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6 Ideas for a Smooth Annual Shareholder Meeting

An annual shareholder meeting is one of the main ways in which a company decides its future. Not only is it the right time to gauge the success of investments, but it also gives shareholders the opportunity to discuss business challenges and strategies.

 

What should be discussed at a shareholders’ meeting?

A meeting of shareholders is the ideal time and place to discuss any topic related to a company and its past, current, and future projects. Every individual shareholder is considered to be an owner of the company and has the right to be informed about business activities. 

The exact themes that will be covered during a shareholders’ meeting change between the nature of the business and the personal interests of the shareholders. Certain overarching topics are nonetheless common in yearly meetings.

 

Examples of these include:

  • Administrative tasks: Changes to the bylaws can be proposed, discussed, and voted upon during a company’s annual meeting. Thanks to online voting system implementation, voting can be performed in a fast and confidential manner. This means that the time it would take to organize a vote can be better spent discussing other important manners. 
  • The board of directors: The election of directors may become relevant if there is a potential change in leadership. When this happens, shareholders are entitled to vote for the board of directors or to elect new board members.
  • Company values: A company’s civic responsibility, accountability, philosophy, and drive to innovate play a large role in distinguishing it from the rest. An annual meeting is a great moment to discuss a company’s mission, vision, and other overarching themes that define its identity. 
  • Goals: Having clear short- and long-term goals is indispensable for the efficient functioning of a business. Annual meetings are prime time to let all members and investors know more about current and future strategic actions. Information about future expectations should also be made available. 
  • Results: shareholders should receive tangible information about how the business is doing. An annual report containing quantifiable evidence of a business’s performance will be expected by everyone in attendance. Likewise, information about an increase in the workforce, customer base, or cash flow will be very valuable to shareholders.

 

 

How do you conduct an annual shareholders’ meeting?

There is no specific set of steps to follow during a shareholders’ meeting and most corporations design the procedures that fit them best. The actual way the meeting will be conducted is up to the board members, who are the ones who decide how much time every keynote speaker has, if the meeting will be recorded, and so on.

 

Scheduling a shareholders’ meeting

To begin with, all shareholders should receive an invitation to the meeting. Registered holders have the right to vote on the election of the board of directors regardless of how many shares they own in the company. In addition, shareholders who meet certain requirements should be able to make their own nominations. 

The following information should be made available to shareholders prior to an annual meeting: 

  • Proposed resolutions
  • Company reports
  • Supporting documentation
  • Meeting minutes from the last annual shareholder meeting

 

Preparing the minutes

The minutes are a written record that outlines all the special meeting decisions. Someone in an administrative position, such as a secretary, is typically responsible for the elaboration of this document. There is no rule stating how long or specific meeting minutes must be, but it is in the best interest of shareholders that these are as detailed as possible. Minutes help one understand the main ideas and outcomes of a shareholders’ meeting. 

 

 

6 tips to conduct an annual shareholders meeting

1. Invest in a digital voting platform 

The implementation of an online voting system will simplify the vast majority of logistic tasks related to decision-making, incentivize a fast and dynamic conversational flow, and protect every shareholder’s personal data from cyber-security threats.

The competencies of an innovative online voting platform allow companies to: 

 

  • Provide an intuitive voting experience: Digital voting platforms can be accessed from any device capable of accessing the Internet. This allows shareholders to view proposals and vote on them from the comfort of their smartphones. 
  • Offer multiple voting methods: Not only is the software’s functionality and user interface designed with maximum appeal in mind, but it is also highly customizable. Companies can decide on the voting methods, branding options, languages, and much more.
  • Automatically keep track of results: Security features keep voting data safe via encryption but it is nonetheless easily accessible to those with the right credentials. Voting data is gathered in real-time, and the results can be made public as soon as the voting period ends. This saves a considerable amount of time and stress, making any kind of meeting a much more agreeable and an engaging experience.

 

 

Learn more 

 

 

2. Preparing for a Q&A session is essential

When someone invests in a company, they always do it looking to benefit. While some shareholders only care about how their money is being invested, others have a genuine interest in a company and the products or services it produces. Regardless of their incentives, all shareholders should have the time to ask about the topics that concern them.

Questions can be about any theme relating to the company, but the following items can be expected: 

  • Annual and quarterly performance.
  • Information regarding board diversity and gender pay equity.
  • Security concerns, whether from cybersecurity threats or company policy regarding gun safety, CCTV systems, and similar themes. 
  • Improvements to the company’s social responsibility policy.
  • Information about new products or the use of intellectual properties.

Presiding officers who will be responsible for answering questions should be well-versed in a broad range of topics related to the functioning and image of the company. If any difficult questions are anticipated, then these should be pre-meditated before the Q&A session in order to deliver brief, clear, and reliable answers. For instance, if a merger or acquisition has been proposed, the details of this proposal should be made clear to all shareholders.

 

 

3. Take advantage of social media

Social media sites have become efficient promotional tools for every product and service on the market. Companies with a distinguished social media presence can use that outreach to let the world know what important and inspirational developments have happened during an annual business meeting. 

Depending on the nature, size, and scope of a company, it may be advantageous for the social media and legal teams to communicate and decide what is the best content to display on the Internet. Some information that social media users could find exciting might also be of a sensitive nature or could be posted in a way that goes against company policy. 

 

 

4. Security should be a major concern

Just as with any public event, an annual shareholders’ meeting is a gathering of people and should therefore be handled with the best security measures available. Depending on the size of a company and the number of shareholders, distinct actions can be taken to protect everyone’s identity, personal space, and physical integrity. 

Proper security is a considerable logistic challenge. Companies must consider how safe their venue is and must also discern if personnel will be required to ask for the identification of check bags. 

Regarding the digital identity of shareholders, the most effective method of keeping it safe is via encryption algorithms. Implementing an online voting system helps keep the personal information of the members of any kind of organization safe from hackers or other malicious third parties by keeping it in encrypted, secure databases. 

 

Top features your online voting system should have

 

 

5. Set rules for journalists and other guests

Sometimes journalists and other individuals will show interest in attending a shareholders’ meeting. Companies can always take advantage of the free press, but it is indispensable to guarantee these individuals don’t become a nuisance to shareholders. 

If guests are going to be present at a shareholders’ meeting, then a special meeting area should be separated for them. This way they can keep to their duties without interfering. Companies should make clear what their questions policy is to avoid shareholders being interrupted by inappropriate questions. 

 

 

6. Keep shareholders informed

The relationship between a company and its shareholders does not end once a meeting is over. Many shareholders have a busy schedule and can’t actively engage with the companies they invest in. Reaching out to shareholders to communicate business matters that concern them is a great way of letting them know that their money is in good hands.

Shareholder engagement can be easily managed to make sure everyone has the right information about past and future annual meetings. Thanks to the notification solutions integrated into Option.vote’s online voting platform, the shareholders of a company can receive alerts and reminders to let them know when the next annual meeting is coming and what are their duties and responsibilities.

 

What is an online voting system?

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How to run a syndicate meeting

Syndicate meeting

Syndicates are used by businesses and organizations of all shapes and sizes to achieve their goals more effectively. By joining a syndicate, you can turn teamwork into a cornerstone of your financial strategies.

 

What is a syndicate?

A syndicate is a group of businesses or individuals who have united with a common interest in mind. Syndicates are created to manage large transactions, incentivize changes, or face risks that would overwhelm a single person or company.

A group of investment banks, for instance, can use syndication to unify their resources and share the burden of entrepreneurial risks together. A bank syndicate can use the collective power of its members to bring a new issue of securities to the market. While there are many types of syndicates, the vast majority of them are comprised of businesses of only one industry.

 

Examples of syndication include:

  • Two pharmaceutical companies creating a syndicate to unite their Research & Development (R&D) teams. This can help them research and develop a new drug by spending less time and resources.
  • To loan a large amount of money to only one legal person, several banks may decide to syndicate. Small lenders can do this to work alongside big clients while also mitigating individual risk. Likewise, this opens the gate for businesses without expertise in a specific asset class to profit from it regardless. This process is known as a syndicated loan or a syndicated bank facility.
  • Promising rates of return (RoR) can lead companies to syndicate to manage a particular business venture.
  • An underwriter syndicate can be created temporarily by investment bankers and broker-dealers to sell debt securities or new offerings of equity to investors. Underwriter syndicates are also known as underwriting groups and investment banking syndicates.
  • The All-China Federation of Trade, one of the largest labor syndicates in the world, is in charge of handling the labor disputes of more than 190 million members.

