Paper is not as reliable as you think!

We cannot deny that the digital era is here to conquer and stay. There is a major proliferation of smart gadgets like phones, tablets and cameras that makes everything easier for you with just one click. This is especially true for those who have a ton of documents to file and wants to do it efficiently.

digital paper

Digital over Paper

Documents and filing has always been under the umbrella of paperwork. A lot of people are still counting on this method to date and we will outline general ways on why it is time to switch your gears to digital mode:

  1. No to Losing Documents

Compared to paper filing, losing documents in digital form is so much harder. This is because you can store a single document in multiple platforms, do it via cloud, your email or through an online storage provider. People still have the fear that computers will fail and documents will be lost. Although this can happen, with a good system in place, it is far less likely than paper. How many receipts do you have that are now blank with the ink faded? How many times have you looked for notes you jointed down on paper? Digital is more reliable, albeit for most less comfortable.

  1. File Documents Easily and Save Room Space

All you need is a laptop or a computer to store files. You don’t need to dedicate an archive room for it like how people used to do. Moreover, it is easier to tag documents in categories using a computer compared to printing and pasting labels on folders.

  1. Search for Files Faster

When looking for a digital file, all you need to do is type the file name or put keywords on the search feature of your gadget, no need to go over piles of paper for hours. It will only take you seconds to do this which saves you time to attend to other important matters.

  1. Clean

Having your files online or on a digital platform is so much cleaner aesthetically. There are no dusts or ununiformed tags. It is more presentable especially if you are in a department that is heavy in meeting clients.

  1. On the Go

Take your files with your wherever you are on the globe! Literally! Scan paper files if you need to and bring them with you during a meeting or a trip abroad.


Are you still running your association or not-for-profit on paper? It’s time to make the move to an easier more reliable way. Check out how Process PA makes all the paperwork easier without paper.

Difference Between Managing Paid Workers and Non-Paid Workers (Volunteers)

Volunteers vs. Paid Workers

Not for profit organizations are comprised of a wide variety of people in order to carry out its mission and vision. Naturally, some work to get paid while others do it as volunteer work or for charitable purposes. It is important to understand the difference between those two categories before planning your management program or strategy.

There are three main categories for which volunteers and paid workers differ, these are:

  • Work
  • Hours
  • Reason


Paid Workers are given definite job descriptions for which their salary and position is based. They also undergo more complicated interviews and tests to ensure that the employer gets the best out of its money and hires the most qualified person in terms of skills and education.

Volunteer workers on the other hand have diversified job roles that does not necessarily have to be in sync with his or her experience. Moreover, every person who has the potential and drive to be a volunteer may be hired to an organization.

Regardless of paid or non-paid status, they are bound by the labor code of the area that they work in, with the same benefits and liabilities that may come with that.


Paid workers often have set hours per day or a specific count of days per week. Most of the time, whatever is in excess of that is considered as over time that the employer has to pay as well.

Volunteers may operate on the same time sheets as paid workers, however, they are mostly working around their other obligations, such as their paid work. Therefore more flexibility is usually expected.


Paid workers are employed in order for them to earn a living. Their main goal is to generate money from their employment to pay for their needs. That does not however preclude them from the same reason volunteers work at the organization.

Volunteers work because they believe in the cause that the organization is campaigning for. It may also be in line with their passion or talent. Their compensations comes in the form of fulfillment from carrying out the activities of the organization.

Management Difference

Given the aforementioned differences, we have lined up basic management guidelines for both paid workers and volunteers. It is important to note, however that management style varies depending on the type and culture of the organization and each individual.

Managing Both Similarly

1. Appreciation

Everyone wants to feel that what they are doing has a good impact. Always appreciate your staff either verbally or through written letters. This may sound simple but it can definitely go a long way in terms of motivating and managing people.

2. Sense of Responsibility

It is important to make volunteers feel that they own what they are doing and that they are headed towards the mission of the organization. This is similar to making paid workers feel accountable to the results of their tasks and showing them the impact of their actions for the advancement of their career in the organization.

3. Clear Communication

Always provide clear communication mediums for both volunteers and paid staff. Miscommunications and confusions can easily demotivate people.

Managing Both Differently

1. Tone of Command

It is important to take into account all the time that volunteers are not paid which means that the tone of command should always be evaluated. For volunteers the tone should often play around the idea that this is a teamwork project. People are teammates, there are no solid bosses or subordinates.

