So much depends on knowing that only members in good standing are joining your virtual or hybrid union meetings, especially when voting is involved.
The security of your meetings could be at stake, along with the legitimacy of your votes and the reputation of your executive.
Over one hundred union locals told us about their challenges running virtual meetings.
The number one challenge: authenticating members.
A Virtual Patchwork Quilt: Adapting to the Pandemic
Most of the unions we spoke with started voting during virtual meetings after the pandemic struck. In the past, most would have held in-person meetings for elections, delegate selections, AGMs, ratifications, strike votes and more.
An Ontario IT director we spoke to described a “patchwork quilt” of platforms and products to keep union business moving, discovered through creative trial and error. Layering a video conference with a separate voting platform was a common solution.
How do you authenticate members?
Top Three Answers
Most unions authenticate members joining their virtual meetings in one of three ways. They vary in security and workload.
- Recognizing names and faces on the Zoom screen
Small locals with low engagement may not authenticate members against a list at all. The few members who join online are recognized on-screen as regulars.
“We get a small turnout,” said one staff member, “so verifying is not really needed. We all know each other.” She admitted their record-keeping wasn’t as formal as it could be. Of the three authentication methods we see the most, this one is the least secure. Executives could be vulnerable if a controversial in-meeting vote gets contested.
- Cross-referencing each person against a list
With an Excel list of members in hand, this method requires hosts to authenticate members manually while everyone waits. They meet with each member arriving in the virtual meeting and cross-reference each name against an Excel sheet of members in good standing.
Although secure, one meeting organizer said, ”It was a nightmare and took three staff.” As participation grows, so does the backlog of unverified attendees. It’s just too much stress and work, especially when the person hosting the meeting is also juggling authentication.
- Requiring registrations
Requiring members to register in advance allows unions to verify members in good standing before sending out links. This secure method saves time and the stress of rushing to authenticate members as the meeting begins.
Even this method has its drawbacks:
- Requiring registrations passes the lift from the staff onto members who may not bother to register.
- It doesn’t account for members who don’t have or won’t share an email address.
- Members who don’t log in from the Zoom account they registered with will not be automatically authenticated.
- Phone participants who dial in are not automatically authenticated.
Find the Right Platform for Easy Authenticating
The next time rules of order are a must, look for a platform that has our top priorities for easy authenticating.
- High Security
Protect your executive from contested votes. Know that everyone in your meeting is either authenticated to vote and participate or is a designated non-voting observer.
- Easy Authenticating
Choose a platform that can automatically authenticate members joining online or by phone.
- Easy to Run
Look for an all-in-one voting and meeting platform. No more juggling.
- Easy for Members
Reduce the friction with no registrations required. Pick a platform that reaches out directly and lets them in with a simple click or dial-in.
Getting Union Business Done Securely
Will virtual meetings ever really go away? Different locals have different views. Some have told us that virtual meetings save time and money, and even get better participation. A few love paper and are eager to return to in-person meetings. Many are asking us about hybrid solutions.
Motion Meetings is here to help you streamline voting for your virtual or hybrid meetings.
Want to know how we do it? Book a demo below.
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