What is an online voting system?

 

How does a syndicate operate?

Syndicates operate as temporary unions between legal entities. The purpose of creating a syndicate is for many participants to pool their resources together and take action as a single unit.

 

The life-cycle of a syndicate

 

Opening for investment

The creation of a syndicate typically begins with a lead investor discovering a startup that shows promise. They will share their intention to form a syndicate with other potential investors.

Information such as the valuation and amount of money to be raised will also be made available. Interested investors can reach out and specify the amount of money they wish to contribute to the project. If the money gathered doesn’t cover the minimum investment size, then the investment will not happen.

 

Making the deal happen

An investment vehicle is created. This is the name given to the party of individuals who will manage the investment. The payment for the creation of the investment vehicle is the same for all parties involved, regardless of the amount contributed. Once the investment is made, lead investors will keep track of how the startup is doing.

 

Liquidation

If an investment ends in failure, then the investment vehicle is dissolved. In case there are benefits like dividends or buybacks, investors may receive their money back plus a percentage of the generated capital gains.

 

 

Creating a diversified portfolio of investments

Syndicates empower companies to diversify their investment portfolios. The same amount of money you could use to invest in 2 to 3 startups on your own can be used to invest in more than ten if you syndicate. This way, the risk is spread across many investments, drastically reducing the chances of losing money. Better yet, a diversified portfolio increases the chances of investing in a unicorn company.

 

Simplifying the financing process

Working in syndicate form relieves you from a considerable number of administrative duties. Moreover, companies being invested in will find faster access to capital to be beneficial. Not only is syndication good for the flow of money, but also for speeding up processes.

 

Spreading out risk

As the old saying goes: “Never put all your eggs in one basket.” Those who join a syndicate know that, by doing so, their investments will be diversified and the chances of losing their money will dwindle. Reducing financial risks will bring you peace of mind. In addition, if you’re one of the smaller investors of a syndicate you can rest assured knowing you’ll be part of a team with highly-qualified lead investors.

 

Gathering experience

Joining a syndicate is a great way for small investors to get their feet wet in the business world. A syndicate will offer you the opportunity to establish connections with successful and experienced investors. Moreover, you will be able to see how the big fish swim. As a member of a syndicate, you will have access to special meetings where other investors conduct business deals.

If you wish to know how your current investments are doing, you will be happy to know several syndicates keep in touch with the businesses they have invested in. This means that you can easily gauge the success of your investments and learn how the challenges they face are overcome. This knowledge will serve you well in your future business ventures.

 

Boosting startup growth

Working with a syndicate also means working alongside an expert investment team. Startup founders benefit from working with syndicates because they have access to better deals. Not only does a startup receive financial backing, but through their connection to the syndicate, they have access to more business contacts and opportunities. By working with top-tier investors, syndicates offer startups a substantial competitive advantage.

5 tips to improve efficiency for your union

 

 

3 tips for running an effective syndicate meeting

 

1. Always keep the organization of syndicate meetings in high regard

From annual meetings to last-minute ones, keeping goals and ideas well-structured will streamline the experience and help everyone make better decisions.

You can use the following structure to devise how your meetings will be conducted:

 

Initial remarks

Before jumping into the most important items, some opening remarks should be made to address those present. It is possible that a meeting has not been called in a long time, and some introductory words can help ease everyone in.

 

Additional remarks and initial updates

After the chairman of the event has finished with their initial statements, co-chairs may also share some words if they please. During this time, some initial updates about the state of business can be made, taking care not to confuse anyone by offering disjointed information.

 

Return on action

The information that should be relayed first should concern what has happened since the last meeting. Updates and follow-ups on crucial items should be given at this moment.

 

Overseeing management

After everyone has been brought to speed, it is time to discuss management items. Naturally, the content of this discussion depends on how business operations are currently doing.

 

Startup/syndicate information

Make sure not to leave much information undisclosed. Items that have not been properly discussed should be addressed. In addition, the attendees of a meeting will most likely have questions. Being as thorough as possible with the answers will guarantee everyone has the same level of crucial business information.

 

Closing statements

Preparing some special words to end the meeting with will help attendees keep a positive attitude about its results. The occasion can also be used to thank all participants.

 

 

2. All parties involved in a syndicate meeting should understand their advantages

Everyone who is involved in a syndicate benefits. However, the duties and advantages of lead investors may differ from those of backers. For a syndicate meeting to run smoothly, it is important that all those involved know what to expect.

 

The benefits of lead investors include: 

  • The opportunity to invest more money per deal and thereby gain the highest returns.
  • Being able to establish stable communication with startups and give better offers than what they could on their own.
  • As leaders of a syndicate, they have the right to be paid a carry by other investors. A carry is the capital gains that are generated by an exit or the payment of dividends.
  • Better investor rights, in the case they invest more capital per deal.

 

The benefits of backers include: 

  • Access to better investment opportunities they wouldn’t be able to handle on their own.
  • The opportunity to join the same team as more experienced investors and learn from them.
  • Considerably less bureaucracy and risks than when managing their own investments. Leaders already know how to do the paperwork and choose the best deals.
  • Transparency in all negotiations.

 

The benefits of startups include:

  • Access to better business partners and a higher sum of capital.
  • By receiving a large sum of capital from a syndicate, a startup doesn’t have to waste time and effort looking for further backing. Likewise, they will not have to answer to the demands of many investors at once.
  • Lead investors will take an active role in managing the relationship between them and the startups they invest in.

What to look for in an online voting system

 

 

3. Implement an online voting system

The decision-making process of syndicate meetings can be substantially streamlined with the implementation of an online voting software.  More than just a voting platform on the web, Option.vote’s fully-customizable voting system allows its users to know their duties and responsibilities as members of a partnership.

The novel capabilities of online voting systems allow the decision-making process to be performed fast and easily, from the comfort of every participant’s phone. Thanks to automated alerts and reminders that can be sent via e-mail, SMS, phone call, and more, all syndicate members will know when the next meeting is coming and what they need to do to be responsible participants.

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Self-administered vs. managed elections | Which is best?

Being part of an election administration can be a daunting task. When running an election, there are many things to consider and many more that can go wrong. There are two main ways to manage an election: either you run it by yourself or partner with a team of voting specialists. 

 

Self-service: creating and running votes without assistance

If you’re able to handle the administration of multiple tasks simultaneously, then you can consider running an election by yourself. However, you should know that an election is constituted by many factors. Unless your election is run at a very small scale, you may require the assistance of several people. 

Benefits of self-managed elections

  • Quickness
  • Simplicity

 

Quickness

The obvious benefit of a self-administered election is the speed at which it can be deployed. If you need to organize a small election at very short notice, then handling the process by yourself might be the way to go. 

 

An election process handled by a single individual can be deployed as fast as said individual is able to plan and implement strategies. Nonetheless, he/she will most likely still require the help of others. Democracy is a team sport, and there are many roles to fulfill in order to achieve well-managed elections.

 

To begin with, elections need someone to manage the polls on election day. A voting ceremony commonly occurs during the span of a single day, making it impossible for one person to attend multiple polling locations. Even if voting is to occur from a single place, the certification of all eligible voters and the counting of votes may be too much for a single individual to handle. 

 

Naturally, you may consider assigning these tasks to people within your organization. After all, they are the first beneficiaries of the voting process. However, a lopsided election administration generates feelings of mistrust among the voting population. A potential conflict of interest may be enough to compromise the integrity of the election and can lead to legal disputes with dissatisfied voters.

How to make sure your union election is fair

 

Simplicity

Sometimes too many cooks spoil the broth. Democracy is a slow process, and in some cases quickly setting up the ballot takes priority. Because the complexity of a self-managed election lies in the hands of one person, it only needs to be as complicated as that person requires it to be. 

 

Nevertheless, keeping it simple might not be a simple task to accomplish. In order for a voting process to be simple, it must be simple for everybody. Traditional or alternative voting procedures that work fine for some people but create challenges for others pose the risk of alienating voters.  

