How to Modernize Your Association’s Election Practices

An election is one of the few times when every member can provide input about where your association should go next. They choose board members, vote on bylaw changes, and select committees. Modernizing your election practices can make these votes more secure and accessible, while saving your association’s staff hours normally spent on manual work.

With members spending more time online, many associations are moving more of their work to digital platforms, and elections are an easy place to start. A few updates can make elections simpler for members and staff, so you don't have to change everything at once. 

In this guide, we’ll explore how to modernize your association’s elections and make the adjustment comfortable for your members.

Store member information in a centralized system

Your election is only as accurate as the voter list behind it. Having member information spread across various spreadsheets, email lists, and event records means your team must compile voter lists manually before each election, which is time-consuming and error-prone. 

Plan ahead for elections by keeping your member data organized and up to date in one centralized platform—such as an association management system (AMS) or a member database—to create a single, reliable record of who is eligible to vote, which chapter or membership tier each person belongs to, and how to reach them. When it comes time to export a list of eligible voters, all of your information will be ready to go.

As you prepare for your association’s election, upload your voter list from your AMS or database into your online election system to create ballots for eligible members. With an accurate list, your voting software will deliver the correct ballot to each member, helping you contribute to a positive member experience through stress-free, trustworthy elections. Members who feel heard are more likely to stay involved, so a smooth election can support your member retention efforts.

An organized approach to storing member data has benefits outside of election season as well. When you know each member's interests, membership type, and renewal status, you can send tailored messages to different segments of your member base year-round. 

Use an online election system to manage voting

If your bylaws permit, replace paper ballots and hand counts with a digital election platform. Since most members already bank, shop, and register for events online, transitioning to digital elections should be seamless. It also helps you reach busy professionals and Millennial and Gen Z members, who tend to expect quick, mobile-friendly experiences.

As you compare platforms, look for the following features:

• Automated election notifications. Choose a platform that can send automated election notifications to let members know when voting opens and remind them to participate as the deadline nears. Sending these nudges from the same system that runs your vote saves your team time on manual follow-up and ensures no one slips through the cracks.
• Flexible ballots and voting rules. Your bylaws may require weighted voting or filtered ballots by chapter or membership type. Look for a platform that supports these options to run your association’s elections as outlined in your governing documents.
• Participation tracking and automatic tallying. One benefit of modernizing your elections is the ability to monitor turnout before voting closes. Participation reports show you who has and hasn’t voted, helping you determine when additional reminders may be needed. Online votes are also automatically tabulated as they are submitted, eliminating the manual work required to calculate final results once the election closes.

The right system can make elections easier for everyone involved. Members get a convenient way to vote, and your team gets accurate results with less manual work.

Help members acclimate to the changes

Updates to your election practices go more smoothly when members know what to expect. Communicate early about what is changing, how it will improve elections, and when the new system takes effect. SnapBallot’s guide to digital voting for trade associations also recommends creating an election timeline. When you launch your first online vote, let members know when nominations open, when voting begins, and when you'll share the results. This transparency helps everyone adjust and participate confidently. 

You can also use your association's learning management system (LMS) to introduce members to a new voting process and share helpful resources before the election. Consider adding a short training module so members can explore the new voting process at their own pace. A brief video, an FAQ section, and a practice ballot can help members get comfortable with the new system before your next election.

Document and securely store all election results

Detailed records can help your team long after you announce election results. Complete documentation supports transparency with members, helps you comply with your bylaws, and provides future election committees with an example to follow. 

To keep your records in good shape, try:

• Keeping a time-stamped audit trail. An audit trail is a log of what happened and when. Record when the ballot opened and closed, who participated, and any changes made to the ballot or voter list. Look for an online voting platform with built-in audit trails and voter logs to simplify the process.
• Storing results in a secure location. Save final results, ballot settings, and election communications in a restricted-access location, and back them up on a regular schedule. Set role-based permissions in your online election system to ensure only authorized staff and committee members can view sensitive files.
• Following a retention policy. After checking your bylaws and seeking legal counsel about requirements in your area, determine how long your association should keep election records, and write it down. Share the timeline with staff so everyone knows when to archive or delete files.

Clear documentation protects your association’s election integrity and shows members that every election follows the same steps. Members are also more likely to participate in future elections without privacy concerns when they know your association records and stores their votes responsibly.

Gather feedback to continue improving your election practices

Each election gives you valuable insights for the next. Collecting feedback from members and acting on it shows them that your association values their input.

To solicit feedback about your updated election process, follow these steps:

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1. Include a voter satisfaction survey. Look for an online election platform that allows you to add an optional satisfaction survey to the voting process. This gives members a quick, convenient way to share their thoughts on the voting experience while it's still fresh, and provides your association with honest feedback it can use to improve future elections.
2. Review your participation data. Look at overall turnout, turnout by chapter or membership type, and the days when most members voted. For example, if turnout jumped after a reminder, your team can better understand which messages work and when to send them.
3. Debrief with your board or elections committee. Meet soon after your election to discuss further improvements. Share the survey results and data, note what went well, and choose one or two changes for the next cycle.

Documenting the adjustments you make lets you compare results from one election to the next, so you can see which updates made a difference. It also shows members that their feedback is heard, making them more likely to respond to the next survey and stay involved.

Modernizing your association’s election practices happens one step at a time, and each improvement makes the next election easier to run. Start by reviewing your most recent election and identifying any steps that required manual work or caused confusion. Then, choose one to improve before your next election cycle, and consider how technology can help you begin working toward simpler, more accurate results.