Strengthening your election process: Avoiding pitfalls and building trust

Managing board and association elections can be a delicate balancing act — demanding objectivity, strategic planning, and a commitment to fairness. As a leader, you’ve likely encountered firsthand the pain points, from low voter turnout to disputes over results.

While every election process is unique, the right approach allows you to navigate common hurdles with confidence. By proactively addressing key risks, whether in member-based associations, co-operatives, or unions, you can ensure a smooth, trusted process rather than a disruptive, contested outcome.

Why election planning is more critical than ever

Elections take many forms depending on an organization’s structure, governance requirements, and bylaws. But regardless of the specific format — whether in-person, electronic, or hybrid — meticulous planning is key to success. Without it, organizations often find themselves reacting to issues rather than leading a seamless vote.

Unpredictability is one of the greatest challenges in election management. Votes can be contested, last-minute motions may arise, and technical issues can derail the process. Organizations that fail to anticipate these variables risk losing control of the election, eroding member trust, and facing costly delays.

Planning should go beyond simply setting a date and method of voting. It must account for potential disruptions, voter accessibility and support, fluctuating participation levels, and safeguards for integrity. A well-structured election ensures every vote is counted, every voice is heard, and every step aligns with governance rules.

The cost of getting it wrong: why objectivity matters

For many organizations, election credibility hinges on how well the process is managed. When members suspect bias — whether due to leadership involvement, conflict of interest, or unclear procedures — it can undermine trust. In extreme cases, this loss of confidence can lead to internal disputes, legal challenges, or even the need for a complete re-vote.

Balancing internal election management with transparency is often a challenge. Even when organizations strive for fairness, without an independent party overseeing the vote, allegations of bias can arise.    

Engaging a neutral third-party election services provider helps mitigate these risks. By ensuring an impartial process, organizations can focus on engaging members without concerns about perceived conflicts of interest.

Common mistakes and how to avoid them 

Even the most well-intentioned organizations can run into challenges when managing elections. The most frequent pitfalls include:

1. Lack of contingency planning: Many organizations assume a straightforward voting process, failing to prepare for disruptions. Whether it’s a motion from the floor, a technical failure, or last-minute bylaw clarification, failing to anticipate contingencies can interfere with the election.

Solution: Map out all possible scenarios and develop a response plan in advance. Review past elections — what worked, and what can be improved? Active planning prevents potentially poor, reactive decision-making.

2. Outdated bylaws and governance gaps: Some organizations operate under bylaws that no longer reflect their membership structure or voting needs. This can lead to inefficiencies, confusion, and even non-compliance issues.

Solution: Regularly review and update bylaws to align with best practices and accommodate technological advancements and accessibility requirements.

3. Overlooking technology’s role: Technology can streamline elections, but it’s not a one-size-fits-all solution. Some organizations rush to implement electronic voting without considering accessibility, security, or backup options. 

Solution: When necessary, take a hybrid approach. Offer manual voting options while leveraging secure, tested electronic solutions for efficiency and accessibility.

4. Failing to communicate clearly: Voters need clear, consistent instructions on how to cast their ballots and what to expect. Poor communication can lead to low participation and disputes.

Solutions: Develop a comprehensive communication plan that informs members at every stage — from election announcements and voter support to post-vote results.

5. Ignoring the importance of an independent election process: When elections are managed internally, even well-run processes can face scrutiny. Without a neutral third party overseeing the vote, stakeholders may question its fairness.

Solution: Engage an independent election services provider to ensure objectivity and compliance. This eliminates the perception of bias and reinforces credibility.

Real-world lessons in election management

Not every election goes according to plan, but the ability to pivot quickly can mean the difference between a smooth process and a crisis.

In one union election, voting had to occur manually across multiple shifts, with staff working around the clock to ensure accuracy. Midway through, an unexpected shift cancellation forced the entire vote to be rescheduled — twice. Quick thinking and strong coordination allowed the team to adjust on the fly, ensuring every vote was counted while maintaining trust in the process.

In another case, an organization attempted an electronic vote, only for technical challenges to cast doubt on results. With limited time to act, leadership swiftly transitioned to a manual voting process, delivering a clear and credible outcome that members could stand behind.

These real-world examples highlight the unpredictability of elections. However, organizations that plan for disruptions and remain flexible can safeguard both the process and voter confidence. Independent oversight can play a key role in this — assuring decisions are handled fairly, disputes are minimized, and results are trusted by all stakeholders. For many organizations, partnering with a neutral third party helps remove perceived bias and ensures that even in the face of unexpected challenges, elections remain objective, transparent, and secure.

How to strengthen your election process today

Election challenges can feel daunting, but they are far from insurmountable. By viewing the process through the eyes of your members and applying a thoughtful, strategic approach, you can turn pitfalls into pillars of trust. Every hurdle — whether it be low turnout, procedural confusion, or technical woes — is an opportunity in disguise. Address these issues openly, plan for them proactively, and demonstrate your organization’s commitment to fairness.

When elections are run professionally and transparently, the benefits become clear. Members trust the process, candidates accept outcomes as fair, and the organization moves forward with leadership that has a strong mandate. Over time, consistently credible elections strengthen the foundation of governance, encouraging active participation and enabling strategic decision-making with confidence.

Working with an experienced election services provider can further enhance this process. An advisor can help identify gaps, implement solutions, and ensure compliance — transforming potential pain points into a seamless, reliable election experience. Whether structuring the process, providing oversight, or managing logistics, external expertise can provide peace of mind and reinforce your organization’s commitment to integrity.