 

If you’re looking for a voting method that all your voters will find appealing, you should consider online voting. A modern online voting platform can be easily accessed via a computer or smartphone. In addition, the best online voting systems on the market perform tasks such as counting votes and reporting election results automatically. This allows a single person to plan an online election, sit back, and relax while the software handles everything.

 

 

Managed services: getting help with important aspects of your voting process

Voting is a communal activity, meant to be performed by multiple individuals. Just as everyone’s choices are made valid through voting, their opinions about the election administration are also valuable. Furthermore, a partnership with election experts gives you access to their skills and expertise.

 

Benefits of managed elections

  • Scalability
  • Security
  • Voter support
  • Integrating technology

 

Scalability

The main disadvantage of self-administered elections is the inability of the election administration to scale operations. When working with other people, tasks can be delegated and shared. Thus, voting can be easier to manage and more people can gain access to the ballots. While this requires an extra logistical effort, the benefits of having more hands to help with an election often outweigh disadvantages.

 

Security

Managed elections are better suited to protect voting rights. Additionally, an election managed by a team of experts is designed with auditors in mind. This feature helps the voting process stay transparent and easily verifiable by outside observers. Auditing is a common official voting procedure, and every election administrator should keep it in high regard for the duration of the election period.

 

Another aspect where security is of major concern is voter information. Registered voters must certify their identity to vote, and that usually involves sharing sensitive data such as their full name, address, and other demographic data. Voting experts can set up security measures to protect that data and ensure it stays away from identity thieves and other malicious third parties.

What to look for in an online voting system

 

Voter support

When working alongside people with expert knowledge about running elections, you’re providing your voters with a top-tier support team. Not only do voting experts provide technical support for voters and administrators, but they also provide the electorate with tools to improve their participation. 

 

Thanks to the capabilities of state-of-the-art voting software, special alerts can be set up to remind the electorate to exercise their voting rights. For instance, the shareholders of a company can receive notifications regarding future meetings, marginal notes, and other electoral activities.

 

A digital voting platform can be customized in several ways to achieve the greatest comfort for voters. When a board of directors’ votes on a unanimous shareholder agreement, online voting can make the process clear for all. The software can be set up to remind all shareholders about marginal notes and other information crucial for the decision-making process.

 

Integrating technology

Unless the person who handles a self-administered election is well-versed in the programming of digital apps, there are very few methods that can be used to run an election. The most popular traditional voting method, using paper ballots and counting them by hand, faces considerable issues such as low voter turnout and the fragility of paper ballots. 

 

A digital voting screen can provide the electorate with a wide variety of improvements to the ballot. An intuitive visual interface helps voters understand what processes they need to fulfill to cast their ballot successfully. Voter registration and verification can be handled by artificial intelligence seamlessly. This saves both the election administration and voters a lot of time and effort. 

 

Because online voting platforms can be accessed from various devices, participants of a digital election can vote at their own leisure. This helps people feel more comfortable with their electoral activities and thereby increases voter turnout.

 

 

Digitalize your voting process 

You can improve your voting process by using a digital voting solution. Whether you’re looking into organizing an election by yourself, with a small group, or with multiple people on a large scale, online voting can help you run faster, safer, and more transparent elections. 

 

Option.vote’s professional online voting system can adapt to any kind of situation where ballots are involved. Online voting allows any person with a device to connect to the Internet to have their voices heard. From government official elections to surveys and even TV contests, the capabilities of the Option.vote platform are limitless.

 

Voters benefit from having access to a fast and intuitive platform together with full technical support before, during, and after the election takes place. In turn, the election administration can customize the voting experience to fit the needs of the organization or brand. All parties involved in an election can rely on the safety and effectiveness of the robust system architecture of Option.vote’s online voting system to have the best voting experience. 

Organize your election

 

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How can we evaluate if an election is free and fair?

A democracy is more than just the right to vote once every four years. In a democracy, the government exists first and foremost for the people and by the people. The practice of free and fair elections gives us the power to decide our futures and change our countries for the better.

 

What are free and fair elections?

A free and fair electoral process guarantees that all eligible voters are able to exercise their right to vote without fearing for their safety or integrity. Free and fair elections are secure, easy to audit, and totally inclusive. 

The American political theorist Robert Dahl describes a free and fair democratic process as a system in which “coercion is comparably uncommon”. Dahl stated that the most basic democratic principle is “the continuing responsiveness of the government to the preferences of its citizens, considered as political equals” (source). In a truly fair democratic process, the voice of every voter is taken into account and no one has to be afraid of speaking their mind.

 

What makes elections free and fair?

Elections are free and fair when all participants can vote for the candidates or political parties of their choice without any fear of fraud or personal repercussions. Election administrators must keep vigilant before, during, and after the electoral process to guarantee free, fair, and secure elections. 

When the democratic process is respected, rules are put in place to organize voter registration, political campaigning, the ease of voting, and the autonomy of electoral commissions. A solid and streamlined voting system gives the electorate access to information, allowing people to freely make their choices prior to a future election.

There are certain strategies an organization or electoral body can take to ensure the best democratic standards are achieved. A digital system can be put in place to keep elections organized and efficient. An online voting system can optimize and hasten the electoral process while also safeguarding the identity and physical integrity of all eligible voters.

What is an online voting system?

 

1. An open voter registration process

A citizen’s right to vote is the backbone of a healthy democracy. The first step towards guaranteeing free and fair elections is to give all eligible voters the opportunity and the right tools to register to vote.  The protection and encouragement of voter registration are fundamental for the even-handed practice of democracy. 

After all, taking away voter registration rights is one of the main tactics used by autocrats to take power away from the people. For example, when the Nazis rose to power in 1930s Germany, one of the first actions they took was to censor all individuals and political parties who stood in opposition to their ideology (source). 

Naturally, a democracy must put specific restrictions on who is able to vote. It is required for voters to reach the age majority in their country before they can participate in presidential elections. Likewise, people with a criminal history are barred from voting under several countries’ election laws. Besides those particular cases, any citizen who meets the eligibility requirements to vote must be able to register.

 

2. Reliable information is freely available to voters

 

Prof. Joseph Stiglitz, the author of The Price of Inequality, states that “a well-informed citizenry is important for a well-functioning democracy, and that in turn requires an active and diverse media” (source). Even if 100% of the electorate is allowed to freely cast their ballot, an election can’t be considered fair if voters make their choices based on disinformation and hearsay. 

Many oppressive regimes around the world claim they are democratic because they practice some form of election process. However, by mandating unbalanced media coverage and limiting the opposition’s chances to campaign, they handicap political parties. Even in this day and age, restricting the population’s right to be informed and similar human rights violations are a commonplace occurrence in countries such as Hungary and Chechnya. 

 

3. Citizens are allowed to run for office

Every citizen of a country who is eligible to vote must also be permitted to run for office. Just as a government can’t prevent the general population from participating in a federal election, it can’t disallow any eligible individual from becoming the next president.

While this principle takes center stage in the political activities of the EU, it is seldom seen in states like Russia, where it is completely absent. When a potential candidate is prevented from running for office, a whole sector of the electorate is negatively impacted, as they are deprived of having another valid option to vote for. 

 

4. An all-inclusive voting process

Simply put, every citizen who is eligible to vote and has registered to vote must be able to freely practice that right. Any government or organization that administers an election must make strides to make voting a reasonable possibility for the citizenry. 

Even if there is no intention to harm the integrity of the elections, these can still see themselves compromised due to unforeseen issues. For instance, access to polling stations can be severely limited to people with a disability or a health condition that impairs their movement in some way. Likewise, people who live too far from polling stations rely on having the means to get there to vote. 

Both of these problems can be easily circumvented with the use of a digital voting platform. Online voting brings those who face challenges when voting closer to the ballot boxes. Users of state-of-the-art online voting solutions can vote over the distance from their phone, tablet, or computer if they wish.

Top features of an online voting system

 

5. Everyone can vote without fearing for their safety

If an election is not safe, then it is not free. When voters are threatened with violence, legal repercussions, or a similar form of punishment, their rights are directly attacked. Any government or organization that doesn’t crack down on intimidation tactics is an accomplice via inaction. Ideally, election day should be celebrated peacefully and wholeheartedly by all parties.

