5 Common Election Mistakes Condo and HOA Boards Can Easily Avoid

Election season can bring out the best—and sometimes the most stressful—moments in a community. Between coordinating notices, collecting consents, verifying owner lists, and reaching quorum, even the most organized boards can stumble.

The good news? Most issues are completely preventable with a little planning and the right tools.

Here are five of the most common mistakes we see boards and HOAs make during election season—and how to steer clear of them.

1. Last-Minute Preparation

Many condo and HOA boards start planning their elections just a few weeks before the annual meeting. By then, it’s often too late to meet the notice and communication deadlines outlined in the community’s bylaws or governing documents. When that happens, the board risks missing key steps—like sending official notices, verifying owner eligibility, or finalizing ballots on time.

The fix:

Plan ahead. Create an election timeline that meets (or even beats) the notice periods required by your governing documents. Share draft notices and election details early so owners have time to review and ask questions. Early communication helps avoid errors, ensures compliance, and gives everyone confidence that the election process is transparent and well-organized.

2. Ignoring Quorum Until the Meeting

Many boards cross their fingers and hope enough owners show up to reach quorum. Unfortunately, relying on in-person attendance is one of the fastest ways to derail a meeting.

The fix:

Use advance electronic voting to secure quorum before the meeting starts. With automated reminders and simple online ballots, communities consistently reach participation goals—without the last-minute scramble of collecting ballots or postponing meetings.

3. Overlooking Transparency and Communication

Owners are more likely to trust the results when they understand how the process works. If details about vote counting, anonymity, or eligibility aren’t clearly explained, it can lead to confusion or unnecessary complaints.

The fix:

Communicate early and often. Send clear instructions about how voting works—whether online, by paper, or hybrid. Explain how votes are kept confidential and who oversees the process. Transparency builds confidence and keeps everyone on the same page.

4. Mixing Roles and Responsibilities

Sometimes the same individuals handle nominations, collect ballots, and announce results—creating the perception (or reality) of bias. Even if intentions are good, overlapping roles can raise questions about fairness.

The fix:

Assign clear responsibilities. Boards should focus on governance decisions, while independent inspectors or third-party providers manage ballots, count votes, and certify results. Separating duties protects both the board and the integrity of the election.

5. Treating Elections as a One-Time Task

For many associations, elections feel like a once-a-year chore instead of an ongoing process. Records, owner lists, and digital consents get scattered—and the next year starts from scratch.

The fix:

Think long-term. Keep digital records organized in a central platform where owner data, consents, and past election results are easily accessible. Systems like CondoVoter help automate reminders, maintain compliance, and make each year’s election smoother than the last.

Bonus Tip: Celebrate Participation

After the results are in, take a moment to thank owners for engaging. Share participation stats (“We reached 75% quorum this year!”) or highlight how digital voting made the process easier for everyone. Small gestures go a long way in reinforcing community spirit and encouraging even higher turnout next time.

The Takeaway

Election season doesn’t have to be stressful. With a little structure, transparency, and the right digital tools, boards and managers can turn what used to be a headache into one of the most empowering parts of community life.

Electronic voting makes it easier for owners to participate, reduces errors, and guarantees compliance—all while giving everyone confidence that their voice truly counts.

About CondoVoter

CondoVoter helps condos and HOAs run secure, compliant, and stress-free elections.

From setting up ballots to reaching quorum and certifying results, our team ensures every vote is fair, transparent, and effortless.