2. Working Hours

Again, the issue of not being paid is very important. When asking for volunteers to work overtime it is imperative that you ask them if they are comfortable with the time frame that you have in mind. This is to ensure that the volunteer and you are on the same page.

3. Resources

There are always expenses incurred when doing volunteer work, ensure at all times that costs that are related to working on organizational activities are reimbursed properly. Volunteers are often confused as donors, but they are not. Whereas employees have allowances to pay for these expenses beforehand, volunteers personal expenses need to be taken into consideration and acknowledged.

7 Ways To Keep Your Volunteers Happy

Volunteerism has changed and evolved over the course of time. Some non-profit organizations were able to keep up with these changes while others have not. Now is the perfect time to check on your current volunteer program and assess whether they’re at par with industry practices or not.

Modern Volunteers

Gone are the days when calling your volunteers in a meeting and giving them general instructions is enough. Volunteers nowadays expect so much more. They are more demanding and may want more than just generic programs. What they’re after is a pleasantly unique experience that is both fun and fulfilling.

happy balloons

Ways To Keep Your Volunteers Happy

The best thing that you can do to make your volunteers stay and motivated is to keep them happy and fulfilled. Each organization is different and may require a customized approach but here are the foundations where you can build and revamp your programs to keep your volunteers happy.

1. Be prepared and organized

The biggest turn off that volunteers experience is coming to an organization that is unorganized and haven’t figured out how to go about its activities. Volunteers in this situation will only feel disrespected and undervalued. Before taking your volunteers fully on board, ensure that your programs are polished and that your job descriptions are reviewed and accomplished.

2. Warm welcome

Never allow your volunteers to feel uncomfortable even for a minute. Everyone wants to feel welcome especially when entering a new organization. Treat your organization as a home and your volunteers as guests. Let senior volunteers mingle with them and ask directors to drop by and say hello. This is the best way to show that your organization has a happy and a friendly environment.

3. Rouse their interest

You cannot keep modern volunteers by asking them to do clerical work like answering emails all day, mindless filing or data entry. Although clerical work in non-profit organizations are inevitable, try to balance the work load out for your volunteers by putting in complex activities in their task list. The best way to figure this out is to talk to your volunteers and ask them where they’re good at and what they doing. Then draft a work list for them, gauge their reaction and revise accordingly. Put in place the latest technology that automates as much of this as possible, and provides new tools for volunteers to learn.

4. Tasks that develop their skills

One of the top reasons why people volunteer is to develop their skills. Most often it is their leadership skills that they want to enhance. Provide opportunities for them to play this part and evaluate them objectively after. Try to make a program for each key skill and discuss areas where they need to improve on after. They will feel motivated and happy once they see your efforts in helping them become better and uncovering their other skills and passions.

5. Be transparent

Transparency is vital in non-profit organizations. Your volunteers would want to know how the organization is doing. This can be financial matters or other concerns. Discuss your strategy with them and goals in figures. This will make them see how their contributions directly or indirectly affect the organization and will motivate them to bring more to the table.

6. Appreciate them

Tell your volunteers how much you appreciate their work either verbal or through letters. This is a simple yet powerful way to strengthen their morale and make them feel that they are being recognized by the group.

7. Communicate well and often

Communication means so much more today than ever. It not just talking to your volunteers or listening to them. It is a relationship that needs time and effort to build. The advancement in telecommunications have made communication more accessible so it would not hurt to send them a personal SMS or email thrice a week or, if you can, daily. This will make volunteers feel that someone is actually concerned and is looking after them. You will see that they will reciprocate this by working harder and putting in more time for the group.

Do All Motions Need To Be Moved And Seconded?

The question of “do all motions need to be moved and seconded?” is quite common. The answer is not absolute for all. The reality is that it is customary to move and second motions. But then again it will all depend on the governing rules and regulations of your organization.

If your organization clearly states in its rules and regulations that a seconder is necessary then this must be practiced, otherwise, there is no need to do so.

There can also be situations where it has been customary to have a seconder although it is not required by the organization’s rules and regulations. If this is the case then the common action is to continue with the customary practice. Although, technically speaking, it is the discretion of the chair if the common practice is continued or not.

Colorful hands up - happiness or help concept

Robert’s Rule

Robert’s Rules is a set of instructions that is intended to be a guide for meetings and making decisions as a group. If your organization is following the guidelines in this book, it is important to note that is has stated two exceptions for requiring a seconder for a motion:

  1. Small boards. When a board has less than 12 members, motions do not require a seconder.
  2. When a committee report is given and a motion is moved to implement the report’s recommendations.