It is important to note that violence during elections is not always observed explicitly. A government with ill intentions may be prone to staffing polling stations with intentionally intimidating poll workers or placing armed bystanders in an effort to intimidate the population. To account for these potential issues, election law dictates that every voter has the right to ballot secrecy. 

The implementation of secret ballots guarantees that no one will face prosecution or discrimination because of their political opinion. Of the several methods used to achieve ballot secrecy, the most effective is data encryption. When people vote on a digital voting platform, secure system architecture and encryption solutions keep all voter data away from malicious third parties. 

 

6. A transparent and easily-auditable political process

Transparency is fundamental to certifying the integrity of election results. Failure to practice a fully transparent electoral process, even if unintentional, can be seen by a losing party as a sign of fraud. On this ground, it might be possible to nullify the entire election, which would mean that a substantial amount of time and money has been wasted. 

During the voting process, election observations by neutral third parties must always be respected. If elections are not observed, the will of the voters can be compromised by someone adding illegal ballots or performing other unlawful practices. Not only should the presence of election monitors be expected during the electoral process, but it should also be motivated and even demanded by the electorate.

 

7. The accurate counting of ballots

Ballots contain very valuable and sensitive information, and must therefore always be handled with utmost care. To have free and fair elections, all ballots must be accurately counted and their results reported accordingly. If ballots are altered, thrown out, or destroyed, the whole electoral process is jeopardized. 

Online voting solutions drastically facilitate the counting of votes regardless of the size of an election. Because every digital vote exists as data, the artificial intelligence that powers digital voting platforms can automatically take ballot box information and count votes precisely. Thanks to avant-garde reporting tools, election organizers can have access to the full results of an election at the exact moment the polls close. 

What to look for in an online voting system

 

8. The election results are respected by all parties

In a free and fair democracy, the loser of an election accepts the results. Even if this concept might seem logical, the current political landscape has seen disagreements of all types of harshness and validity. For instance, the US Capitol Attack of January 6, 2021, which ended with over a hundred wounded and the passing of a participant, began due to the fearmongering tactics employed by the losing candidate (source).

The task of safeguarding democracy lies in the hands of all of those who believe in it. Unfortunately, we live in an era where the democratic processes of many countries are at risk. Due to this, it is indispensable to protect and exercise our right to vote whenever the opportunity presents itself to us. 

 

What actions can we take to protect the integrity of elections?

 

The most immediate action one can take to protect the integrity of elections is to register to vote and go to the polls. Additionally, encouraging the people in one’s district or locality to participate in elections helps strengthen the practice of democracy. 

Digital voting platforms guarantee widespread access to voting. Online voting is fast, safe, convenient, and available from any mobile device capable of connecting to the Internet. Elections held online respect the anonymity of every voter while still providing election officials with all the information they and auditors need to guarantee the integrity of the democratic process.

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How to make sure your union election is fair

Organizing fair and proper elections is a responsibility of all unions, from long-standing institutions with hundreds of members across several countries to newly formed associations. If an election is perceived to be unjust, that may lead to time-consuming and expensive investigations, ending up with the process being overturned.

 

What does it mean for an election to be considered fair? 

An election is considered fair when every voting participant has the same voting power and every vote counts the same. In contrast, elections are considered unfair when a process or an individual, either knowingly or not, harms the equality that should characterize every democratic process.

 

What are unfair practices that take place during elections?

The main practices that may negatively impact the electoral process are voter fraud, voter suppression, unbalanced use of campaign resources, and improper access to information. Unfair union officer elections compromise the right to vote of workers and hinder the development of democracy.

 

6 tips to make sure your union election is fair

1. Keep a reliable voter database

A very common problem faced by local union officials is the failure to implement a complete and up-to-date database of voters. More often than not, these problems are caused due to human error. Election officials may unintentionally compromise the data at the time of updating it, or information like names and addresses may contain spelling errors that harm the integrity of the database.

If errors found within a database are not discovered early in the electoral process, they can cause a range of issues. These include facing delays at the polls and the disenfranchisement of a portion of the voting population. Thankfully, the adoption of an online voting system can help unions keep voter databases clean and updated.

What is an online voting system?

2. Prevent void ballots due to errors

Incorrect information written on the ballot by election officials can lead to the ballot losing its validity. The entire ballot should be reviewed to make sure the name of every candidate is well written. The elections may be considered unfair if a candidate’s name has a perceived protagonist over the others. This could happen if a candidate’s name is written using a larger font size or in bold letters.

An election could be hindered by a ballot with unclear instructions, harming the voting rights of certain individuals. The ballot’s design and the language used to explain the voting procedure should be carefully thought out to reduce confusion. In addition, mail ballot elections must contain an easily legible ballot return date. Online voting solutions, in contrast, are able to automatically deliver a voter’s ballot through the Internet. 

3. Practice a fully-auditable election process

The election process must always be transparent and observable. This rings true for the election of a union’s board of governors as well as during presidential elections. Candidates, their representatives, and qualified third parties have the right to review every phase of the electoral process, including ballot packet preparation and vote tabulation. If this principle is not respected, an election runs the risk of being easily overturned. 

To avoid problems related to a lack of transparency, relevant election dates and times should always be communicated to voters. Furthermore, changes in schedule and other similar information should be properly communicated. Digital solutions offer a simple way of achieving this goal thanks to state-of-the-art alerts and reminder software.

4. Protect ballot secrecy

The election of a board of governors is won by the majority vote. Whoever does or doesn’t belong to that majority should be of nobody’s concern. A single violation of the secrecy of the ballot is enough to nullify an entire election. Ballot secrecy concerns every person involved in the elections, including any neutral administrative party. 

Special measures must be taken to guarantee the secrecy of the ballot during onsite and mail ballot elections. The former requires the use of a privacy booth and discrete voting methods, while the latter may need a supply of paper ballots with a double envelope system. Both these issues can be circumvented with online voting systems, where encryption algorithms can be used to keep voter data secure. 

Top features every online voting system should have

5. Provide consistent union election rules

An election committee or administration that gives out inconsistent rulings or decisions threatens the integrity of the electoral process. Access to the ballot rules should be available to all voters long before any upcoming election and no participant should receive preferential treatment. The rules should be consistent before, during, and after the voting period.

Likewise, information about candidate eligibility requirements and the nomination period should be readily available to union members. Every voter should be able to access data regarding candidate qualifications, and candidate statements should be displayed on a platform open to all participants.

6. Maintain valid ballot data verifiable

Proper safekeeping of all balloting materials is essential to guarantee the fairness of the election process. Access to valid ballot data from all voting methods is also indispensable if a recount is to be performed. Moreover, the law of the country or region where a union election is taking place may stipulate that specialists must be able to investigate its development and outcome.

The initial ballot type being used may not be suitable for efficient tracking or recordkeeping. Election organizers may make the mistake of assuming compliance if only a portion of the records is kept, but sometimes access to every piece of related material, including unused ballots, may be a requirement. It is recommended that physician election materials are preserved immediately after voting ends and that everything is kept appropriately sealed. 

A huge benefit online voting has over physical methods of voting (going to the polls, mail ballot elections, etc.) is the automatic keeping of records performed by artificial intelligence (AI). The AI in a state-of-the-art voting platform can monitor and document every interaction, while also keeping track of certain variables such as member verification and voter turnover. 

What are the benefits of online voting?

 

Online voting software 

If you’re interested in improving the way your union handles elections, then adopting a digital voting solution will help you achieve that goal. Option.vote is a professional platform designed to handle any kind of election, giving union members or any other voter access to a simple and convenient method of voting. Online voting can be performed from any device that can connect to the Internet, including smartphones and tablets.

Option.vote offers its partners many important features, including the following: 

  • Safety: Security measures are put in place to guarantee the safety of an election. Ballot data is kept safe via the use of encryption and a secure system infrastructure keeps ill-intentioned third parties away, thereby circumventing election fraud.
  • Anonymous verification: Thanks to the latest developments in encryption algorithms, the identity of every voter can be confirmed while also keeping their personal information away from any prying eyes. 
  • Customization: From changing voting methodologies to redesigning the visual layout of the user interface, the platform is flexible enough to be customized to fit the needs of any organization. 
  • Alerts and reminders: Administrative tools allow election officials to create personalized alerts to remind voters about an upcoming election, as well as to share other crucial information with them.
  • Technical support for voters: If something goes wrong, it is nice to know there is someone on the other end of the line ready to lend a hand. Option.vote’s experts provide support before, during, and after the election process. 

