6 Essential Tips for Organizing a General Meeting with Secure Online Voting

A general meeting is a crucial moment in the life of an association, company, or condominium. To ensure the success of this important meeting, it is essential to follow key steps. Here are the 6 must-have tips for organizing your general meeting with electronic voting, simplifying the process and increasing participation.

1. Define a Clear and Structured Agenda

Before sending out any communication regarding your general meeting, it is essential to prepare a detailed agenda. This agenda must be included in the invitations and will serve as a guide throughout the meeting. This allows participants to prepare in advance, form questions, and actively engage in the discussions.

2. Send Invitations Effectively

Invitations must be sent in advance, ideally between 15 days and one month before the event. It’s crucial to use a fast and reliable communication method, such as email with an acknowledgment of receipt, to ensure all participants receive them. Voteer helps you send invitations and provides proof of receipt, ensuring compliance with legal requirements.

3. Plan for Absentees

It is rare for 100% of invited members to attend a general meeting. To account for absences, consider offering a remote voting option. With Voteer’s electronic voting solution, you can ensure remote participation, significantly increasing the meeting’s engagement rate. More members can vote, regardless of their location.

4. Manage the Meeting Effectively

Once the meeting begins, it’s crucial to manage the session smoothly. Ensure that attendance is recorded and the required quorum is met before proceeding to the vote. Use interactive tools like PowerPoint animations to make discussions more dynamic and engaging. Voteer’s platform also allows you to manage Q&A in real time.

5. Write a Precise Meeting Minutes

At the end of the general meeting, write detailed minutes that outline the decisions made and the voting results. This essential document should be clear and precise to avoid any future disputes. It must be signed by the relevant parties to ensure its validity. Once written, the minutes can be easily shared through Voteer.

6. Distribute the Meeting Minutes and Ensure Accessibility

Once the meeting minutes are signed, they must be made available to all participants. You can publish the document on your website or share it upon request, ensuring transparency. With Voteer, you can also store and archive the minutes digitally for easy access.

The Benefits of Electronic Voting for Your General Meeting

Secured Online Voting simplifies every step of the general meeting, from sending invitations to distributing the meeting minutes. It saves time and ensures the security, integrity, and transparency of the results. With Voteer, you can provide a smooth and accessible voting experience while adhering to legal standards.

‍