Which practice to choose?

Another question raised is to decide whether a seconder rules must be implemented in your organization or not. The smartest move here is to apply the seconder rule. Having a seconder to a motion is a good form of validation in terms of support. It shows that members actually believe in the motion, if there is no seconder, and then it will always be a guessing game as to who actually agrees to a motion that is proposed.

Top 3 Reasons to Join a Management Committee


What is a Management Committee?

Every incorporated association has a select group of people who are tasked to manage the organization and ensure that everything is in its proper order. This functions in much the same way as a Board does on a company. Often larger organizations will opt to use the term Board but still has the same responsibilities.

The main roles of a management committee are:

  • managing the association’s financial affairs and maintaining its financial viability
  • ensuring the association acts in accordance with its objects or purposes
  • meeting all legal requirements.

Members of the management committee are either appointed or elected by the members of the organization. This usually occurs during annual general meetings as defined by the organizations constitution.

The management committee is always answerable to the whole organization. Most management committees provide year end reports to showcase accomplishments of the management committee and how it affects the whole organization.

Why join a Management Committee?

There are three main reasons why one should join a management committee:

1. Commitment to a Cause

An organization always has a cause which it serves, whether it be the local community, sporting group or international aid. Joining the management committee is a good path to help to achieve the cause of your organization and lead the direction. This can provide fulfillment that enables members to directly see the impact of their work through the decisions and activities carried out by the management committee.

2. Training Ground

Being part of the management committee serves an excellent training ground for improving your leadership skills. Starting in smaller community groups, clubs or associations, give you great experience to learn to join boards in charities and larger organizations.

3. Increase Networks

Management committees often meet regularly. It is a great place to get to know a different group of people that have similar passions and vision that you do generic for cialis.

How to Start an Incorporated Association in Queensland

What is an Incorporated Association?

An incorporated association is basically a group of people that is regarded as a person. It is because it has the same responsibilities and benefits like a person does. It is a legal entity that does not change even if its members do.

It can do the following as governed by the law:

  • Own a Land
  • Appear in Court
  • Enter into Contracts

Responsibilities of an Incorporated Association

An incorporated association has duties and responsibilities as well, these include the following:

  • Comply with the Associations Incorporation Act 1981 and the Associations Incorporation Regulation 1999
  • Review its financial affairs every year
  • Lodge copies of its rules, annual returns and financial statements

Starting and Incorporated Association

There are qualifications that must be met before starting to incorporate, these are:

  • Having at least seven (7) members
  • Be a not-for-profit organization
  • Have a physical address in Queensland

After meeting the aforementioned requirements, the next steps should be completed:


  1. Propose a resolution to become an incorporated association
  2. Pass the said resolution with ¾ majority vote


The name chosen for the incorporated association must also meet requirements subject for the approval of the Government of Queensland:

  • Contain only English characters (the characters allowed are the letters A to Z, numbers 0 to 9, apostrophes, brackets and full stops)
  • Have the word ´Incorporated´ or the abbreviation ´Inc.´ at the end of the name chosen

The name chosen should not be similar or identical to the following:

  • Another association’s name
  • A business name
  • A cooperative name
  • The name of a company

To check if the name you have in mind, you may check the Australian Securities and Investments Commission’s registers. You may do this online by going to this link:

There are restrictions to certain names as well. You cannot choose a name that:

  • May be confused with government agencies, financial institutions or educational institutions
  • Infers an affiliation with the Royal family, ex-servicepersons’ organizations or major sporting events (if that affiliation does not exist).

To review the complete list of restrictions, you may check the Associations Incorporation Regulation 1999.

Set of Rules

Incorporated associations must create a set of guiding rules for its operations. It is also referred to as the “association’s constitution”. Once your association is incorporated, these rules immediately take full effect.

The rules must outline the following:

  • How the association operates
  • What rights are available to members
  • How the management committee works
  • How meetings will run.
  • Get more details about adopting rules
  • You may use the model rules or you can write your own rules.

Set a Management Committee

The rules you have created must outline the process of election of your association’s management committee. It should include the following:

  • How to choose committee members
  • How long the committee members’ term of office is
  • Why a committee position may become vacant
  • How to fill casual vacancies on the committee.
  • The rules should set out how to choose the committee members. The management committee will usually include a president, treasurer and secretary.