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5 tips to improve efficiency for your union

No two workplaces are the same, and the needs of workers change. For this reason, unions play a crucial role in the creation of a healthy work environment. Unions allow the voice of the labor force to be heard, leading to the development of safe and fair workplaces.

For example, the Financial Services Union protects the workers of financial institutions in the Republic of Ireland, Northern Ireland, and Great Britain. The union supports thousands of people by helping them build their future in the financial industry (source).

Unions have an incredibly positive impact on the functioning of the economy and society. Thanks to unions, the market is kept fair and people’s rights are respected. According to the Economic Policy Institute (source), unions help lower inequality, support families, fight discrimination and boost public sector participation, in addition to raising wages. Even non-union workers benefit from trade union practices.

 

The societal benefits of unions include : 

  • Union wages are higher, increasing consumer demand and the purchasing power of the population.
  • Income inequality and the social inefficiencies associated with it are reduced by labor unions.
  • Union members are less likely to require government assistance.
  • The income tax contributions of union members are higher.
  • The productivity of several fields including construction, manufacturing, and education can be enhanced by unions.
  • Employee turnover rates can be improved if workers belong to a union.
  • Unions stand against all forms of discrimination.
  • Unions fight for better public education and against child labor.
  • Unionizing allows workers to fight against monopsonies, allowing worker wages to reflect their productivity.
  • Unions can bargain collectively for more efficient contracts, better health insurance, and other benefits. 

 

How to increase efficiency for your union

 

1. Invest in a digital voting platform

A digital voting platform is an online system designed to use the Internet for elections. Online voting software offers a comfortable and enjoyable voting experience for both voters and election organizers. 

Thanks to online voting, organizations can efficiently elect new leaders, admit new members, gather valuable data, and improve the functionality of the voting process. Online voting systems can be adapted to work with organizations of all types and sizes. This allows for quick and easy private and public sector union elections.

Properly implemented online voting has the potential to reduce the resources and man-hours required to handle elections, efficiently raising the cost effectiveness of the voting process. Hidden election costs like the printing of paper ballots and fuel for transportation can be avoided by allowing workers to vote from the comfort of their homes. 

 

Essential features of every online voting platform include:

  • Support for multiple methods of voting: An ideal online voting system is able to adapt to the needs of the organization that implements it. Therefore, when choosing an online voting platform, union organizers should expect to have multiple methods of voting to choose from. Voting should be accessible from any device capable of connecting to the Internet, including smartphones and tablets.
  • Automation capabilities: To be worth its implementation, an online voting solution must be able to perform several tasks automatically and at the same time. Thanks to data management and analysis tools, the best online voting systems can instantaneously transmit information about ballots, while also providing union organizers with the tools to monitor critical information about the voting process.
  • Intuitive systems and interfaces: To operate at maximum efficiency, an online voting platform must be easy to understand for all its users. Having a clean and simple interface is a major requirement. In addition, users should not see their voting capabilities reduced by faulty connections or other technical difficulties.
  • Top-notch security measures: Elections are a delicate process, and there are many potential security risks to consider. Voter data and other critical information are always at risk of being accessed by malicious third parties. The security of election platforms relies on the system architecture that comprises them. This makes online voting systems with built-in security measures superior.
  • Member verification and privacy protection: To guarantee the safety of users, an online voting system must keep their personal data anonymous. However, union members must identify themselves in order to vote. To satisfy both these necessities, a voting solution must have the proper encryption tools integrated into its systems. 
  • State-of-the-art customization tools: Because every organization has its own needs, a voting platform’s interface and functionality should be adaptable. Union operators should have the ability to customize the look and feel of the voting interface as well as all content both within the questionnaire and in email invitations. 
  • Real-time reporting solutions: By implementing the right data reporting tools, an online voting system can supply valuable insights. Real-time online ballot information analysis can produce accurate and constantly updating reports of the development of the elections.

What to look for in an online voting system

 

2. Communicate with potential union members using social media

More often than not, labor unions and representatives are prohibited from organizing on corporate property. This dramatically weakens labor movement efforts to convert non-union workers into new members. Some organizers adhere to tactics such as “salting”, which require a considerable amount of time and commitment, is morally questionable, and has a dubious chance of success. 

Social media is a powerful tool for a wide variety of purposes and one of them is facilitating the organization of the labor force. There are no regulations impeding union representatives from using social media sites to contact employees, create groups, and kickstart a discussion about the rights of workers. Many unsatisfied employees might feel empowered to share their experiences on social media, helping labor unions get in touch with them.

 

3. Use blogs to publicize information relevant to your union

It is important for union members to understand the significance of unions and be aware of current union-related trends and events. Online blogging tools and platforms give union organizers a safe haven to express their sentiments, talk about corporate misconduct, and teach people about their rights. Blogs allow union members to share their arguments and solutions with thousands of online users. 

The following are examples of relevant themes for a union blog:

  • Overcoming the fear of unionization
  • Learning to spot and deal with worker exploitation
  • The importance of unions across history
  • The effects of union decline on wage inequality
  • The difference between private sector and government unions
  • Sharing anecdotes about workplace incidents and similar occurrences
  • The benefits of unionizing over paying fair share fees

 

4. Get union members actively involved

An efficient method to attract new union members is to show them the level of dedication and involvement shared by existing members. When workers have a glimpse of the hard work being done at the union, they better understand how their union membership fees are spent. 

Actively involved workers have a positive impact on the efficiency of a union. Not only will they be motivated to improve the union and get more people in, but they will also rally their friends and family to help the cause. 

Communication with employees should happen as soon as they join the workforce. If possible, unions should strive for the chance to meet new employees during their orientation. This practice can be beneficial because it allows new workers to learn about their rights and the advantages of joining a union before a mean-spirited employer is able to sour their expectations. 

Unions should prioritize the cultivation of leadership. A union that works with hired leaders is keeping the workers who pay for their membership away from direct union involvement. Likewise, members with poor leadership qualities are less prepared to fight against disenfranchisement and recruit new members.

 

5. Keep union members up to date with electronic reminders 

Once workers become part of a union, they should engage in as many union activities as possible. Union members have certain responsibilities like staying on schedule with voting, union membership fees, contacting other members, and promoting the union to other workers.

Contacting and helping union members remember their duties can be easily achieved using technological solutions. In fact, avant-garde online voting systems come with built-in specialized tools to schedule automatic notifications for voters. Using these features, union organizers can rapidly share vital information with many users at the same time and let them know when the next time to cast their ballot is coming up. 

Automated alerts and reminders can be sent via several methods including e-mail, SMS alerts, phone calls, and more. This solution makes bad voter turnout a simpler issue to circumvent, as information about elections will be direct and easily available.

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Top features your online voting system should have

Online voting has the potential to improve every aspect of an election. As more people begin to embrace using technology to improve the processes around them, paper voting may become a thing of the past. To the untrained eye, however, it may be difficult to recognize what features are vital for an efficient online voting system.

What are the most important features online voting systems should have?

1. Security

Security measures guarantee the integrity and fairness of the voting process. Therefore, security should be a key concern of Internet voting systems. Not only does a robust security infrastructure protect the secrecy of ballots, but it also prevents ill-natured third parties from committing election fraud. In a secure voting system, the personal data of every participant is kept safe via encryption.

