What Is a Quorum?

Many organizations rely on meetings, elections, and voting processes to conduct official business, determine new initiatives, and establish trust among members. The processes for gathering votes and conducting meetings are critical, and choosing the right voting system can support teams and lead to strategic decision-making. 

However, another crucial aspect of the meeting or voting process is determining a valid conclusion. This conclusion is known as a quorum, ensuring each member has an equal opportunity to express their views and that the final decision is fair and representative of the organization. But what is a quorum, and how can you reach it in your voting or election processes? Learn more below.

Quorum Definition

A quorum means establishing when there are enough voting or meeting participants to uphold the outcome of a vote. When teams cannot meet a quorum, a chairperson can adjourn the meeting, or the team can decide to postpone the vote until the organization can gather the necessary number of participants to make a concrete decision. Generally, an organization’s constitution, bylaws, or other documents should detail quorum-related rules. 

For example, teams can reach a quorum by establishing whether precedents (such as a simple majority of more than half), a specific number of participants reaching a vote, or a predetermined percentage of voters meet adequate requirements and standards.

Without a specific set of quorum rules, it’s commonplace to reach a valid conclusion if the majority of all eligible voters within the organization have participated in the discussion. Eligible voters could include team members, shareholders, board directors, elected officials, or anyone contributing to your organization. 

A chairperson is responsible for facilitating meetings and voting processes requiring quorum. This person must ensure a proper voting process that adheres to organizational rules and standards. Teams should record the outcome of a meeting or voting process to share related information about the decision in future meetings. 

For example, keeping minutes can detail how a group met quorum and on what basis, helping prevent confusion and solidify confidence in the voting process for absent voters.  

How to Decide on a Voting Quorum

Newly formed teams or organizations looking to introduce a quorum into meetings and voting processes must evaluate how to establish fair and standardized practices. 

Most often, the right solution will depend on the nature of the specific group or the group’s voting expectations. Teams can decide on their voting quorum in several ways but should consider the following factors: 

• Voting by proxy: Voting by proxy allows shareholders to delegate their vote to a representative. This process essentially works as an absentee ballot, empowering voters to participate even if they cannot attend a physical meeting. Your team must decide if a proxy vote can contribute toward a quorum or if there is another way you plan to address these situations. 
• Actions if a quorum is unmet: Each team must determine appropriate actions when they cannot reach a quorum. You must ensure robust internal communication channels. Adequate notices, reminders, information regarding voting processes or options, and similar data can keep everyone on the same page and encourage a strong turnout. 
• Managing and balancing rules: Your organization should consider how to balance online votes with low in-person attendance. You must determine how to best use these metrics to reach a quorum while ensuring fairness and availability to everyone. 

How to Reach a Quorum

Following organization-specific quorum protocols and adhering to best practices is the best way to ensure an organized and consistent process. Check out these best practices to implement.

Invite All Members

First and foremost, the best way to reach a quorum is to invite all voters to attend meetings and events. Regardless of your team’s specific requirements for reaching a quorum, having more team members present to cast their votes can increase the likelihood of meeting your standards. 

Send Reminders

Ensuring strong communication channels is an excellent way to boost voter engagement and encourage more participants to show up. 

Sending SMS text messaging, using social media, and implementing single sign-on email systems are excellent ways to interact with voters and ensure they can find information regarding upcoming meetings or elections. 

Use an Online Voting System

Quality and reliable online voting tools can transform your voting processes. These modern solutions can encourage more voters to participate and make the entire process easier to navigate. 

There are several ways to leverage online voting, including with a fully managed approach or customizable DIY software. Using a real-time online voting solution can reduce the need for in-person events, increasing the likelihood of more voters participating. 

Hold Meetings in Well-Known Locations

If you decide to host meetings and elections in a physical location, be sure to choose one that each team member is familiar with or can find information about easily. While some teams may rent spaces for board meetings, doing so can sometimes discourage potential participants. Using common spaces and ensuring each team member has access to the destination at the right time is crucial for hosting in-person events. 

Change Bylaws When Necessary

It’s important to note that finding the best way to reach a quorum can take time and multiple rounds of trial and error. Every team is different, and the best ways to encourage participation, reach fair decisions, and promote an inclusive culture will vary by organization. If your team constantly fails to reach quorum, it may be time to change the standard. 

Additionally, if you notice adverse outcomes, such as certain team members gaining too much power very quickly or if your organization is undergoing a period of change, altering your method might be best. 

Teams should adhere to current quorum procedures and requirements before making any changes but work together to create more efficient processes. 

Consider Incentives

It may be beneficial to offer incentives for voters to participate when you start to form and refine your voting process. Team members with little to no prior interest in elections or meetings may find your incentives enticing enough to participate. Options like discounts, gift cards, bonuses, and similar incentives can increase voter turnout and allow your team to see firsthand the impact of voting and reaching a quorum. 

Find Robust Voting and Election Solutions

Survey & Ballot Systems (SBS) is your one-stop shop for reliable voting tools. SBS works with the top organizations, cooperatives, and associations. Since 1990, our team has strived to help teams overcome voting challenges and ensure integrity and accuracy in the voting process. 

Whether you’re looking for a customizable DIY solution or a fully managed voting service, you can trust us to find the right solution and provide the support you need for proper implementation. 

Contact SBS to find the right voting and election solution for your business.