend to ignore them. The right partner can help companies meet shareholders where they are, leveraging technology to deliver innovative, SEC-compliant solutions that increase engagement, build awareness and extend their reach.
An integrated online platform not only provides interactive proxy materials, enables meeting registration and facilitates voting, it can also highlight key messages through visual images and embedded video. Simple navigation and full search capabilities are especially important for younger shareholders, who expect easy access to information. Omni-channel tools that boost participation for quorum and proposal passage can also support shareholder communications year-round.
Overseeing proxy management and votingThe voting process is often the most scrutinized element of the shareholder meeting and the right partner can help ease this burden. An integrated voting platform ensures accuracy and transparency throughout the process, providing seamless vote collection, tabulation, and reporting through real-time updates to the corporate secretary. With dedicated support to monitor the process and address concerns in real time, partners can help mitigate risks, such as broker over-votes and identifying out of balances between TAs and beneficial holdings at DTCC, ensuring a smooth and credible voting experience.
Providing expert guidanceExperienced partners play an instrumental role in providing support during a shareholder meeting. From serving as an inspector of elections to facilitating technology for virtual meetings, they ensure the process runs smoothly. Their presence allows corporate secretaries and their teams to focus on engaging with stakeholders and fulfilling governance obligations, knowing the operational details are in expert hands.
Conducting post-meeting analysis and reportingOnce the shareholder meeting concludes, an experienced partner can add value by providing detailed reporting and analysis. Insights into voting patterns, shareholder engagement, and areas for improvement can help corporate secretaries refine their shareholder strategies and enhance the effectiveness of their governance practices.
Choosing the right partner
Not all partners are created equal and selecting the right one is a critical decision. Look for a partner with a proven track record of reliability, technological innovation and a deep understanding of proxy management and shareholder meeting requirements. A partner who stands out for their comprehensive solutions, dedicated proxy experts and commitment to extending the capabilities of the corporate secretaries and their teams making them an invaluable asset for ensuring governance excellence and operational efficiency.
Interested in elevating your shareholder meeting and proxy services? Contact BetaNXT to learn more.