The following key security features should be included in a secure online voting system:

  • Confidentiality and encryption of data: Encryption is the process of safeguarding information using mathematical techniques, making it inaccessible to anyone who doesn’t have the appropriate credentials. Online voting system data must be hosted on servers secured with the use of encryption and constant monitoring.
  • Secure connections: Just as encryption improves the safety of servers, this process must also be implemented on Internet connections. If security protocols are put in place, the data flowing between nodes will be shielded from potential threats.
  • Integrity of the ballot: Since confidentiality guarantees the authenticity of elections, the ideal online voting system must keep every single vote anonymous. Nonetheless, individual ballots and all user interactions with the voting system must be logged, archived, and meticulously monitored. This is particularly important to ensure a transparent auditing process. The election results should only be generated on demand, after passing a double authentication process. These should only be accessible by authorized persons, or those pre-identified by the organization. Every election participant using the system should be provided with a confidentiality/non-disclosure charter to use the software.
  • Blocking of fraudulent access: Blockages are implemented to prevent Denial-of-Service (DoS) attacks on the server. Since DoS attacks are one of the most effective methods hackers use to compromise an undefended system, the addition of defensive software measures is crucial. Likewise, blocking systems improve the security of connections, allowing every participant to manage their voting rights.

What is an online voting system? 

2. Member verification and anonymity

Proper voting management requires that every voter confirms their identity. During a traditional presidential election, for example, it is customary for voters to provide some form of ID during registration or at their polling station. Online elections are similar in that regard, as member verification is crucial to prevent election fraud and give voters a satisfactory electoral experience.

The most sophisticated identification features used by Internet voting systems use a multi-verification solution. By using data encryption methods in tandem with unique member PINS, user data is kept in a system akin to a virtual bank vault. Individual voters can access electronic ballots with the same ease as logging into social media, while the system architecture keeps their data functional and safe.

3. Device-responsive voting

For most of recorded history, the election process has been handled by making voters travel to a specific place to make their vote count. An online ballot, however, can be cast from any place with an Internet connection. By switching to online voting, the time and resources necessary to vote can be drastically reduced

Online ballot features provided by an online voting system should be device responsive Eligible voters should be given the chance to access the voting system from their method of choice. A complete Internet voting system includes accessibility from any smart device, such as a phone or a tablet, or through a mobile-first responsive web page that can be entered from any personal computer.

4. Alerts and reminders

Administrative features of online voting systems can help enhance the communication between the election organizers and eligible voters. State-of-the-art voting solutions allow organizers to schedule automated notifications for voters, letting them know if an election will take place soon or other information relevant to the electoral process. Notifications make sure voter turnout is not affected by a lack of information about voting.

The automated alerts and reminders can be set up to reach voters in a variety of ways. While voting solutions may allow for automatic emails to be sent, refined systems also allow for SMS alerts and even give voters a phone call. Specialized reminders can be sent before, during, and after the voting process, to keep voters up-to-date with the elections.

What are the benefits of online voting? 

5. A fully-customizable platform

When it comes to software implementation, every organization has its own needs. To satisfy those needs, online voting systems must include customization features, allowing election organizers to change the layout and interface of the vote to suit their particular requirements.

For example, brands implementing an online voting solution should expect to have their logo and colors displayed whenever voters access the platform. Furthermore, organizers should look for customization options that let them enable or disable features, such as support for cumulative voting and other voting methods. If it is required, multiple language support is also provided by the more refined Internet voting systems.

6. Voter support

Technical support is an indispensable asset to ensure the best experience for all users of a software solution. Despite how intuitive a platform can be, the risk that users may run into complications is always present. The best online electoral platforms have a team of voting experts ready to assist any voter who may be disorientated by the process.

Market-leading online voting technical support is available for contact during the full duration of the elections. This means that the support teams of the best online voting platforms will be reachable for support before, during, and after the election process. Communication with customers should be direct, concise, and friendly.

 7. Real-time dashboards and reporting

If an Internet voting system possesses the right data management and reporting tools, then it can supply valuable insights about many aspects of voting. For instance, by analyzing online ballot information in real-time, a voting system should be able to produce an accurate and constantly updated assessment of voting participation rates.

If the appropriate software is being used, data can be displayed on a dynamic dashboard that will update itself as more people vote. Not only can this system be used to create documents summarizing the election results, but some voting systems are flexible enough to give organizers the ability to produce tailor-made reports during or after the elections have taken place.

Once the voting period is over, reports should be instantaneously created with the election result for each question. The ability to filter results by defined criteria, such as demographics, is also a valuable feature to further analyze election results.

8. Turnkey option

WIth a turnkey online voting solution, the provider handles every step of the voting process. This means that there is no need to train or dedicate a resource in the organization to handle voting. Businesses and organizations can rely on Option.vote’s expertise every single step of the way, whether it be for the creation of questionnaires, voter import, reminder set ups, etc.

9. All common question types

When people think of public elections, the most common images that come to mind are choosing between a set of parties, normally narrowed down to two during a presidential election. Nonetheless, the voting process can be held in a wide variety of ways, depending on the issues at hand and the nature of the organization performing the elections.

Customization features built into online voting systems should take several question types into account, including radio button, checkbox, ranking, and open-ended questions. A complete voting platform allows organizers to use a combination of question types, allowing for the creation of surveys, consultations, and other types of voting structures.

10. Experienced provider

Working with an experienced provider means working alongside an expert team with a commitment to building innovative, secure, and intuitive solutions. As a pioneer in the field of electronic voting, Option.vote has been working with all kinds of organizations, including political parties, unions, federations, companies, and more.

Option.vote’s online voting system provides the flexibility to work on elections, referendums, surveys, consultations, TV shows, and many other types of votes. Additionally, the software is supported on any digital platform, allowing voters to access the system from the web or their smart device of choice.

Innovative voting solutions

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What to look for in an online voting system

Online voting system

Online voting promises to revolutionize the way elections are held. The implementation of remote online voting software opens the gate for many people, even those who were previously disenfranchised, to have their voices heard. By using an online voting solution, both election organizers and voters can have a more enjoyable experience when it is time for electors to cast their ballots. 

What is an online voting system?

An online voting system is a digital platform designed to handle the election process through the Internet. Thanks to the latest online voting developments, elections held online can be practiced in a fast, safe, and straightforward fashion.

What’s the purpose of an online voting system?

The purpose of an online voting system is to organize the election management process, enhancing the voting experience for all parties involved. Using an online voting tool streamlines choosing leaders and making strategic decisions within an organization.

The competencies of online voting platforms allow any organization to perform the following operations: 

 

  • Efficiently elect leadership: Online voting systems can be adapted to work on both a large and small scale. This potential for scalability makes online voting tools viable for governmental elections as well as for enhancing the voting capabilities of boards of directors, unions, homeowner associations, and any other type of organization that requires administration.
  • Admitting new members: The modernized and organized nature of remote online voting solutions simplifies the admission of new participants to a group. The system can be set up to offer a standardized and fair evaluation process, in addition to helping new candidates settle their expectations.
  • Data gathering: Online voting systems can collect anonymous feedback from voters. Individual electronic ballots remain private, allowing employees to express their true feelings about their working conditions without any fear of repercussions. People in managerial positions, in turn, receive more accurate information about the condition of operations and the election process.
  • Improve the functionality of voting: Online voting adoption simplifies election administration up to a point where it is possible to resolve many issues through voting. The efficiency of online elections can lead organizations to vote on how to implement operational changes, adjust budgets, and devise other variations in the way an establishment is run. 

What to look for in an online voting system

Cost-effectiveness

For it to be worth its deployment, an online voting solution must reduce the resources and man-hours needed to hold elections. This is true for both the election organizers and every person who participates with their vote. Hidden costs related to electoral activities include the use of paper for ballots, fuel for transportation, and the hiring of personnel to handle vote tabulation.

A good remote online voting solution possesses labor and cost-saving advantages over traditional methods of voting, such as not needing to print electronic ballots and voters not having to commute to a polling station. Furthermore, modern online voting platforms can accelerate many operations with the use of artificial intelligence. 

Automation

An online voting platform is a digital solution so it should be able to perform many tasks related to voting automatically. With the use of data management and analysis tools, the transmission of ballots should not only be instantaneous, but people in charge of the elections should also be able to actively monitor voter turnout and other critical information. 

In the same vein, voting elections online should allow for automatic election results, as the counting of ballots can be performed immediately by the online voting platform. If an online voting solution has the right reporting tools integrated, then the election administration will be able to access an intuitive dashboard containing valuable data and statistics about electoral operations.

Ease of use

Just like with any type of software, the processes and interface of online voting systems should be easy to understand. Supplying voters with a clean and simple system where they can effortlessly connect to vote should be a major priority of every online voting platform. 

