When you press yes or no, tips on how you can improve your organisation's digital culture will show up.
Software on devices (smartphone, tablet and computer)
Is the software on your devices up to date?
Good! Remember always to update and keep your software up to date.
It is important to always update your device's software for security reasons.
You will find a list of software names below that you can click on for more information. You can also turn on automatic updates by changing the settings.
E-mail address
Do you use personal e-mail addresses in organisational work?
For security reasons, we recommend using a separate e-mail address for personal and organisational work, especially when you process your community's and clients' personal data.
If you are creating a new e-mail account for organisational work, consider which service you are familiar with, such as Google or Microsoft Outlook. At the same time, it is good to think about whether to get productivity software such as Google Workspace and Microsoft Office 365. These tools help organisations run the work smoothly by using a cloud service.
Using your e-mail separately for personal and organisational work is good.
If your organisation hasn’t started using productivity software like Google Workspace and Microsoft Office 365, check out the options below.
Cloud – Collaboration work on documents
Does your organisation have a cloud service for document storage?
"In everyday language, a cloud service refers to an online service that stores the user's files on its servers. Then there is no need for huge storage space on the user's device. Well-known cloud services include Dropbox, Google Drive, Microsoft's OneDrive and Apple's iCloud. All have a certain amount of free storage space, and more storage spaces are available for a monthly fee." – Yle Digitreenit glossary (in Finnish)
We recommend you ensure the folder structure is clear to store and share information among the organisation’s people. Another good thing about the cloud service is that important documents remain available to everyone even after employees or board members change.
We recommend you use a cloud service for document storage. It makes it easier to share documents and collaborate among the organisation. If documents are stored only on physical devices, there is a risk that they will be lost if the device is broken or stolen.
Website
Does your organisation have a website?
Remember to update your content constantly so that your website reaches your target audience better. Updating the website can cost due to, for example, adding new features or third-party service expenses. If the cost is too much for your organisation, it's time to consider revising policies or changing the service. You can learn more about what to think when developing a website from the article below.
Nowadays, it's good to have your organisation's information visible online. The article will help you consider whether you need to build a website and what to consider if you decide to do it.
Social media (e.g. Facebook, Instagram, Twitter, etc)
Does your organisation have social media channels?
It's good that social media has been introduced for your organisational work. Remember that clear communication is important to reach your target audience and stakeholders. Also, make sure that your organisation has a clear policy on using and maintaining social media, especially who has access to which channels and who has the right to publish posts. For example, you can set up people's roles on a Facebook page. Having more than one administrator is recommended so that a couple of staff can modify the settings in exceptional situations. You can learn more about using social media channels in the guides below.
The use of social media is important to make it easier for your target group and stakeholders to find your organisation and activities. If you're unsure where to start and which channels are best for your organisation, you can learn more about using social media channels in the guides below.
Digital tools
Do you know what discounts organisations (NGOs) can get on different digital tools?
Good! When you find tools that seem suitable for your organisation, always ask for an NGO discount, if available, or check TechSoup to see if you can get discounts. Sometimes information is hard to find, so don't forget to ask service providers before buying a subscription.
Frequently used basic digital tools such as Canva and Zoom that offer discounts to NGOs are listed in the article below. Read this article first before purchasing services.
If you have any questions and want to know how you can improve your organisation's digital operational culture, please contact the DigiUp digital support.