There are some overall design and content issues to be addressed when designing manuals for voting operation purposes. As some manuals may have cost implications, manual designers need to be aware of how to provide maximum user friendliness at minimum cost.
Electoral management bodies utilize different kinds of manuals depending on the function and target audience. This section looks at the different manuals firstly in terms of the generic content and then in specific detail.
Generic factors that need to be considered are:
Flexibility of format: For example the production of manuals wherever possible in a loose-leaf format to enable incorporation of any changes or additions of training material.
The nature and capabilities of the target audience: Language style and density of content needs to be suitable for the type of staff who will be using the manual. The use of simple, non-legal language, the breaking of complex actions down into simple, discrete steps, and visual rather than textual representations wherever possible enhances understanding.
Production and distribution costs: Questions such as:
Is full color section differentiation really necessary to facilitate ease of reference, or will use of bold typefaces and clear indexes suffice? What durability and weight of covers or binders is really needed for the expected life of the manual? Need to be asked when designing a user friendly manual
Types and extent of information required: When considering this aspect consider whether all staff need a full, detailed explanation of their tasks in a manual format, or are check lists of their duties both easier to understand and less costly to produce for staff with simple functions? Another consideration is whether a single large manual should be produced, or are there sufficiently different staff functions and roles to make production of separate manuals of smaller size for staff undertaking different duties preferable?
Print Quantities - Determination of print quantities for manuals will depend on economy and ensuring that all relevant staff have access to the reference materials required to complete their tasks effectively.
Large quantity runs - the large quantities of manuals required for voting officials means that they are generally better handled by printing contractors rather than in-house by the electoral management body.
Short-run manuals – can be done in-house where such infrastructure is available. This includes manual for electoral management body staff responsible for voting operations administration, production of master copies in-house and bulk production by photocopy specialists may be an option,
No matter how strict the guidelines, there will always be voting staff who lose or forget their manuals. The basic quantities of voting official manuals required will be determined by estimated staffing. It is important to include voting operations administration offices that will also require copies of the manuals used in voting locations.
Past experience, if available and relevant, is the best guide for excess quantities required. It is recommended to print at least an additional 10 percent for use as spares at training sessions and at voting locations. Additional copies could also be printed to meet any requests for copies from political parties, candidates, and the general public where this is offered. Voting operations manuals should preferably be available on request by the public as part of the promotion of transparency in voting operations administration.
Types of Manuals
Electoral management bodies normally produce:
- Administration manuals - for the overall administration of voting operations
- Voting Station Officials manuals - for voting and counting officials
- Trainers manuals for trainers involved in voting staff training
Electoral management bodies may also produce:
- • Party candidate handbooks - it is also highly useful for the electoral management body to produce a handbook for the use of political participants in the election, outlining the legal and procedural frameworks and party and candidate rights and responsibilities within these.
- • Security force manuals - security forces involved in election activities also need a guide for their role in the democratic process which can be included in their operational instructions for election-related tasks.
- Observers Manuals – observer groups require a manual as this assists in ensuring quality and consistency in observation activities. The development of observer manuals is sometimes undertaken by the sponsoring organization. However the electoral management body is best placed to provide information relevant to the conduct of the election and the legal framework within which an election takes place.