To provide the most familiar environment for voters, the latest advancements in online voting systems allow voters to access the platform and cast their ballots from the comfort of their smartphones. Organizations can even remind participants that a new voting session is coming by setting up customizable notifications. Voters can receive information about upcoming elections via SMS, email, phone calls, and other methods.  

Security

There are many security aspects to consider during an election, especially when they are performed remotely. The security of online networks is highly reliant on system architecture so online voting systems must be designed to be resilient against threats of sabotage and system failure.

An online voting platform must include built-in security measures to guarantee the stability and high performance of the voting network. Voter data may include very sensitive information including participants’ identities, emails, and physical addresses, so it is in an organization’s best interest to keep all data safe from hackers and other malicious third parties. Some of the most important security features include: data encryption, unique member PINS, multi-level verification and automatic blocking of fraudulent access.

Auditability

To be valid, election results must be transparent and reliable. Having an easily auditable platform guarantees that all parties can be satisfied with the veracity of the results. While the privacy of every participant must be protected, the data gathered by online voting systems must be available for auditors to monitor and validate.

Option.vote has been working for years with experts on auditing at Deloitte, EY, and RCGT to provide election organizers with the most transparent voting environment without compromising the anonymity and security of all participants. Coupled with secure system architecture, good auditing practices certify that elections are fair and safe. 

Customization features

Not only should the back-end and system architecture of an online voting platform adapt to an organization’s needs, but the layout and interface of the system should be customizable as well. With the right flexibility, the same online voting platform used for local elections can be used to choose the winning contestants at a game show.

Online voting software features an organization should be able to customize include being able to choose from a variety of voting methods. In case it is needed, the ability to change languages should also be sought after. Furthermore, the platform should be able to visually adapt to a company’s branding, including its logo and color palette.

Data implementation

An organization can give many uses to the data gathered during the election process. Data analysis and reporting tools, which may come integrated into online voting systems, allow for the instantaneous communication of election results and other information. However, the potential benefits of data don’t end there. 

By analyzing patterns in the way elections are practiced, election organizers can learn how effective their strategies really are. If any process can generate quantifiable data, then it can be used to gauge and improve the efficiency of operations. Data from test votes, for example, can be used to devise more efficient ways of designing and displaying official ballots.

Technical support

Even when all the precautions in the world have been taken, things can still go wrong. For instance, an online voting platform could be perfectly set up but a mistake caused by human errors could cause a system malfunction. For this kind of situation, it is better to acquire an online voting solution that provides technical support for organizers. 

In the best-case scenario, the providers of an online voting system will supply technical support before, during, and after the elections take place. Option.vote offers its users full support, ensuring the elections are accessible to every participant and that the system runs smoothly throughout the duration of the elections. 

 

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What is an online voting system?

What is an online voting system

Online voting systems are rapidly becoming the innovative strategy of choice when handling elections. While the concept of voting and elections online is novel enough to create confusion and distrust among many, new developments in online network security and reliability promise to change the way we handle elections in the future. 

 

What is an online voting system?

An online voting system is an online platform made by combining the best election practices with software designed to improve efficiency. Online voting systems allow voters to hold fast and secure elections from the comfort of their smart device of choice.

 

When are online voting systems useful?

Online voting systems are the best voting solution whenever a ballot needs to be cast. Not only is remote online voting very appealing and convenient to voters, but it also helps election officials hold fast and efficient elections while working at a much more relaxed pace.

 

What’s the purpose of an online voting system?

Online voting systems are digital platforms built to hold fast and secure elections. Modern online voting developments are designed using state-of-the-art technological advancements meant to improve the effectiveness of the voting process, including voter participation rates.

 

Who uses online voting systems for voting and election results?

Online voting can be extremely practical and easy to implement thanks to the versatility of novel online voting platforms. Option.vote offers election organizers a variety of tools to customize the voting experience for unions, associations, government elections, or even reality TV shows. 

While most people are familiar with municipal and national state elections, there are many other instances where voting is necessary. Several organized groups of people use online voting systems to make decisions and organize their administrative affairs. 

Corporations

Businesses of all sizes can benefit from feedback provided by boards, shareholders, and employees. By supplying a system where people can vote online, enterprises can have a direct form of communication between shareholders. An online voting software can also be repurposed to provide employees with feedback surveys.

Unions

Online voting systems can help build more powerful unions. The Canadian Union of Public Employees (CUPE) has used the help of option.vote’s team of experts and managerial services to run smooth elections, without the need to hire consultants or other representatives.

 

Partnerships

Partner-based firms, such as accounting and law firms, are comprised of senior members who are responsible for the management and profitability of their partnership. Online voting systems give these partnerships a fast environment to plan their strategies and make decisive business choices.

 

Schooling and Academia

Educational institutions engage in elections on a regular basis. Voting is widely practiced across colleges, universities, and even in the K-12 school system. Not only are the administrative bodies of student and alumni groups decided via elections, but voting is also how faculty members are chosen. 

 

Churches

Churches and other religious congregations are also organizations that require management. The administrative affairs of a church are decided by a council or board that holds elections, and members of a congregation are often invited to partake in choosing those who will represent them. Online voting trials can help churchgoers who can’t be present on election day to have a voice in the organization of their church.

 

Clubs

Even if at a smaller scale than other organizations, clubs still need to administer budgets and choose their leadership. Remote online voting allows members of interest-based groups to make decisions without needing to physically meet. 

 

How do you use an online voting system?

An online voting system can be easily implemented by adjusting the software to the current needs of election officials. If any difficulties were to happen during the implementation of online voting, option.vote offers its users full support for the duration of the election process.

Learn more about online voting

 

Are online voting systems secure?

  • The security of an online voting system is reliant on the platform’s infrastructure. An online voting platform that lacks a back end with proper network security measures and data protection solutions is open to manipulation by third parties.
  • Data transferred through online voting is of a very sensitive nature. Information from voters can include their full names, addresses, emails, and many other personal details that may be of interest to hackers. Proper encryption and storage solutions are required in order to ensure this information doesn’t fall into the wrong hands.
  • The security measures built into option.vote eliminate the risk of fraudulent behavior by implementing member verification solutions that protect the anonymity of all voters. Online elections are held on secure networks and all voter data is encrypted and kept in a high-performance data center to guarantee its safety.

 

What happens when an online voting process goes wrong?

Faulty elections create a feeling of distrust among the general population. People may lose confidence in the system, the organization they belong to, or in the appointed leadership. Online voting systems must be designed to circumvent potential voter fraud, security breaches, and other such issues.

 

What technical details should you evaluate when purchasing an online voting system?

Usability and security features

The principal requirements of an online voting platform are safety and reliability. Voter anonymity is incredibly important for the development of fair elections, but registration of every participant is also necessary to eliminate chances of fraud. The best online voting system is designed with both voting features in mind.

 

An easily auditable platform

The concept of election verifiability is very important for elections to be considered fair by all parties involved. Your online voting system of choice should be able to give you the ability to fully audit the election process. Leading online voting solutions team up with top-tier auditors to ensure their platforms are kept to the best standards of authenticity.

 

Ease of use

Even if all tools require a learning period from their users before they are properly understood, an online voting platform should be built to make the learning process as intuitive as possible. The ease of use for all participants should be a priority, as it will translate into a better voting experience and increased voter turnout.

 

Technical support and assistance

One never knows when something can go wrong. Even when all systems are properly set up, human error can lead to voting technologies derailing and stop working as intended. Whenever technical difficulties happen, it is good to know there are people experienced with the software who are ready to provide their full support and expertise.

 

Customization features

More often than not, election officials may require particular specifications to be fulfilled by an online voting solution. This may include a user interface design that aligns with the image of an organization or alterations to the way the system works. The complexity of deploying an online voting system is highly dependent on how much customization needs to be performed to the platform. 

 

Data visualization and insights

Data is a very valuable resource in this day and age. With the help of data analysis, we can understand the underlying patterns behind our activities and devise ways to increase their efficiency. Data implementation in online voting can lead to a better understanding of how to improve the efficiency of all processes. 

 

Online voting systems vs. traditional methods of voting

Cost-effectiveness

One of the main advantages of online voting over going to the polls is the reduced costs of deploying an online voting approach. A study performed in Estonia, a country that has decided to put itself in the vanguard of voting technology, found that the cost per voter of online voting solutions is the most cost-effective when contrasted alongside other popular voting methods (source). 

