What are participation reminders and how do they work?

Participation reminders are strategic communications sent to eligible voters who haven't yet cast their ballot in an election. The system automatically tracks who has and hasn't voted in real-time, then sends personalized reminders through multiple channels including email, text messages, automated voice calls, and direct mail. These reminders are typically scheduled at optimal intervals throughout the voting period, with messaging that evolves as the deadline approaches, creating a sense of urgency without being intrusive.

How much can participation reminders increase voter turnout?

Organizations implementing strategic reminder systems typically see participation increases of 15-40% compared to elections without reminders. The exact increase varies based on several factors including your organization's baseline participation rate, member demographics, and which communication channels are utilized. Multi-channel approaches that combine email, text, and voice reminders generally yield the highest participation gains, especially when messages are personalized and timed strategically throughout the voting period.

Which communication channels are most effective for election reminders?

Effectiveness varies by organization and demographic, but our data shows email remains the foundation of reminder strategies with open rates of 20-35% for election communications. Text messaging (SMS) produces the highest immediate response rates, with 90% of texts read within 3 minutes of receipt. Voice reminders are particularly effective with older demographics, while direct mail can reach members with outdated digital contact information. The most successful approach is typically a coordinated multi-channel strategy tailored to your member preferences and contact data quality.

How are reminders timed throughout the election period?

Our reminder systems use data-optimized timing based on behavioral analysis of millions of voters. Typically, we recommend an announcement at launch, followed by reminders at the midpoint, three days before closing, and on the final day. However, we customize timing based on your election duration and voting patterns. The system can also implement dynamic timing that adjusts based on real-time participation rates and can target different segments with varied frequencies. All timing is configurable to align with your organization's communication preferences.

How personalized are the reminder messages?

Reminder messages can be highly personalized based on available data. Standard personalization includes member name, custom links to their ballot, and specific voting deadline information. Advanced personalization can incorporate member segment (e.g., geographic region, membership duration, previous voting behavior), contextual information about what's on the ballot, and even adaptive messaging based on how many previous reminders the member has received. All content is developed collaboratively with your organization to ensure appropriate tone and branding consistency.

Can we control which members receive reminders and how often?

Yes, the reminder system provides comprehensive controls for targeting and frequency. You can segment your audience based on dozens of criteria including geographic location, membership type, previous voting history, and communication preferences. The system automatically suppresses reminders to members who have already voted, and you can set rules for maximum contact frequency across all channels. Members can also manage their own preferences or opt out of specific channels while remaining in others, ensuring compliance with communication regulations.

How do we measure the effectiveness of participation reminders?

Our platform provides comprehensive analytics on reminder performance. You'll receive detailed metrics including delivery rates, open/response rates by channel, conversion rates (reminders that resulted in votes within 48 hours), comparative performance of different message variations, and participation lift attributable to each reminder type. The system also conducts A/B testing to optimize effectiveness, and provides historical comparisons to previous elections. These insights help refine your communication strategy for future elections to continuously improve participation rates.

Stay Informed Voting & Election Reminders

Increase Voter Turnout With Voting Reminders

Voter turnout, or lack thereof, remains a crucial concern in all elections. Low voter turnout can be especially damaging for member organizations, since these institutions require full participation to operate most effectively and in line with member wishes.

For this reason, SBS can incorporate participation reminders into its services, utilizing everything from emails and postcards to special letters intended to maximize turnout in organizational elections.

Data from around the world shows election reminders can increase voter turnout and increase voting response rate with email reminders. In fact, the greater the number of reminders, the more likely it is members will vote. Each round of participation reminders historically increases voter turnout by an average of approximately 5%. Organizations hoping to maximize voter response have a clear solution.

Who we serve: Mutual Insurance Companies

Strategic Methods for the Best Results

While voting reminders clearly influence voter turnout, they need to be designed strategically. Different types of voters will respond to different reminders. SBS offers voting reminders in a range of forms to work for every type of voter, including:

Mail reminders

iCalendar reminders

Automated text message reminders

Email reminders

A voter who is comfortable with their smartphone might value an iCalendar reminder, while a less tech-savvy voter may prefer a letter or postcard sent in the mail. We carefully assess your voter pool to understand what reminder methods will have the most impact.

In addition to choosing the right reminders, timing plays a role. Individuals are more likely to respond to these reminders at certain times. When developing a reminder strategy, SBS considers the best times for the highest response rate from your voters.

Customize Your Election Based on Your Priorities

At SBS, we provide the tools you need for a successful election. Our voting reminders are one of many add-on services you can include in your election to encourage participation and get the most value from the process. Our other add-on services include:

Single sign-on

Auto login links

QR code logins

Videos on your ballot

Advanced reporting

When designing your election, we'll collaborate with you to uncover your priorities and determine which of these services align with your goals.

Online voting combined with paper ballots can increase voter participation

Frequently Asked Questions

Basics

What are voting reminders?

Voting/Participation reminders are targeted alerts sent to members to encourage them to vote. Survey & Ballot Systems (SBS) provides these through multiple channels—including email, text, postal mail, and calendar alerts—to overcome "voter amnesia" and drive higher turnout.

Why are reminders necessary for an election?

Reminders keep the election top-of-mind for busy members. We use them to reach a diverse voter pool, ensuring that every member is aware of the election and has the information needed to participate before the deadline.

What is the goal of using a multi-channel reminder strategy?

The goal is to maximize engagement by reaching members where they are most active. SBS offers a strategic cadence of notifications across various platforms to ensure no member misses the opportunity to have their voice heard.

What are iCalendar alerts for elections?

An iCalendar alert is a digital reminder that a voter can add to their personal calendar. They are used to provide real-time notifications about the voting window, ensuring the deadline remains visible to the member throughout their day.

Key Features

What types of reminder methods are available?

SBS offers several options: personalized emails, automated text messages (SMS), traditional postal mailers, and iCalendar alerts that put the election deadline directly on a member's digital calendar.

How do digital reminders simplify the voting process?

Email and text reminders can include secure auto-login links. These allow voters to bypass the need for usernames or passwords and access their specific ballot with a single click.

Can reminders be personalized for individual members?

Yes. SBS creates personalized communications that can include the member's name and specific voting instructions. This personalization makes the reminders more relevant and significantly increases the likelihood of participation.

Security & Compliance

Is member contact data protected during the reminder process?

Yes. SBS adheres to strict data privacy standards and is SOC 2 compliant. All member data used for reminders is handled securely and kept confidential.

Do automated reminders comply with data privacy regulations?

Yes. SBS ensures that all automated communications, including emails and texts, are delivered through secure, compliant systems that prioritize the protection of member information and election integrity.

Turn to SBS for Your Next Election

SBS makes elections more manageable and accessible with a range of voting solutions, from real-time voting software to combination elections. Our combination elections are a full-service solution where our team runs your election with various voting methods, such as online, onsite and mobile voting. Use our voting reminders as an optional add-on to increase voter turnout and make sure every member of your organization has a voice.

Contact us today to get started.