“A company secretary without a schedule is like a pilot without a flight plan - you might take off, but you won’t land where you should.” – Matt Glynn

One of the most underrated skills in the company secretary toolkit is the ability to build and manage a precise, detailed corporate governance calendar.
 From mandatory AGM dates to recurring statutory filings, every governance event has a place on the timeline. Miss one, and you risk fines, invalid decisions, or damaged investor trust.
 In this station, we unpack why scheduling is central to the company secretarial function and show what a strong corp sec schedule looks like in practice.

A strong corp sec schedule blends two core elements:

1. Mandatory events – dictated by law, regulation, or the company constitution.

2. Best-practice activities – governance actions that aren’t strictly required but enhance credibility and operational flow.

◼️ AGM: Date fixed by law; often within 4–6 months of financial year-end.

◼️Annual return filing: Strict statutory deadline with the corporate registry.

◼️Financial statement lodgement: Often tied to AGM timing.

◼️Board meetings: Best-practice governance; set agendas and record board meeting minutes.

◼️Regulatory reporting: Industry-specific obligations.

◼️Director appointments or resignations.

◼️Share allotments or transfers.

◼️Amendments to the constitution.

◼️Major transactions needing shareholder approval.

◼️Monitoring legislative changes.

◼️Updating statutory registers.

◼️Tracking and completing meeting action items.

PAA: What is a compliance calendar?
A compliance calendar is a master schedule of all governance and filing deadlines, ensuring no statutory or constitutional obligation is missed.

This is an important stage of the start-up journey because;

◼️Deadline discipline: Avoids penalties and reputational damage.

◼️Investor trust: Shows disciplined governance.

◼️Funding readiness: Ensures records are always current.

◼️Decision validity: Timely meetings uphold legal and constitutional requirements.

◼️Stress reduction: Eliminates last-minute compliance scrambles.

◼️Operational flow: Aligns governance with business planning.

◼️Resource planning: Allows adequate prep time for filings.

◼️Cross-team coordination: Links governance to finance, legal, and investor relations.

PAA: What is the notice period for company meetings?
It depends on your jurisdiction and company type. Examples: UK private companies require 14 clear days; Australian companies generally 21 days (listed companies 28 days); Singapore private companies typically 14 days, but special resolutions or public companies require 21 days; UAE (mainland) general assemblies 21 days; DIFC 14 days for general meetings and 21 days for public company AGMs. Always check your constitution and local law, as some matters (e.g., removing a director/auditor in AU) cannot be shortened.

Legal Implications
- Late filings causing fines or strike-off.
- Non-compliance with constitutional meeting frequency requirements.

Founder Relationship Issues
- Tension between directors if meetings are missed or rushed.
- Disagreements over decision timing and execution.

Commercial Implications
- Loss of investor interest if governance appears sloppy.
- Transaction delays from incomplete filings.

Operational Implications
- Team overload from urgent, preventable compliance work.
- Missed opportunities for proactive decision-making.

Biz Valuation Issues
- Governance gaps that lower valuation.
- Extra due diligence costs to reconstruct timelines.

The above lists are indicative issues – the relevance of which will depend on your circumstances;

1. Map mandatory dates – Identify all statutory, regulatory, and constitutional deadlines.

2. Add best-practice governance events – Quarterly board meetings, investor updates, committee meetings.

3. Use a master calendar – Centralised, shared with key stakeholders.

4. Set reminders – Multiple alerts ahead of deadlines.

5. Coordinate across functions – Align governance events with finance, legal, and operations.

6. Review annually – Update dates for legal changes or structural adjustments.

The above suggestions are just a few of the steps you can consider taking; many more steps are needed to ensure scheduling obligations are met effectively.

PAA: Can company secretarial scheduling be outsourced?
Yes - corporate secretarial service providers can manage the entire calendar, from setting dates to issuing reminders and handling filings.

In the rush to launch, scheduling can feel like unnecessary admin. In reality, a robust governance calendar safeguards against compliance breaches, builds credibility, and ensures critical decisions are made on time. Regular, well-planned governance events help founders and boards stay aligned and investor-ready.

1. The Filing Fiasco – A SaaS startup missed its annual return by 10 days because no one checked the registry portal. The $5,000 fine was minor compared to the damage when an investor’s due diligence report flagged the company as “non-compliant,” killing the deal.

2. The AGM Ambush – A family-owned retailer realised two weeks before the statutory deadline that its AGM had not been scheduled. The scramble for audited accounts and notices led to financial statement errors, forcing a reissue and delaying a major loan.

3. The Board Meeting Blackout – A biotech missed three quarterly board meetings in a row. Critical funding decisions were delayed, and a key patent application lapsed when the board failed to approve the budget on time - costing 12 months in market advantage.

PAA: How often should a compliance calendar be reviewed?
At least quarterly, and immediately after any change in legislation or company structure.

◼️Compliance Calendar – Centralised list of governance obligations and deadlines.

◼️Statutory Deadline – A filing or meeting date set by law.

◼️Annual General Meeting (AGM) – Yearly shareholder meeting required in many jurisdictions.

◼️Event-Based Filing – Filing triggered by specific company changes.

◼️Board Pack – Agenda and supporting documents for a board meeting.

◼️Notice Period – Minimum notice time required for a meeting to be valid.

Watch out for the legal jargon and refer to the knowledge hub;

Scheduling may sound administrative, but for a company secretary it is a critical governance function. A well-run calendar prevents fines, reassures investors, and ensures decisions are made - and recorded - on time. Neglect it, and you risk costly oversights that can derail deals and damage credibility.

We provide a full suite of company secretarial services with a scheduling focus, including:

1. Governance calendar creation and maintenance.

2. AGM and board meeting scheduling.

3. Filing deadline monitoring and reminders.

4. Board pack preparation and circulation.

5. Tracking post-meeting action items.

6. Compliance deadline audits.

7. Meeting notice preparation.

8. Aligning governance with business cycles.

9. Scheduling investor reporting.

10. Legislative change tracking.