The Benefits of Electronic Voting for Commissions and Boards

  • Jonathan Davis
  • 07 Feb 2017

The Trouble with Voting During Board Meetings

While voting has been a standard procedure for many years, it has been proven to have its disadvantages when it comes to the process and different aspects that come along with it. Members of a commission or board, while busy and overwhelmed, play a decisive role when proposing solutions and making decisions. During meetings, they vote on complex issues. All of this takes a lot of time. Besides discussing important topics in the most time-effective manner, keeping track of changes in agenda items always represents a burden that most would want to avoid, or at least reduce as much as possible. For example, an unscrupulous member could make last-minute modifications to an agenda item that would benefit another organization. Moreover, voting fraud can represent a serious problem. It is not unusual for extra votes to be cast even though it’s clear that fewer commission members are present.

Electronic Voting As a Solution

Fortunately, the digitalization of processes in organizations of all kinds has simplified these procedures. Electronic voting, although it might not be a perfect solution, has managed to improve the voting process, eliminate fraud, and decrease time and energy spent on adjacent tasks during board meetings.

Today, more and more boards and commissions all around the United States, as well as the world, implement digitalized solutions for their agendas and meetings, in general, and for their voting procedures, in particular. From school boards and local government commissions to non-profit organizations and county commissions, all are taking advantage of this new concept.

Electronic voting solutions for board members of an organization provide accurate and transparent voting processes. That is because everything is automated and time effective. Making concise decisions requires information, and decision makers, i.e., members of the board or commission, must be able to organize and grasp information in the most effective way possible. That’s why software for agenda meeting items have been developed. For example, a straightforward and exceptional product is AgendaCloud. You can view on their website compelling videos on why and how to use their software for electronic voting during board meetings. With this software, board members can organize and access the needed information easily, saving valuable time for items of discussion which matter.

In the remaining part of the article, we wish to present to you some of the strong points of implementing electronic voting and using a management system like the one developed by AgendaCloud.

Benefits of Electronic Voting Using a Management System

As mentioned previously, voting, although a democratic act present in all institutions and commissions all over the country, has its disadvantages that a well-established electronic voting system could resolve. Moreover, the electronic voting process could be enhanced if the right management system were used.

When dealing with voting fraud, keeping track of meeting attendance can improve the voting process’s efficiency and prevent possible fraud. For example, the AgendaLite management system comes with a great feature for this. You can record attendance directly, viewing who is present or absent. Moreover, if a commission member decides to leave the meeting, then you can verify when he or she has left. This represents an important strong point of such software. Knowing who attended a meeting will assure you that the voting toll is accurate. Both board members and staff members will be able to see the voting results. If a member leaves before the voting takes place, then he or she will not appear as taking part in the vote, but only as a partial attendant of the meeting.

Another problem with board voting consists of changing parts of the item of the agenda before the process starts. This can result in members not voting for what they opted for. This represents an organizational problem, whether someone is trying to manipulate board decisions or not. Items of discussion may change throughout a meeting and crucial attachments may be added during the meeting. Having a management system for electronic voting will change that, making voting manipulation almost impossible. Each board and the staff member will see directly via the dashboard what items are being modified by whom, as well as any newly attached supporting documents of the agenda. Everything is done using straightforward software that has a stunning design.

Last but not least, an important advantage of using a management system like AgendaLite for electronic voting is the flexibility that the software offers. This addresses time-management and organizational problems. Using such software allows members of the board to see exactly what they are voting for and when the voting starts. Also, they can view the voting tally as well as results on a well-designed and easy-to-use dashboard. Furthermore, newly added attachments of supporting documents can be viewed instantly. Probably the most important organizational advantage is the possibility of viewing activity updates continuously and promptly. All of these features make the commission’s work easier while saving precious time. 

Bottom Line

Electronic voting has managed to improve the process by reducing fraud and leveraging the time spent during meetings. Using the right management system can enhance meeting productivity, minimize wasted time, manage information better, and, in general, improve the decision-making process before the vote.  

No commission or board should vote or start a meeting without taking advantage of the tools and technologies found in our digitalized world.