The complete step-by-step guide for Works Council elections

How to approach it

Organizing works council elections can sometimes feel like a project you weren't given a project plan for. There is quite a lot involved: regulations, a timeline, communication, recruiting candidates, counting votes... and all of that while you still have your regular job to do.

Don't worry. We’ve broken it down for you step by step, so you know exactly where to start and what you definitely shouldn't forget.

Step 1: Check your works council regulations

Before you do anything else, grab your works council regulations. They specify how your elections should be conducted. Think of:

• Which electoral system you use (individual or list system)
• Who is eligible to vote and to stand for election
• How long the objection period must be
• How often and when elections take place

Don't have up-to-date regulations, or do they no longer fit your organization? Then this is the perfect time to update them. Note: only the current works council can amend and adopt the regulations, so make sure this is on the agenda in time.

Step 2: Determine the election date (and set it well in advance)

A good rule of thumb: reserve at least 13 weeks for the entire election period. That seems like a lot, but there is more time involved in announcing, recruiting candidates, campaigning, and the actual voting than you might think.

As soon as the date is set, inform:

• The Director
• The trade unions (they are also allowed to nominate candidates)
• All employees

Do this through multiple channels. Intranet, email, an announcement during team meetings: the more often people hear it, the better it sinks in.

Step 3: Identify eligible voters and candidates

Under the Works Councils Act (WOR), anyone employed for more than 3 months is eligible to vote, unless your works council regulations state otherwise. Make sure you have an up-to-date list so that no one is wrongly excluded (or allowed to vote when they shouldn't be).

Step 4: Recruit candidates, and start in time

This is often the most difficult step. If you wait too long to recruit, you risk having too few candidates for too many seats. Therefore, start at least 6 to 8 weeks before the nomination deadline.

What works well?

• Ask people personally. A general call on the intranet rarely works. Approach colleagues actively.
• Make it concrete. Explain what a works council member actually does, how much time it takes, and what facilities are provided.
• Involve the Director. If they express that employee participation is taken seriously (including time and resources), it makes works council membership much more attractive.

Step 5: Organize a campaign period

Let the candidates make themselves visible. Think of short profiles, a video, or a joint meeting where candidates introduce themselves. A little healthy competition between candidates often leads to more engagement, and therefore more votes.

Step 6: Set up the voting process

Choose how employees will vote. More and more organizations are switching to digital voting because it:

• Increases turnout (voting is possible anywhere, anytime)
• Makes the process more reliable and transparent
• Results in less manual counting

With ORvox, you can manage this entire process, from the timeline to counting the votes, in one tool.

Step 7: Observe an objection period

After the election results, you are legally required to provide an objection period. The Works Councils Act (WOR) does not specify how long this should last, so check your own works council regulations. In practice, one week is usually sufficient.

Step 8: Keep the results on file

Save the full election results, including the number of votes per candidate. If a seat becomes vacant during the term, you can ask the next candidate on the 'reserve list' to step in, without needing to organize new elections immediately.

Step 9: Ensure a great start for the new Works Council

The elections are over, but the real work is just beginning. Schedule an introductory training session for the new (and re-elected) members so that everyone is well-prepared.

What next?

Sounds like a lot of work? It doesn't have to be. ORvox helps you from A to Z: from generating a timeline to secure digital voting. This leaves you more time for the things that really matter, like having a good conversation with your new Works Council.

Curious about what this looks like for your organization? Request a free demo and we'll show you in 20 minutes.

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