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AI agent for investor relations managers

Proxy Advisor Policy Check Agent

Find proxy advisor risks before the proxy statement is final and plan engagement.

Risk managementComplianceFinanceManagement
See how it worksGet access
Proxy Advisor Policy Check Agent: what goes in, what the agent does and what you get

What it does

Proxy advisors publish voting policies, and a company often learns that a proposal or practice breaks them only when a negative recommendation appears. This agent reads the latest policies from each advisor and checks each item on the upcoming meeting agenda and each governance practice against them: board independence, overboarding, pay plans, share authorizations and more. It lists the risks with the policy text it relies on and drafts an engagement plan. When the company revises a proposal, it rechecks. If a change creates a new issue, it flags that too. The IR manager approves the plan and any contact with advisors.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueNo 1 STARTS WHEN Draft proxy proposals ready 2 USES A TOOL Fetch the current policies from each advisor 3 DOES List each proposal and governance practice to test 4 DOES Test each item against each advisor's policy 5 DOES Rank risks by likelihood and vote at stake 6 DOES Draft the engagement plan and proposed changes 7 YOU APPROVE IR manager approves the plan 8 USES A TOOL Recheck after the proposal is revised 9 CHECKS THE RESULT Does the revised proposal pass the policy testswithout new issues? If not: update the risk list and redraft the plan. Backto step 4. 10 RESULT Policy check report and engagement plan
Read the steps as a list
  1. Draft proxy proposals ready
  2. Fetch the current policies from each advisor
  3. List each proposal and governance practice to test
  4. Test each item against each advisor's policy
  5. Rank risks by likelihood and vote at stake
  6. Draft the engagement plan and proposed changes
  7. IR manager approves the planThe agent waits here for your OK.
  8. Recheck after the proposal is revised
  9. Does the revised proposal pass the policy tests without new issues?If not: update the risk list and redraft the plan. Back to step 4.
  10. Policy check report and engagement plan

How it decides

It flags an item when a stated policy test fails and ranks it by the likelihood of an against recommendation and the vote at stake.

  • Flag board members on more than 4 public boards
  • Flag a pay plan with a say-on-pay support below 70 percent last year
  • Flag an authorization above the advisor's share limit
  • Cite the exact policy section for every risk

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Advisors to follow
  • Risk ranking rules
  • Policy update check schedule
  • Items outside scope

What keeps you in control

It always asks you first

  • IR manager approves the plan and any change proposed to the board
  • IR manager approves any contact with an advisor

Hard limits

  • Never contacts advisors itself
  • Quotes policy text exactly and cites the source

It stops when

  • Done: no unresolved high risks or a plan approved
  • Stop: advisor policies for the period are not yet published

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensThe draft proxy asked to authorize 40 million new shares, 38 percent of outstanding. One advisor's policy caps routine authorizations at 30 percent. The agent flagged it as high risk and suggested 28 percent. After the board revised to 30 million shares, the recheck passed that test but showed a director now on 5 boards, a new issue. The manager approved a plan covering both.

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