Application to the Queensland Government

If the aforementioned requirements or steps have been completed, you can already formally apply to the Queensland Government by:


Fees to be paid will amount to $148.00 that needs to be settled at the time of lodgments. This is as of this writing, for updated fees you may check out the official website of Queensland Government.

Processing Time

The regular lead time for this type of application is three (3) to four (4) weeks. Unless there is a need to contact the applications for additional requirements or information.


There are a fair number of steps required to setup an association as shown. Be aware that the ongoing responsibilities and liabilities must also be adhered to.

What makes good meeting minutes?

Taking good meeting minutes contributes greatly in making a meeting effective. It is an important source of information about what transpired during the meeting, especially for those who were not able to attend. Aside from the fact that for many associations, they are legally required to keep minutes of the management committee or board, there are three basic reasons why keeping meeting minutes is important:

  • Memories are unreliable and therefore, written records that includes action items and decisions made are useful references.
  • They drive action. Meeting minutes can be used as reminders for tasks and action items that needs to be accomplished.
  • They serve as metrics. Meeting minutes records goals, strategies and deadlines for such, which makes it a good tool when measuring progress.


What are good meeting minutes?

The following are characteristics of good meeting minutes:

1. Records attendance

Good meeting minutes indicates those who were invited before the meeting and those who actually attended.

2. Decisions, actions and owners

It is important to take note of the decisions and action items that were agreed upon during the meeting including their assignees. It is helpful to use a table for this part of the report.

3. Report and relevant files

If there were reports and other files presented during the meeting ensure that copies of these are included in the minutes.

4. Use a structured format

The structure that you use in writing the minutes of the meeting is as important as the information written in it. It is better to start your report with logistical facts that includes the meeting time, date, venue and attendees. Then use the agenda as the outline of your report. State the action items, files and assignees under each agenda item.

5. Distribute the minutes

Ideally, minutes should be sent within 24 hours after the meeting.

How To Market Your Committees’ Achievements

Promoting the accomplishments of your committee is important in building the image of the group to continue having support of your donors and volunteers. However, this is always an overlooked aspect because most of the time, the resources of the group is allotted to other areas like operations or fundraising. This is also because the term marketing is often not viewed as a purpose of the committee, is confused with advertising, and assumed to take a lot of time, effort and money. Well marketing the achievements of your committee does take a lot of hard work but it can be done in easily and cost effectively as long as you understand the fundamentals of doing so.


Marketing Success

To be able to market anything successfully, consistency and engagement is key. It means that you have to do it regularly and it has to be enticing enough for your target market to take notice and participate. This will only happen through solid and good planning.

Steps to Market Your Achievements

1. Know your objectives

Think and brainstorm about what the committee wants to achieve through marketing in the short and long term. Are there marketing objectives set? If there is none, then talk to the team and create your goals and objectives. Identify as well what behavior changes or action does the committee want to achieve upon implementing the marketing plan.

2. Analysis

Identify the internal and external factors that can affect the implementation of the marketing plan. What resources would you need? Which people in the group should participate? Once you have identified the answers to these questions, then you’ll be able to implement the plan continuously which is important in the success of any marketing plan.

3. Target Market

Create a profile of the people that you want to attract with the marketing plan. It is a common practice to try and target everybody, while this sounds like a good plan it does not speak to anyone in particular and becomes ineffective. It is better to study more about the marketing language that your target market understands and accepts, otherwise, they will just repel or ignore your message.

4. Message

Once you have the objectives, resources and target market, it is now time to create your message. Take the time and consider the following factors:

  • Achievements that you want to promote
  • Format of the promotion (creative graphics, written visuals, memo type)
  • Participants who contributed to the accomplishments
  • What will make it relevant to the reader?
  • What is the tone of the announcement?

5. Channels

Once you have your announcement format, select channels where you want to promote it. Be sure that the channels you employ is reachable and familiar to your target market. It can be done, but not limited, through the following:

  • Social Media
  • Email Blasts
  • Newsletters
  • Group Boards
  • Or all of the above!

The best way to start your marketing plan, especially if it is the first one, is to employ a simple and straightforward method. This is much easier for your target audience to absorb because they can easily repel it if it doesn’t talk to them or if it annoys them. Gathering as much information as you can in terms of your target market is key. Once you are familiar with these, then moving to your next marketing plan will be easier, faster and more effective.

