Resources > Election Debrief Handbook

Election Debrief Handbook

Election Office Operations

Helping election officials lead their teams through debriefs of the most recent election.

Table of Contents

After every election, there’s a narrow window of time to reflect on what went well and what could be better. The Election Debrief Handbook helps election officials make the most of this moment.

This resource includes structured guides, templates, and suggested questions to help you and your team identify successes, document lessons learned, and build an action plan for future elections. Whether you’re improving ballot management or voter communications, this guide provides a roadmap to stronger, more resilient election operations.

The Elections Group created this tool as part of the US Alliance for Election Excellence.

What you’ll need

Visual tools like whiteboards, flip charts, or Post-it notes
Pens, markers, or laptops for note-taking
A few hours set aside within 2-4 weeks post-election
Staff members who were involved in various aspects of the election, including new hires and temporary staff
A facilitator (internal or external) to guide the session
Optional: Google Forms or Miro for digital collaboration
Debrief templates included in the handbook (pdf)

Getting started

Schedule the Debrief

Hold your debrief within 2-4 weeks of the election. Earlier is better, but waiting until audits, recounts, or certification is complete is okay if needed.

Set Goals and Prioritize Topics

Decide on your top goals. Pick a few high-impact topics if time is short. Use team input to select what to focus on.

Choose a Facilitator

Consider using a neutral third party or someone outside your direct team to guide the conversation and encourage honest feedback.

Gather Materials

Use flip charts, sticky notes, or other collaborative tools like Miro or Google Forms. Assign notetakers and photographers to capture key takeaways.

Using the tool

The Election Debrief Handbook is designed to help your team move from reflection to action. This section walks you through how to lead a successful debrief session using the materials provided in the guide.

Conduct the Debrief

1. Share the agenda in advance

Give your team access to the agenda at least 24 hours before the meeting. This helps staff feel prepared, especially if they want to gather notes, data, or feedback in advance.

Include topic areas you’ll cover (such as poll workers, results reporting, communications).
Indicate how much time you’ll spend on each topic.
Attach any relevant documents or forms (such as SOPs or data dashboards).
Encourage staff to submit topics or questions in advance.

2. Set a positive tone

Begin the session by recognizing your team’s accomplishments. This sets the tone for honest reflection without blame.

Start with a “win round” where each person shares one success.
Acknowledge long hours and teamwork.
Remind everyone that the purpose is to improve, not criticize.
Reinforce that all perspectives are valuable, whether from seasoned staff or new/temp hires.

3. Use visuals and data where helpful

Visuals help anchor discussion and highlight trends that might not be obvious in conversation alone.

Prepare charts, graphics, or timelines in advance (such as call volume, poll worker and voter turnout, equipment issues, etc.)
Use whiteboards, sticky notes, or posters for interactive activities.
Consider building a simple slide deck if your team is remote or prefers more structure.
Use visual mapping (like a wall timeline or process flow) to identify where things went smoothly, or broke down.

4. Encourage participation and focus

Create a space where everyone feels comfortable speaking up. Use facilitation techniques to balance voices and keep things moving.

Use a round-robin format to ensure all voices are heard.
Establish a “parking lot” to capture unrelated topics for future discussion.
Assign a timekeeper to help manage time and transitions.
Have notetakers document insights, quotes, and action ideas in real time.

5. Use structured questions by topic

The guide includes tailored questions for each topic area (such as ballots, poll workers, communications, etc.). These questions:

Are designed to be open-ended and reflective.
Help staff identify patterns across multiple elections.
Can be printed or projected to keep conversation focused.
Include “what went well” and “what needs improved” framing.
- Tip: if time is limited, select one or two questions per topic to dive into.

6. Capture action items and next steps

As themes emerge, begin identifying action steps. Use the template in the guide to:

Write down the issue or observation.
Propose a solution or improvement.
Assign responsibility for follow-up.
Note the deadline or timeline.

Consider grouping actions by type: SOP updates, training improvements, communications, equipment needs, etc.

Customizing for your office

Any tips for customizing this resource for my office?

Tailor the debrief topics based on your jurisdiction size, staffing levels, and urban or rural context. You can also adjust questions to reflect your local policies, equipment, and community demographics.

How do I know if this resource is helping?

Success looks like better documentation, more informed decision-making, and smoother planning for future elections. You might notice fewer errors, stronger teamwork, or more confident new staff.

Which Standards of Excellence does this resource support?

Election Office Operations

Which Values of Excellence does this resource support? Why?

Values for the U.S. Alliance for Election Excellence define our shared vision for the way election departments across the country can aspire to excellence. These values help us navigate the challenges of delivering successful elections and maintaining our healthy democracy.

Alliance values are nonpartisan and designed by local election officials, designers, technologists and other experts to support local election departments.

You may find this tool especially helpful for this Value:

High integrity. Debriefs promote accountability and transparency through structured reflection.
Voter-centricity. Lessons learned can improve services and reduce confusion for voters.
Proactive transparency. Documenting and sharing what worked builds public trust.
Comprehensive preparedness. Debriefs uncover gaps and inform future planning.
Continuous improvement. This resource is about learning and evolving each election cycle.

To learn more about the Values for Election Excellence, and to see the full list, visit the Alliance website.

Sharing Feedback

How was this resource developed?

This resource has been put into practice by at least one jurisdiction. Share your experience with this resource and improve it for your peers by reaching out via support@ElectionExcellence.org.

How do I stay in touch?

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Have a specific idea, piece of feedback, or question? Send an email to support@ElectionExcellence.org