Organizing a shareholders’ meeting is one of the most important activities for a business as it impacts the direction and operational strategy of that enterprise. However, this process often requires significant time, effort, and resources. With the development of technology, the Management System for Organizing Shareholders’ Meetings has become an optimal solution, helping businesses improve efficiency, reduce costs, and ensure transparency. The Shareholder Sync management solution by Evotek is a comprehensive tool that digitizes and automates the process from registration and voting to reporting results, providing a fresh and convenient experience for both businesses and shareholders.
What is Shareholder Meeting Management Software
The Shareholders’ Meeting Management Software is a comprehensive technology solution specifically designed for listed companies, aimed at simplifying and automating the process of organizing shareholder meetings. This solution creates a digital environment that enhances transparency, security, and efficiency in the interactions between the company and its shareholders. 
Why do listed companies need to organize Annual General Meetings (AGM)
Listed companies have the responsibility to organize shareholder meetings with the purpose of reporting their operational results for the previous tax year. In this meeting, participants have the opportunity to ask questions to the management board, answer questions, express their opinions, and vote on issues discussed during the session. 
Benefits of using ShareholderSync
The shareholder meeting management system brings significant benefits to listed companies. By using the ShareholderSync technology solution, companies can improve management efficiency and effectiveness, enhance information security, and thus strengthen their corporate image in the market, improve relationships with shareholders, and increase investor confidence. It’s important to note that the ShareholderSync solution is key to simplifying and automating the process of organizing shareholder meetings. Additionally, the technology used in the solution provides greater transparency and security for the process, which is the foundation for strategic decision-making. Therefore, investing in the ShareholderSync shareholder management system represents a strategic and favorable decision for companies intending to optimize their management and establish closer and more reliable relationships with shareholders and investors. 
Higher efficiency
Evotek’s ShareholderSync solution automates various stages of the process, such as planning the organization of the meeting, registration, and conducting the meeting, reducing the need for human intervention and minimizing errors.
More flexible.
Supports a hybrid model: both in-person and remote participation, increasing shareholder engagement. Meets the diverse needs of shareholders in different geographic locations.
Higher transparency.
Evotek’s ShareholderSync software provides a means for companies to clearly disclose important information about the meeting, such as the number of representatives, voting results, and other relevant data. This benefits the enhancement of investor trust and the consistency of the company’s image in the market.
Reduce costs.
Optimizes costs in the preparation and organization of the meeting, reducing expenses for travel, printing documents, and logistics. Saves personnel costs associated with management and organization.
Heightened Security
We recognize the importance of information security, and we take this stance in the development of our software to ensure the confidentiality of both the company and shareholders. This helps prevent data leaks, minimize legal risks, and protect the company’s reputation.
Higher accuracy and reliability.
- Provides accurate data analysis to support decision-making.
- Minimizes errors due to human factors.
- Enhances the reliability of voting results and decisions.
Regulatory Compliance
ShareholderSync plays a crucial role in ensuring compliance with rules and regulations regarding information handling in this field, ensuring adherence to the company’s internal compliance policies. It enhances the accuracy and integrity of information related to shareholder meetings, increasing transparency and accountability in corporate governance practices.
Access to voting rights.
- Access to voting rights.
- Ensures the authenticity of remote ballots.
- Increases shareholder participation and voting rates.
Fast data collection.
Technology in processes allows for the immediate collection of necessary data for working sessions. By forecasting not only the results but also all relevant data, stakeholders now have the tools to analyze and predict trends.
Customized to meet needs.
- The ability to adjust the interface and functions according to the specific requirements of the company.
- Integration with existing management systems of the business.
- Meets specific requirements for processes and reporting.
Key features of ShareholderSync
Document management.
All necessary documents for organizing the shareholders’ meeting are centrally managed in one place, making it easy for responsible parties to access them and facilitating collaboration among all stakeholders.
Registration to attend.
During the meeting, our software integrates with telecommunications tools, allowing for accurate tracking of attendance, including both in-person and remote participants. Offering early voting options through registration forms or mail will provide a complete picture of attendee numbers.
Remote access.
With the development of the agenda, gathering all stakeholders in person can be challenging. Therefore, Evotek’s software allows for displaying, streaming, and fully participating in the meeting remotely, providing significant advantages for investors with stakes in geographically dispersed companies.
Electronic voting.
To facilitate the voting process, users can cast their votes in advance through electronic means, with ballots held until the necessary documents are received.
Ballot counting.
After collecting the ballots, the software will automatically count them. This process is fully digitized, minimizing errors and ensuring both the reliability and speed of the results.
Reporting and results.
Throughout the session, our shareholder meeting management software generates reports and project results. Among the information displayed, all stakeholders can view data on shareholder attendance, voting results, proposals, and statistical analysis, enabling shareholders to make truly informed management decisions.
Information Security
To ensure the authenticity and privacy of stakeholders’ data, our shareholder meeting management software employs technology to prevent unauthorized access or sharing of confidential information.
Contact for Product Demo.
To learn more and sign up for a free trial, please contact us using the information below. Our team of experts will be ready to assist you in setup and guidance, helping you optimize your company’s shareholder management process. Let us accompany you on your journey to enhance efficiency and transparency in shareholder management!
Phone: (+84) 8.2468.9999
Shareholder Meeting Management Solution 4.0 – ShareholderSync
7th Floor, Kim Hoan Building, 19 Duy Tan Alley, Nam Tu Liem, Hanoi