In the past board members needed to travel to in-person meetings to vote. With the advent of new technology like video conferencing, and online voting platforms, board members can now vote online. The process is quicker which results in higher productivity and better decision-making by the organization.
There are several key factors to take into consideration when establishing a remote voting system for your board of directors. First, you must decide on the method of voting. Most organizations have a nomination process prior to the election. Candidates may either sign up to run, or they can earn their way in through signatures or be nominated by other members. A well-organized nomination process could increase enthusiasm in the beginning and attract more qualified candidates, which will ensure that the organization is represented by the best possible representation in its leadership.
One of the major issues with voting via email is that the responses aren’t recorded and tallied in real time and the results might not be tamper-proof. It is difficult to determine which votes are valid if a board member responds to an email ballot in a different format than their colleagues. Voting via email can be a problem because it isn’t completely entirely anonymous. This could be problematic when you are voting on sensitive and sensitive issues.
While some states and bylaws don’t permit voting via email, most nonprofit boards are legally able to take action outside of meetings as long as all the directors can hear each their responses in real-time and they also record unanimity in writing that is signed by each of them.