When a new system is being considered to replace another, an evaluation is needed to assess the impact of the change on all stakeholders. Once the system is adopted, the transition phase needs to be carefully managed to ensure that problems do not occur and that all functions can continue to be effectively carried out.

These are some strategies that can be used by electoral administrators to minimize the negative impact of new systems, new technology and changes on electoral processes:

• Allow plenty of time for implementation and avoid starting implementation too close to election day
• Keep in mind that implementation of a new project often takes longer than expected
• Plan for new systems to be finished well before the earliest possible election date and enforce cut off dates after which no system changes are allowed
• Have alternatives ready to be implemented in case the new system cannot be used for whatever reason
• Manage information about the technology and changes so that stakeholders do not have unrealistic expectations and do not impose impossible deadlines
• Avoid imposing a new, untried or unsuitable technology
• Schedule enough time to thoroughly test new systems
• Provide training for staff and users as needed, aiming at building local capacity and sustainability

A system implementation schedule can be influenced by whether there is fixed term or variable term election systems. With fixed term elections, implementation schedules can be set around a known election date while with variable term elections, new systems should ideally be in place and ready to go before the earliest likely date for the election. However, election calendars are not always set in stone and due to unforeseen activities elections could suddenly be called for in the middle of an on-going voter registration process, and EMBs may have to prepare for the use of both new and old voters cards simultaneously for casting the ballots.