When designing manuals for voting operations purposes, there are some overall design and content issues to be addressed. Some will have cost implications, and manual designers need to be aware of how to provide maximum user friendliness at minimum cost. Some issues that need to be considered include:
Flexibility of format. An example would be 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 will usually enhance understanding.
Production and distribution costs. Is full colour 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?
Types and extent of information required. Do all staff need a full, detailed explanation of their tasks in a manual format, or for staff with simple functions are check lists of their duties both easier to understand and less costly to produce? Should a single large manual 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 all relevant staff have access to the reference materials required to complete their tasks effectively. The large quantities of manuals required for polling officials means that they are generally better handled by printing contractors rather than in-house by the electoral management body. For short-run manuals, such as those 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, where such infrastructure is available.
No matter how strict the guidelines, there will always be polling staff who lose or forget their manuals. The basic quantities of polling officials manuals required will be determined by estimated staffing, not forgetting that voting operations administration offices will also require copies of the manuals used in voting locations. Past experience, if available and relevant, will be the best guide for excess quantities required, but at least an additional 10 percent should be printed, for use as spares at training sessions and at voting locations. Additional copies should also be printed to meet any requests for copies from political parties, candidates, and the general public. Voting operations manuals would preferably be available on request by the public, as part of the promotion of transparency in voting operations administration.
Types of Manuals
The electoral management authority would normally produce manuals for:
It is also highly useful for the electoral management body to produce a handbook for the use of political participants in the election (see Party/Candidate Handbooks), outlining the legal and procedural frameworks and party and candidate rights and responsibilities within these.
Independent observers require a guide for their activities. Development of a detailed manual by observer groups for each observation project will assist in ensuring quality and consistency in observation activities (see Observer Manuals).
Security forces involved in election activities also need a guide for their role in the democratic process (see Security Force Manuals), which can be included in their operational instructions for election-related tasks.
