Organizing an Online Vote for an Association

Different Types of Votes in an Association

Certain votes occur regularly, such as general assembly votes. Others are more sporadic.

General Assembly Votes

The statutes or internal regulations of associations often stipulate the organization of an annual general assembly. The general assembly is an opportunity to review the past year and decide on future directions.

Often, the board of directors or part of its members are renewed during this event. It is also common to present a moral report and a financial report and request their approval through a vote. Additionally, resolutions may be voted on to validate decisions, actions, amendments to the statutes, etc.

Sporadic Votes

Associations can also organize sporadic votes outside of general assemblies for decisions that cannot wait. For example, the approval of a significant expenditure, a strategic direction, or an action.

Online voting makes it easier to organize such consultations, thus encouraging their occurrence.

Preparing the Vote for an Association

Before launching an online vote, it is important to prepare thoroughly. Here are some steps to follow when organizing an online vote for an association.

Check Compliance with Statutes and Internal Regulations

The online vote must comply with the association’s statutes and internal regulations. It is possible that these documents contain voting modalities that contradict online voting if they were written without considering it. If this is the case, it will first be necessary to modify these texts.

The internal regulations can generally be modified outside of a general assembly, for instance, by the board of directors. However, changes to the statutes usually require validation during a general assembly, therefore by the members of the association. In this case, a final paper vote will be necessary.

Note that online voting is not incompatible with paper voting. Both voting methods can be combined if the chosen voting solution and the association’s official texts allow it.

Define the Necessary Voting Features

When selecting an online voting platform, it is important to define the necessary features for the vote. For example, if the association requires weighted voting or proxy management, you must ensure the chosen platform offers these features.

Create an Electoral Committee

It is recommended to establish an electoral committee to oversee the vote. This committee may consist of association members or external individuals. Its mission will be to validate the organization of the vote, draft the items to be voted on, verify the voter list, etc.

Establish Voting Rules

Using an online voting tool does not replace the need to define specific rules for the vote. It is important to set quorum rules, tie-breaking procedures, blank vote treatment, etc. These rules must be clearly defined before the vote to avoid disputes. The electoral committee can be tasked with drafting these rules.

Communication

It is advisable to inform members in advance of the upcoming vote. Typically, the voting dates and the contact details of the organizer or electoral committee will be communicated to them.

It is also essential to inform them about the chosen voting platform, especially if it is being used by the association for the first time.

Organizing the Association’s Vote

Now, let’s see how to properly configure an online vote for an association.

Set the Voting Dates

You must allow enough time for the members to receive the voting emails, review the documents if any, and cast their votes.

Unless the vote takes place during a meeting, it is recommended to leave several days, or even a week, between sending the emails and closing the vote.

Properly Title the Vote

It is essential to clearly title the vote so that the recipients of the voting emails immediately understand which association is involved and what the vote is about. This will help prevent the emails from being ignored.

If the voting platform allows, you can use a specific field to identify the association in the emails sent and on the voting page to increase participation. Adding a logo can also help identify the association.

Carefully Choose the Questions

It is important to carefully choose the questions submitted for the vote. It is recommended to write them clearly and concisely to avoid any ambiguity. Voters should easily understand what is at stake and what the consequences of each choice will be.

The simplest option is to pose binary “yes/no” or “for/against” questions. Some online voting platforms allow for more complex questions, such as multiple-choice questions or ranking options to express preferences. This allows for more nuanced feedback.

Appoint Observers

To ensure transparency, it is recommended to appoint observers. These may be members of the electoral committee or representatives of the candidates. Observers are responsible for overseeing the proper conduct of the vote, validating the questions submitted for voting, checking the voter list, etc.

The Voter List

It is important to ensure that the voter list is up to date before sending voting emails. It is advisable to verify that the contact details of the association’s members are correct to avoid sending errors.

To anticipate sending issues, it is recommended to test the email transmission by conducting trials. Pay particular attention to this if the members’ email addresses are hosted on specific corporate servers (the part after the “@” symbol).

During the Vote for an Association

Has your vote started? Here are some tips to monitor it and respond in case of issues.

Monitor the Voter List

It is important to monitor the voter list to ensure that the members have received the voting emails.

If certain email addresses pose problems, it is recommended to act quickly to avoid excluding members from the vote.

Reminders

Depending on the participation rate, it may be necessary to send reminders to encourage members to vote or to simply remind those who may have forgotten.

In Case of Errors

If an error is detected during the vote, such as a poorly worded question or an error in the vote’s end date, it is recommended to react quickly. It is better to cancel the vote than to tally results that will be invalid.

Voters will more readily forgive a canceled vote than contestable results.

Closing the Vote

The vote does not end with the closure of the ballot. Here are some steps to consider for properly closing an online vote for an association.

Communicate with Voters

Even if the online voting platform allows for instant counting, it may be necessary to communicate additional information to association members. For example, you might explain that final results require the consideration of paper votes or the meeting of multiple groups.

Prepare for the Next Vote

The end of one vote is the ideal time to prepare for the next. It is recommended to take feedback from the members to improve the organization of the next vote. The association’s member list and their contact information can be adjusted for the next vote.

Conclusion

We have highlighted several key points to consider before launching a vote. The apparent ease of setting up an online vote should not overshadow the importance of the preliminary steps, which are crucial for ensuring the success and integrity of the voting process. We have also detailed the steps to take during and after the vote to help you organize an online vote for an association in a transparent and effective manner.

In conclusion, while organizing an online vote may seem quick and simple, it is essential not to overlook the various stages involved in voting.