Optimizing communication with shareholders
Smart Convocation
The Smart Convocation service ensures greater accessibility to convocation notices while also optimizing content related to shareholders’ meetings so that such content is more convenient as well as easier to access and understand on personal computers and smartphones.
By enabling efficient preparation of content using pre-existing materials, the Smart Convocation service enlists a platform that is readily accessible to both enterprises and shareholders.
Overview of Smart Convocation
Smart Convocation makes shareholders’ meetings more accessible and easily achieves both digital shareholder engagement and accessibility by digitizing convocation notices and adapting to the growth and diversification of shareholders.
Efficient creation without drafts
In-house deployment of convocation notice data
- When convocation notices are created by PRONEXUS
Safe and reliable delivery
Secure delivery system
Clear and readable design
Simple content structure distilled from the practical support expertise we have developed
Supports online voting
Smooth access to the voting website
Navigation function that provides directions to shareholders’ meeting venue
Route search and transfer directions from current location without any need for tedious input of destination
Web accessibility and screen reader friendly
Developed by incorporating feedback from persons with disabilities
Consolidates accommodations for greater clarity
Disclosures that consolidate preparations/accommodations in the form of “simplified shareholders’ meeting information”
Changes in the environment surrounding shareholders’ meetings
- Increase due to revisions to convocation notice specifications (summaries, access notices, etc.) and response to the growth and diversification of shareholders
- “Convocation Notice Survey Results, 2024 Edition” (based on PRONEXUS survey)
- Number of individual shareholders is trending upward, particularly active shareholders under 60
- Smartphone utilization rate exceeds 90% and continues to rise, with PC and tablet usage declining slightly
- Internet utilization among those in their 60s is 90.2%, and is 67% even among those in their 70s, showing an upward trend
What Smart Convocation can do
Smooth access to the voting website:
Integration with voting websites via QR codes or links
- For link buttons, usage of “Smart Exercise” requires usage of the proposal details integration function (optional feature).
Point
- Greater convenience for shareholders by facilitating the entire process from viewing convocation notices to exercising voting rights on mobile devices
More convenient with navigation using a map app:
Directions to preset shareholders’ meeting venue
Expected outcomes
・Part of compliance with the Corporate Governance Code (environmental improvements from the perspective of shareholders)
・Reduction in complaints about difficult-to-find venues
・Can provide navigation assistance in response to inquiries
Point
- No need for tedious input of destination
- Route search and transfer directions from current location
- No need to download apps
- On-screen and voice navigation to the venue
Web accessibility and screen reader friendly:
Take the first step toward web accessibility and being disability-friendly with Smart Convocation
Web accessibility friendly
・Smart Convocation LIGHT: Partially compliant with WCAG* 2.1
・Full-Text Screen Reader+: WCAG 2.1 friendly
- Web Content Accessibility Guidelines
Screen reader friendly
Supports various settings for ease of use with screen readers
・Heading-level settings
・Removal of unnecessary spaces and line breaks
・Alternative text settings for non-text content (paid feature)
- Supported only by Smart Convocation LIGHT and Full-Text Screen Reader+
Point
- Accommodates a diverse range of shareholders by providing convocation notices not only in PDF format but also in HTML format
Consolidates accommodations for greater clarity through “simplified shareholders’ meeting information”:
Making essential information easier to access for those who need it
Consolidates reference information as “simplified shareholders’ meeting information” to achieve accessible shareholders’ meetings
- Sample posting
Common needs of persons with disabilities
- Information on various accommodations listed in the convocation notice is scattered and written in small font resembling remarks, thereby going unnoticed
- Need to collate the information＋organize into sections＋convert into website (not PDF)
= Information useful for the elderly and many other people - Consolidation of content from the convocation notice
- Supported only by Smart Convocation LIGHT and Full-Text Screen Reader+
Point
- Creates an environment where all shareholders, including persons with disabilities and the elderly, can participate with peace of mind
Smart Convocation service lineup
Case studies
Please click here for case studies of its introduction
Smart Convocation LIGHT:
Minimize effort and costs!
Screen reader friendly
Scope of content
・Event overview
・Proposals
・Highlights of financial results
A cost-effective plan featuring a mobile-oriented design with a streamlined, reader-friendly layout focusing on essential content
Choose from four color variations
Point
- Place anchor links to each candidate in the officer election proposal for better overview and usability
- Screen reader support for the name of each candidate (only when furigana is provided)
- Excluding names that appear in notes or the text
Point
- Express your company’s unique identity through cover images and color variations in the convocation notice
Point
- Streamline content to key elements such as proposals and financial results
- Generate highlights of financial results with key accounts and graphs
Smart Convocation BASIC:
Balancing depth of content with practical efficiency!
Scope of content
・Event overview
・Proposals
・Key items excerpted from business reports
Compact excerpts of key items of high interest to shareholders, based on the cover design of the convocation notice Wider scope of content compared to the LIGHT Plan to include business progress and results, and segment overviews
Basic Plan takes into account practical efficiency by including not only proposals but also content that explains the background of business performance
Point
- Indicates all possible options for voting method (LIGHT Plan only includes online voting)
Point
- Can excerpt and post key items from business reports, such as business progress and results, segment overviews, and challenges to address, while also posting financial statements
Point
- Meeting venue duplicated in the map app in addition to the map included in the convocation notice
Full-Text Screen Reader+ (Plus):
Screen reader friendly websites that are clear even to those who are not visually impaired!
Custom-produced
Screen reader friendly
Scope of content
・Full text of convocation notices
*Excluding items omitted from paper-based documents delivered
Table of contents settings and HTML conversion of tables, etc., focused on screen reader accessibility with a simple, vertical single-page layout adapted for screen readers and no ornamental elements
What shareholders’ meeting website optional services can do
A one-source, multi-use system for shareholders’ meeting information
Post messages from management easily
Can be used to follow up before and after the meeting
Arrange content to be highlighted to shareholders in a clear manner
Can post messages from management with no effort
Simply provide a photo and the text to easily create and post messages for shareholders.
Can follow up with shareholders before and after the shareholders’ meeting
Since the enforcement of the electronic provision system under the revised Companies Act, more companies are enhancing their shareholders’ meeting websites.
By setting up a pre-meeting questions page and posting videos after the meeting, you can enhance not only the shareholders’ meeting itself but also pre/post-meeting follow-up and shareholder dialogue.
Can arrange information to be highlighted for greater clarity
Combining such content with the convocation notice on a single website for greater clarity eliminates issues such as overlooking or difficulty in finding information, which tends to happen with websites.
Additional optional services
We also offer an additional optional service for setting up links within client websites to direct shareholders to the shareholders’ meeting website.