What Millennials want from a Not-for-profit

Every wise not-for-profit leader knows that Millennials are a force to reckon with in the non-profit industry. They have emerged as donors, volunteers, employees and leaders. A research paper published in 2013 reported that 72% of Millennials are eager to join non-profit organizations while 50% are willing to donate to charities on a monthly basis. This data shows the impact that millennials can contribute to non-profit organizations if they are tapped properly.


What Millennials Want

The first step in creating your plan and strategies in tapping millennials to join your organization is to uncover what they are looking for or want from a not-for-profit organization.

1. Go Digital

Almost every millennial has access to the internet through a wide array of platforms that can either be via smartphones, tables, laptops etc. Ensure that your organization has strong visibility online. Optimize your website and keep your content as fresh as possible. Millennials are keener in sharing and campaigning for causes that are timely using materials that are visually appealing and easy to share. So put ample time and effort in updating your social media accounts to successfully keep millennials engaged. Make sure you are using modern technology systems internally, if you want them volunteering within your organization.

2. Show Results

Millennials are results-oriented individuals. They are highly motivated by success stories and emotional visuals. Use materials that show the difference or the impact of their contributions. They will not take interest in your cause if they do not know how their efforts and time can help in achieving the organization’s mission and vision.

3. Experience

Millennials value camaraderie and teamwork. They like building relationships with senior people within the organization and receiving recognition for their efforts. Offer training and references to your millennial volunteers to give them experience to build their careers. This is a key factor in keeping millennials engaged and motivated.

Volunteering rates on decline, but what can you do?

The Value of Volunteering

It is a given fact that donors pump life into non-profit organizations. Their money fuels the activities needed to carry out the mission and vision of the organization. It is also essential in spreading the awareness about the cause important source. Campaigning for anything has been easier now than it has ever been due to the emergence of the World Wide Web. One interesting post in social media platforms like Facebook can help causes spread like wildfire. Ironically though, as fast as campaign awareness are spread there is a haunting truth of the continuous decline of volunteers. The value of volunteers’ time and effort are equal, if not more than, the money that donors give. The contributions of volunteers are truly priceless, however, it is sad to note that they have been difficult to come by for the past years.

The Status of Volunteering Today

The year 2014 marked the beginning of the decline in the number of volunteers as stated in the study results released by the General Social Survey for Australia. It was stated that both men and women are less likely to offer volunteer help in 2014 than they were in 2010. In addition to this, there has also been 3% decline in people volunteering to help other outside their household. These includes helping out neighbors, providing unpaid childcare or simply lending a hand in gardening for old people.

Perhaps the big question now is why? What is or are the reasons behind this decline? Leaders and journalists have pinned several reasons: the level of economic stress, the lack of government funding, and even in increase of single-parent households. None of these reasons, however, can be classified as the main singular culprit for the rate decline.


What can you do?

The next step to undertake is to check what we can do about this worrying information. Is it too late to regain the momentum of volunteering? The answer is no. It is never too late. We can still do something about this and we should. They key is to align existing volunteers’ skills and interests with missions and to talk to potential volunteer profiles resourcefully through the use of free mediums.

If an organization has existing volunteers, then half of the work is done. What needs to be worked on now is keeping the fire of service in the volunteers’ minds and hearts alive. You can do this by regularly talking to the volunteers. This is to make the organization feel the pulse of the team and assigns tasks well. A volunteer will more likely stay if they feel that what they do is valuable to the organization. Next is to keep the volunteers interested. Volunteers are people too, prone to boredom and demotivation. Motivate them by checking their response to given tasks regularly and asking them for suggestions.

If you need to invite volunteers to your group, do so by making a persona of the volunteer that would work well with your team. This is not to limit the profile of people that you will invite, you will still invite people with other personality types, but streamlining the characteristics of the team that you think will work with your group will save you time. Moreover, these personalities will stay longer and become advocates of your cause. You may use free mediums to send out your cause invitations like Facebook, Twitter, Instagram and other social media accounts. Try to be direct to the point when giving out your message because unnecessary words may turn them away. You may also try to send emails to influencers like bloggers and celebrities because there are those among them that are open to doing free work for a cause.

Mahatma Gandhi once said that you have to “be the change that you want to see in the world”. Even in the 20th century, this ideal is still true. Again it is not too late, to give your time, skill and efforts to causes that are greater than all of us. The question now is, how will you contribute?