For a voting method to be cost-effective, it must have a large usage ratio and consume minimal resources. The study found out that early methods of voting, where participants can cast their vote before election day voting has commenced, are the most expensive. This is due to the demand for work from the administration before the elections while being used only by a niche subset of the voting population.

 

Automatization and Convenience

Online voting has the potential to be the most comfortable solution for all parties involved. For the virtual electorate, voting remotely means that there is no need to commute to a polling station. Remote online voting gives a voice to people who have had trouble voting in the past because of a disability or ailment that prevents them from traveling to the polls. 

Election officials do not need to count virtual votes. Just as voters can cast ballots automatically through the internet, online voting systems can show the election results the exact moment voting is over. Furthermore, organizers of an election can also have access to valuable data insights and see a comprehensive analysis of the whole voting process, including the participation rate of voters.

 

Online voting systems vs. other electronic voting systems

Even though the terms “online elections” and “electronic elections” are interchangeable, the latter can also refer to other non-traditional methods of voting. An instance of alternate electronic voting systems is electronic voting machines (EVMs), such as those produced by Election Systems & Software. 

The main difference between online voting and elections held using EVMs is that on election day, a location must be set up for the latter. Physical machines must be moved to and from voting polls and be constantly monitored by staff, while voters must commute to the location of the EVMs. Eligible voters can use an online voting system from the comfort of their homes, using the same tools they use to check their email and social media.

 

How do you choose the right online voting tool?

Option.vote is the platform of choice for fast and secure online voting. The technological advancements implemented into the option.vote platform guarantee the software can fulfill both the functions of election management companies and automatic voting mechanisms. 

A fully customizable front and back end coupled with an automated voting process and security measures at the vanguard of innovation give option.vote the versatility to shine in a myriad of voting environments. Users of option.vote can trust the software to work without the need for consultants or representatives. Our turnkey services take care of every step of the voting process, and our technical support team is ready to provide its services during the full duration of the elections.

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What are the benefits of online voting?

Benefits of online voting

In a democracy, voting is an integral part of citizen life. In a similar way to central aspects of our daily lives, like the way we consume  news or communicate with each other, voting can be made easier and more efficient with the help of digital solutions.

 

What is online voting?

Also known as electronic voting or e-voting, online voting is the practice of handling the electoral process with the aid of online technology. Online voting developments can provide voters with a fast and secure digital voting environment to ensure the entire population can have their voices heard.

Online voting is gaining worldwide popularity, with countries like Estonia and Switzerland holding online voting trials for presidential elections and referendums. Online voting systems are also growing in popularity for municipal elections in countries such as Canada, France, and the United States. Electronic voting machines are becoming commonplace in every continent (source).

 

What are the leading benefits of online voting?

The main benefits of online voting are the cost-effective and efficient counting of ballots, and the accessibility of voting for disabled and disenfranchised populations. Remote online voting can save time, money, and effort for both the voters and the organizers of elections. 

 

Voting made easy

The goal of online voting systems is to provide a prime voting experience in order to incentivize more people to vote. The best way to do this is by supplying voters with a simple electoral process, with instructions that are easy to follow regardless of the chosen voting method. 

Instead of requiring voters to travel to a physical location to cast their ballot, they can be offered to vote from the comfort of their smart devices, anywhere they may be.Organizations can even schedule customized alerts to let their members know whenever it is time to vote. Our online voting platform makes it possible for members of an organization to receive information about electoral activities via an SMS message, email, or a call.

Online voting systems

 

A cost-effective solution

All parties involved in the electoral process are financially benefited by online voting adoption. Voter participation is simplified by removing the costs of fuel or other transportation to reach a physical ballot box. Not to mention the amount of time every elector saves by not having to go out to cast a ballot. Research performed on Estonia’s widespread adoption of e-voting methods shows that online voting is the best solution in economic terms (source). 

The deployment of traditional methods of voting requires the manufacturing and transportation of physical ballot boxes and other equipment in tandem with the hiring and training of personnel who will be in charge of monitoring the election process. Moreover, any physical material that is deployed but not put to use can be considered a waste of state or organizational resources.

In contrast, there is minimal use of resources when implementing online voting systems. The deployment costs of online voting platforms are much cheaper than physical voting, and the need to transport and count physical ballots is also removed. The hidden costs of paper, fuel, and man-hours related to traditional voting are all but nonexistent when using an online solution. 

 

Increase voter participation rate

Online voting systems can improve voter participation rate by providing an easily-accessible alternative to going out to cast a ballot. Voters who reside far away from polling areas are no longer limited by the distance and people who would otherwise  be unable to vote due to time constraints have a fast way to be part of the electoral process. 

Even individuals who have a disability that hinders their ability to vote can be given a clear channel to participate in elections. This has the potential of allowing disenfranchised populations who have had difficulties engaging in politics to be able to have their voices heard for the first time. 

 

Customizable online voting systems

State-of-the-art voting solutions like the option.vote platform include a variety of options to guarantee the voting process fulfills the needs of any organization. Not only can election organizers choose between various voting methods, but they also have a choice of languages, branding options, alerts, reminders, monetization, and much more.

 

Advanced technology creates simple solutions

A common voting method used by the first democracies was based on voters placing small balls or pebbles inside a jar representing the party of their choice, later to be counted by hand. Traditional voting methods of the modern age are not that different, as they replace pebbles with paper slips and jars with ballot boxes. 

However, thanks to recent technological developments, online voting can give a new perspective to elections. Data and insights can be analyzed and displayed by the platform in real-time giving organizers a complete view of the process, including the participation rate. Once the elections are over, organizers can have automatic access to the results at the click of a button, with advanced demographic filters to look at the results from any relevant angle. 

 

Voting on a safe platform

Voting is crucial for the functioning of a democracy, hence the need to be handled with the best security measures. A multi-level verification process native to the option.vote platform can eliminate the chances of fraudulent activity by using unique PINs and encrypted data. The purpose of this approach is to properly verify the identification of voters without infringing on their anonymity.

Network security must be designed to remain stable and high-performing during the duration of elections. For example, fraudulent traffic towards the option.vote platform is dealt with by secure networks composed of multiple algorithms tasked with monitoring and blocking traffic of dubious origin. Additionally, the whole election process is completely transparent and easily auditable from top to bottom. 

 

option.vote voting system for all industries

 

Stronger unions

Option.vote has been working alongside unions for more than a decade. Thanks to option.vote, union members can easily cast their votes from their smart device of choice and whenever they want to. Online.vote is available to union members on their phones, their tablets, and their personal computers.

 

Secure and reliable high-profile elections

High-profile elections require a system that can provide reliability while also being easily auditable. Working together with world-class auditors like EY, Deloitte, and RCGT, option.vote guarantees the transparency of online elections held using the online voting platform.

Every person voting on option.vote can rest easy knowing their privacy is protected. Data generated by the voting process is kept in highly secured data centers, creating an environment that transmits confidence in the institution of voting. Adopters of the platform can expect full turnkey services and support while elections are being held. 

 

Associations and other institutions

Online voting and paper ballot elections have a very different price tag, and the cost-effectiveness of online voting is very appealing to associations who have a smaller budget to allocate to their voting needs. A multi-method voting system can also help gather insights on the demographics of an organization without compromising the personal identity of any member.

 

A versatile online voting platform for everyone

Option.vote is the definite solution for all kinds of voting needs. The election platform’s versatility works in highly diverse environments and contexts. From live TV variety shows to large-scale elections, option.vote’s flexibility makes it the preferred voting platform in Canada. 

Entrepreneurs looking forward to using voting capabilities in tandem with their products and services can even make money when using the platform. Billing capabilities can be added to option.vote’s framework, allowing elections on entertainment-based platforms to be monetized. Furthermore, real-time statistics can help measure participation rates and keep track of votes, all from the access of an intuitive dashboard.

 

The online voting solution

Option.vote is Canada’s leading online voting platform, built with a commitment to provide a safe, organized, and intuitive environment for voters and an equal chance of representation. Powered by major Canadian telecommunications player VoxTel, every aspect of option.vote’s online electoral process is designed with innovation in mind.

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