Ag Workers Mutual Auto Insurance

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Ag Workers Introduces Online Voting with Nearly 30% Digital Adoption in Year One

For years, Ag Workers Mutual Auto Insurance relied on a fully paper-based process for proxy voting and proxy designations, with ballots mailed to members and tracked internally through manual hand-counting and multiple spreadsheets. While this approach had been functional, it created administrative strain and made it increasingly difficult to engage members.

Recognizing the need for a more efficient and accessible process, leadership sought a trusted partner who could provide guidance and structure along the way. By partnering with Survey & Ballot Systems (SBS), Ag Workers introduced electronic voting alongside their paper ballots. Most notably, the new online option was quickly embraced, with nearly 30% of all submitted ballots cast electronically in the first year. The introduction of online voting provided members with a more convenient way to participate while giving Ag Workers a strong foundation for future modernization.

“SBS broke everything down into manageable steps—you didn’t just hand it over and tell us to run with it. You guided us every step of the way, provided timelines, answered all of our questions, and really turned what felt overwhelming into something manageable.” – Falene Holt, Business Analyst, Ag Workers

About Ag Workers Mutual Auto Insurance

Ag Workers Mutual Auto Insurance is a Texas-based mutual insurance company founded in 1948 to serve the unique needs of the agriculture community. Ag Workers prioritizes secure, accurate, and accessible proxy designation processes that strengthen member engagement and trust.

The Challenge: Managing a Manual Proxy Voting Process in a Changing Digital Landscape

As Ag Workers grew and member expectations shifted, their traditional proxy voting approach presented several challenges:

Manual, Paper-Based Processes
Proxy designation ballots were distributed and collected entirely through mail, with internal tracking handled manually through spreadsheets, creating room for error and increasing administrative burden.

Limited Voting Accessibility
With only one method of participation (mail-in ballots), members had limited flexibility, making it harder to engage newer, younger demographics who expect digital options.

Member Data Updates
Before working with SBS, Ag Workers collected updated member emails through a fill-in field on the ballot, requiring hours of manual data entry. SBS recommended transitioning to a QR code solution, allowing members to quickly submit updates through a digital form – streamlining and automating the entire process.

Uncertainty Around Digital Adoption
As they considered electronic voting, leadership recognized the need for a knowledgeable partner to guide their team – ensuring the process was implemented correctly, securely, and with confidence.

“Member adoption, security, and accuracy were all really important to us, and we had concerns about how electronic voting would be received. But SBS helped ease those concerns and gave both our team and our members a clear path forward. It was very well structured and easy to follow.” – Falene Holt, Business Analyst, Ag Workers

The Solution: Implementing Online Voting and Guided Proxy Voting Support

Ag Workers partnered with SBS to implement a structured, hybrid proxy voting process. More than just a vendor, SBS served as a hands-on partner – providing expertise, recommendations, and ongoing support at every stage.

Online & Hybrid Voting
SBS introduced electronic voting alongside traditional paper ballots, giving members multiple ways to participate and reducing friction in the voting process.

QR Code Data Collection
At SBS’ recommendation, QR codes were added to each ballot, creating a simple, proactive way for members to update their contact information. By scanning the code, members could quickly submit updated email addresses through a digital form – helping Ag Workers improve data accuracy without relying solely on service interactions.

Structured, Guided Implementation
SBS broke the transition into clear, manageable steps: providing timelines, review checkpoints, and hands-on support throughout the process.

“You guided us every step of the way… it wasn’t ‘here it is, run with it.’ You helped keep the train on the track without us having to build the track ourselves.” – Falene Holt, Business Analyst, Ag Workers

Improved Communication & Tracking
With SBS’ structured process, Ag Workers gained better control over communication timing, outreach, and tracking, resulting in a more streamlined and organized workflow.

Results & Benefits: Strong Online Adoption and Greater Confidence in the Process

In its first year, nearly 30% of all submitted ballots were cast electronically, signaling strong early adoption of the new online option. The addition of online voting provided members with greater flexibility while successfully expanding participation options beyond a paper-only process.

At the same time, SBS’ structured approach and hands-on guidance helped streamline internal workflows, reduce administrative burden, and ensure accuracy throughout the process. Enhancements such as QR code-driven data collection further improved the member experience and data quality.

With SBS serving as a trusted partner, Ag Workers gained greater confidence in the integrity, security, and execution of their proxy process – resulting in a smooth first-year transition and a strong foundation for continued growth and modernization.

“The most valuable part was SBS’s experience and guidance. Since this was new for us, it helped to have a partner who knew the road ahead and could tell us what to expect. Your process gave us confidence.” – Falene Holt, Business Analyst, Ag Workers

From Vendor to Trusted Partner

For Ag Workers, the most valuable aspect of working with SBS was the experience and guidance provided throughout the transition. As a first-time adopter of electronic voting, having a knowledgeable partner ensured not just a successful implementation, but a stronger overall governance process.

By helping refine communication strategies, improve data collection methods, and introduce thoughtful enhancements like QR codes, SBS became a go-to partner for continuous improvement – not just election execution.

Ag Workers Mutual Auto Insurance’s experience demonstrates how even long-standing, paper-based proxy voting processes can successfully evolve. With the right partner, organizations can modernize participation methods, improve operational efficiency, and build lasting confidence in their governance processes.

“The process met our goals for the first year, even with a new vendor and new voting method. It felt like a strong step forward, and we learned things that will help us continue improving next year.” – Falene Holt, Business Analyst, Ag Workers