Elections can seem intimidating… But they don’t have to be
Running an election for your organisation can feel complex, but when broken into clear phases, the process becomes much easier to manage.
Election Pilot manages the technical and administrative work, so your organisation can focus on keeping members informed and engaged.
As the saying goes, the only way to eat an elephant is one bite at a time. So let’s break the election into five simple phases:
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Phase 01
Election Setup
Like painting, the success of an election all depends on the preparation.
Before the election begins, we gather the information needed to ensure everything runs correctly and provide a clear plan for the election timeline.
What we do
- Set your organisation up in the Election Pilot system
- Confirm key details such as election dates, contacts and voter numbers
- Establish how we will receive your electoral roll
- Provide our comprehensive Election Handbook as a reference guide
What your organisation needs to do
- Appoint Election Pilot as your Returning Officer
- Provide some key information to help us set up your election
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Phase 02
Finalising the Electoral Roll
Ensuring the electoral roll is accurate means election communications reach the right people.
What we do
- Use your membership information to create the electoral roll
- Prepare the roll for use throughout the election process
- Generate a public electoral roll if required
What your organisation needs to do
- Provide your membership list of eligible voters
- Include basic information such as name, email address and (if needed) postal address
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Phase 03
Nominations
This is when the election becomes visible to your members.
What we do
- Send the official Call for Nominations to everyone on the electoral roll
- Provide nomination forms and instructions
- Send reminder emails throughout the nomination period
- Provide an admin portal so your organisation can track progress
- Handle questions about the election process
What your organisation needs to do
- Promote nominations through your newsletters, website or social media
Templates and examples for this communication are included in the Election Handbook.
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Phase 04
Voting
If enough nominations are received, the election moves to the voting stage.
What we do
- Send secure electronic voting links to eligible voters
- Provide paper voting options if requested
- Send reminder emails during the voting period
- Handle any voting questions or technical issues
What your organisation needs to do
- Encourage participation by reminding members that voting is open
Templates for this communication are also included in the Election Handbook.
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Phase 05
Results & Reporting
The final stage of the election process.
What we do
- Count all votes
- Generate the official Declaration of Results
- Send results to candidates and organisation contacts
- Provide post-election reporting if required
What your organisation needs to do
- Share the election results with your members
We’re with you every step of the way
If the election process feels a little daunting, don’t stress. It’s our job to make this as simple as possible for you!
Our Mission Control team will guide you through each stage to ensure your election runs smoothly and transparently.
