ONLINE TOOLS FOR ASSOCIATIONS
Setting the date of the meeting
You can use online tools to agree on the date and time of a meeting. The chairperson can check the calendar to find suitable dates. The chairperson can then ask other participants via the online tool which date is best for everyone. Participants can respond through the tool. This is a very easy way to agree on a meeting.
Online events, training and meetings
Events, meetings and training can often be organised online. This saves time.
Electronic signatures
Minutes of a remote meeting are easy to sign electronically. The secretary can add the electronic minutes to a folder and share it with the association’s board for them to sign electronically Each signatory can open the minutes with Adobe Reader and attach their electronic signature to the document.
Electronic signatures also help in situations where signatures are needed quickly, for example on contracts or grant applications.
Elections in remote meeting
A secret vote must always be used when choosing someone for a position. This means that participants cannot see each other’s vote.
Electronic document archiving
An electronic archive reduces the amount of paper and makes it easier to find information. It’s a good idea to back up important files to the cloud. A good tool is Onenote, where you can search for information with a single keyword. You can also use Dropbox or Google Drive for archiving.
Accounting
The accounting software does not do the accounting work for the association. However, it makes the accounting process faster and lowers the risk of mistakes.
Currently, the only free accounting software in Finland is Kitsas. You can get help with your accounts from Järjestöhautomo.
Online communication tools
Instant messaging
Instant messengers include WhatsApp and Telegram. Instant messaging makes it easier for the association to communicate. They allow members, the board and working groups to discuss in their own groups. In addition, instant messaging can be used to share information, images and videos with a wider audience.
Newsletter
You should use the newsletter if
- the association has a lot to communicate
- the association wants to keep in touch with different partners.
Mailchimp is an online tool that makes it easy to create newsletters. These newsletters work on both your computer and your phone.
Graphic design tools
The association can easily create stunning advertisements by using a variety of graphic design tools.
Image banks
The image banks contain images that can also be used free of charge. If your association has a lot of photos, you can store them in your own account on an image bank.
Online tools for teamwork and project work
Teamwork
Teamwork tools facilitate communications within the association. You can chat, share files, organise meetings and make phone calls.
Project management
Project management software is helpful if your association has a large event or project with many tasks and people involved. The programme helps you keep track of all your tasks and reminds you of things you haven’t done yet. It also shows who is responsible for what.
The board can also use the project management software, which makes their work easier.
Annual calendar
It is important that the association and the project have a timetable, i.e. an annual calendar. It tells you what happens during the year. It helps you keep track of what to do and when to do it.
Description of processes and diagrams
There are many online tools that can help you understand how different activities or processes are linked. These tools can help an association improve its activities, membership list, or customer service, for example.
Online surveys
It is useful for associations to conduct online surveys. Survey tools make the work easier by automatically calculating and summarising the survey results.
Evaluation of STEA-funded activities
If the association has received funding from STEA, the Funding Centre for Social Welfare and Health Organisations, then you should use the Pokka is tool. For example, there are questionnaires in Pokka that associations can adapt to their own needs.
Evaluation of a project on work ability and capacity
The Kykyviisari tool is designed for projects that support people’s ability to work and function. Kykyviisari can be used for project evaluation.
Other tools for team work
If the group is working remotely, it’s good to use different electronic tools for taking notes and surveys. They make work easier because they update in real time, so changes are seen immediately.
If you need help using the online tools, please contact the experts of Järjestöhautomo.
Järjestöhautomo
We support multicultural associations and encourage people to do things together.
We have been providing free training and advice to associations since 2005.
Materials
Kartoitus 2023: Advocacy
In 2023, we looked at how multicultural associations operate and influence society. Click on the image to read the statement.
Year of the Association animation.
Watch a short video that explains what an association must do throughout the year to follow the rules and laws. The video is based on a model for holding a single annual meeting.