• By: RedPen
  • April 4, 2022
Reading Time: 5 minutes
5 Tips to Streamline Board Voting

A board vote enables boards to reach consensus on important matters. Learn how boards streamline board voting by leveraging technology.

The decisions made by the board of directors significantly affect the success and future of any particular organization. Decisions are made following a democratic process, and the majority rule of board members determines the votes. 

Because board voting is a core responsibility in any organization, there’s never any room for unethical practices or errors. To streamline the process and increase the board’s voting effect, board members need to understand how board portal features make it easier to follow the proper board voting procedures. 

When preparing for an important board vote, you need additional strategic plans and insights to guide the procedure in order to produce a positive outcome. Read on to learn the essential tips that will help you streamline your organization’s board voting. 

Board Voting Process

The board voting process is how the board of directors makes decisions in a corporation or nonprofit. Organizations depend on their board of directors for important decisions that affect their future and success. It’s therefore crucial for the board of director voting process to be accurate, secure, efficient, and transparent. That’s where streamlined board voting comes to shine. 

The board voting procedure begins when a board member creates a primary motion, basically a proposal for a specific action. Board directors can make motions prior to a board meeting which can be included in the agenda by the board chair. Board directors can also make motions at the board meeting. 

The second step of the board voting process involves discussion. Members request the floor to speak, and if a motion is not seconded, it’s eliminated without further discussion. 

The third step is where the board directors propose amendments. Boards can either vote to amend or second a motion. A board member can amend a more complex motion to ensure clarity to all members.

The last step involves the board chair determining which motions will be withdrawn, voted on, or amended. After a discussion where each board member expresses their opinions fairly, the members vote, and the board chair announces the results. To achieve success through the best decisions, the board of directors must incorporate strategic plans to help streamline the board voting process. 

Tips to Improve Board Voting

The board voting process is crucial to the effectiveness of an organization’s decisions. A board vote enables boards to reach a consensus on important matters. Learn how boards streamline board voting by following these tips: 

1. Leverage Software 

Leveraging board management software or tools is the first crucial step to streamlining board voting. Society is driven by modern technology, and software strives to improve the voting experience. Unlike traditional voting processes like paper ballots, technology has evolved, and so has the voting procedures by the board of directors. For instance, digital or online voting is now more efficient, transparent, accurate, and secure than traditional voting. 

Powerful organizational software optimized with virtual voting tools makes the board voting process streamlined and much more efficient. With most meetings being conducted virtually, digital voting works to maintain momentum as well as allowing the board to make quick decisions, especially in an emergency. 

Board management software also encourages centralized access to board materials, unlike the traditional way where board materials might be stacked in boxes in an office or corner somewhere. Using digital software that features a board portal allows every member to access voting materials easily. Everything in one place makes it easier to follow the board voting procedure, because everyone can easily access the voting policies and other necessary materials. 

2. Document Voting Process 

Board administrators can document the voting process, thanks to technology. When documenting the voting process, it’s important to follow your specific company’s guidelines. Here are some tips to help you document the voting process: 

  • Document whether a motion passes or fails. For example, you can record “the motion is passed,” “passed unanimously,” or the “motion is passed as amended.” It’s important to ensure the documentation is precise and direct to the point. 
  • Conduct a roll call vote. Conducting a roll call for board members, where each vote is written alongside their respective names, is also important. That ensures everyone votes and each member’s opinion is considered. However, this tip might not work in a case where you’re handling a sensitive topic, and you’re using a unanimous type of voting. 
  • Document the number of votes against and in favor of the motion. Documenting the number of votes received, those in favor and those against, can also be helpful in the next board meeting. 
  • Document all the necessary capabilities. Attaching any supporting documents to the voting platform or ballot centralizes the company’s information and helps simplify the subsequent board resolutions. 

3. Distribute Voting Process 

Nowadays, boards might entertain several voting options. Apart from the conventional paper ballots, other types of voting used by most directors include voice roll calls, videoconference, board management software, unanimous written consents, and email voting. 

Even though choosing electronic or online voting processes ensures accuracy and efficiency, distributing the voting process helps streamline the board voting process. For instance, unanimous voting is beneficial in voting that involves sensitive topics as it will allow every board member to be comfortable voicing their views. In some cases, roll call voting will be necessary to ensure everyone participates in voting. 

4. Encourage Active Participation 

Encouraging the active participation of all board members in board discussions is crucial if you want to streamline your organization’s board voting process. Each board member has a position of power in the company, meaning each member brings valuable insights to the company’s discussions. 

It’s important to encourage each board member to exercise their skills or expertise and actively participate in board discussions before placing their votes. Active participation boosts engagement and ensures everyone airs their views. This way, the board of directors voting can maximize organizational impact through making important and impactful decisions. 

Board Voting Made Simple With OnBoard

Employing simple strategic plans like using software, documenting and distributing your voting, helps streamline your board voting process. In addition, encouraging each member of the board to participate actively ensures your board will make impactful decisions. OnBoard enables you to achieve all of the above because we’re designed to help improve your board management, organization, and intelligence. 

Does your company’s board of directors take advantage of board management software? According to OnBoard’s Board Effectiveness Survey, boards that used various board management software proved 81% more effective. On the contrary, those that didn’t use board management software only noted an improvement of 58% effectiveness. 

Board management software will help your company streamline your board voting to ensure the board makes impactful decisions.

What Changed for Boards in 2021?

Everything. See the trends that shaped boards and their meetings in 2021.

Ready to upgrade your board’s effectiveness with OnBoard the board intelligence platform? Schedule a demo or request a free trial