WOCCU: A Guide for Saccos in Planning Virtual AGM’s

EXCELLENCE WOCCU: A Guide for Saccos in Planning Virtual AGM’s

caused unprecedented changes in the Cooperative movement. The ban on public gatherings led to the postponement and cancellation of Annual General Meetings(AGMs) in March; when only a handful of Saccos had held their AGMs. Consequently, this has led most businesses, leveraging on online platforms to hold virtual meetings, as remote working has been swiftly adopted, to curb the spread of the coronavirus. Co-operatives can as well hold virtual AGMs, following guidelines from the World Council of Credit Unions (WOCCU), which was able to successfully hold a one of a kind virtual AGM, in July, with over 90 delegates from around the globe in attendance. In light of this, WOCCU has developed a guide for Saccos, to address some of the considerations and strategies, needed to hold a successful virtual AGM.Sacco Times Magazine wishes to share key insights from the webinar conducted by the Senior Events Co-ordinator at World Council, Kassandra Schroeder. Key Insights Both the normal in-person and virtual AGMs, address the same needs but differ in many ways. First, Saccos need to assess their needs guided by their respective by laws. The next step is finding a platform, that can support key elements or features, such as authentication of membership, ascertainment of a quorum, acceptance or rejection reports, acceptance or rejection motions, voting and members queries. Saccos need to decide on the meeting format; they can either opt for Web Conferencing or a Webinar Style format. If everyone needs to be seen and to speak, the Web Conferencing or video meeting platform is advisable, which allows every participant to appear on camera. This platform requires more preparation and there will be less control over the broadcast. However, if you utilize the Webinar Style format, it allows for a smooth, scripted meeting to operate, allowing for open communication with delegates or members, via chat, Q&A or the ‘raise hand’ feature. This platform, allows the host to have full control of the broadcast, including who is on camera, who can speak and what viewers are seeing on their screens at all times. In this case, it would be good to minimize the number of video feeds needed, to as few as possible, this will help minimize the bandwidth and avoid potential

By June Njoroge

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technical difficulties. Saccos can also enlist a production company, that can assist in managing the broadcast. In either scenario, Saccos should schedule a dry run of their webinar or video conference, with presenters beforehand, to help identify and diagnose any potential problems before going live.

Sacco need to decide if the AGM will be a closed or open meeting. If its a closed meeting, then the Sacco can easily identify and establish its quorum, thus user authentication is not required, as only delegates receive an invite.

Saccos can issue expectations to their delegates, that the link and login details are confidential and may not be shared, if they wish to send a proxy, then this information should be shared with the host in order to update the registry.

If its an open meeting AGM, Saccos will need to establish a user authentication process and establish their quorum. In this case, the invite goes out to a voting and observing only audience. Most webinar platforms have a ‘waiting room,’ in which the host must permit each individual’s entry into the meeting. This allows for a more controlled and identified entrance to the meeting. However, in both cases preregistration will

be required to keep track of who is attending.

Saccos need to decide how to go about voting. Ballots may need to be submitted before the meeting to allow easy tallying and announcement of results at the meeting; or during the meeting, if items require discussion, before voting, but need results announced during the meeting; or after the meeting, if not all members can make the live broadcast and will watch a recording of the meeting and submit votes.

If there are items to be addressed with a verbal yay/nay/abstain vote, in a Web Conferenced meeting, where all are on video, each person can be addressed individually, to avoid technical confusion. In a webinar style format, where only leaders are on camera, ask for ‘Nay-only’ votes, to streamline the proceeding.

Ask those with a Nay vote, to submit via the chat, Q&A boxes or utilize the ‘raise your hand’ feature. In either case, the host can unmute this member, to allow for further commentary. In many platforms, there is also a polling functionality which can work well for nay/ yay votes as well. However, first consider which viewers are online.

Saccos need to ascertain whether their members have the capabilities, to view a virtual broadcast. Most webinar and video conferencing platforms, can also provide a phone number, to call into the meeting and listen to the proceedings, which can be leveraged, if a member doesn’t have the internet bandwidth necessary, to view the video broadcast online, therefore they cannot be able to utilize the polling functionality.

Most platforms can be viewed from mobile phones, tablets or desk top computers. Sending a technical guide to members, before the broadcast is advisable, in regards to accessing the platform selected and availing contact information, in case of technical problems.

Opening your meeting 15-30 minutes early, is also advisable, to leave time to diagnose technical difficulties, before the broadcast starts, as well as allowing time, to bring your members in. Having a slide showing and music playing, helps the attendees, to diagnose if their audio is working in advance.

Saccos also need to ascertain that their selected presenters, have the technical capabilities to run a virtual meeting. Most platforms, have the capability to have the host controlling the broadcast, meaning you can virtually manage the meeting for your presenters, allowing them to focus on their presentation.

Tips and incentives should be shared with the presenters, to help them successfully deliver their

Saccos should meticulously consider vendors, when receiving demos or proposals from potential partners, to support their virtual meeting.

message on camera: These include ensuring: a source of light whether natural or artificial, is in front of their face, rather than behind it, to ensure they are easily visible on camera.

They need to choose a quiet room, with an uncluttered background, that does not distract attendees, from the message they are attempting to present. Presenters should be close enough to the microphone on their computer or mobile device, so that they can easily be heard and be well equipped with working headphones, that will allow them to respond to other presenters or attendees, if needed.

Many virtual speaking guides exist which Saccos can provide to their presenters. If your speaker doesn’t have a very strong connection, you can opt for a simu-live approach, which will have an aspect of a scripted meeting, such as speeches and reports, it could be pre-recorded and then broadcast live from a secured line. In this way, time can be saved whilst still having them online, to address comments after the recording, if necessary.

Saccos should meticulously consider vendors, when receiving demos or proposals from potential partners, to support their virtual meeting. Besides inquiring about the functions of their solutions, Saccos should ensure the vendors meet the needs they have established and if the proposal pricing includes a rehearsal; this is beneficial to your speakers, vendors and staff, to make sure you are all on the same page, before you can have an audience.

Saccos should also ensure, that their agreement includes a confidentiality clause, depending on the nature of the meeting and ascertain whether the vendor’s services, include technical support during the virtual AGM.