Why associations consult their members so often

In an association, decisions are rarely made alone. The committee needs to know which Saturday suits most people for the spring outing, whether members are willing to fund a new project, or what they thought of the last annual dinner.

These consultations happen all year round, and they share one thing: the answer is almost never the end of the story. Once the date is chosen, you have to invite people, count who is coming and sometimes collect a contribution. That is usually where time gets lost.

• Choosing a date for an outing, a dinner or a general meeting.
• Consulting on a project: a new activity, buying equipment, the level of the membership fee.
• Gathering feedback after an event to make the next one better.
• Preparing an AGM: items for the agenda, availability, candidates for the committee.

Generic forms and spreadsheets: free and flexible

General-purpose online forms such as Google Forms, and shared spreadsheets such as Google Sheets, are the first thing many committees reach for. They are free, familiar and let you ask almost any question.

Their limits show up after the poll. Answers land in a table you have to read, sort and often copy somewhere else: into the invitation, the list of attendees, the payment tracker. There is no link between the consultation and the event that follows, so every step starts from scratch.

Dedicated voting tools and association software: for formal votes

Association management software and dedicated online voting tools go further: member records, accounting, secure ballots. For some decisions, they are not a luxury but a requirement.

To be clear: for a formal statutory vote (approving the accounts, electing the board, amending the constitution) that requires verifying voters' identity or specific legal guarantees, check what your constitution says and, if needed, use an official or specialised voting tool. A poll, however well designed, is not meant to replace that framework.

For everything that is about consultation and organisation, though, these tools are often heavier than you need, and take time to learn for both the committee and members.

Filomy: a simple poll, connected to what comes next

With Filomy, you create a poll in 2 minutes. You can ask multiple-choice questions (one or several answers), a 1 to 10 scale (or any range you like) with labels, and open answers. Conditional questions only appear depending on the previous answer: no need to ask about dietary needs if someone is not coming.

You decide who can answer: anonymously, with a name (email optional) or with a required account. You set a closing date, follow responses live, then send the results to participants. The thank-you message can be customised, and several committee members can run the poll as sub-admins.

The poll is shared through a public link or embedded in your association's mini-site, and results can be exported. It is free for up to 50 responses for 3 months, no credit card needed; unlimited responses cost €39.90 as a one-off payment.

From poll to invitation and sign-ups

Once the date is set, you move straight on to an invitation page, ready in 2 minutes, with your own questions. You track attendance in real time, chase non-responders in one click and export the list as CSV for the sign-in sheet.

If the outing or dinner has a cost, registration and collection take over: paid sign-ups, payment by bank transfer, Wero, Lydia, PayPal, cheque or cash, bank reconciliation and CSV or Excel export for the treasurer.

All of this can live on your association's mini-site with the Pro plan at €39.90 per month. Members find the poll, the invitation and the sign-ups in one place, and the committee no longer retypes anything between steps.

Tips for a poll that actually gets answers

Ask few questions, and put the most important one first. A poll with five well-chosen questions gets more answers than a twenty-question survey. Conditional questions help keep the path short for everyone.

Announce a closing date and stick to it. One reminder before it closes is usually enough. Finally, share the results: members who see that their opinion counted will be keener to answer next time.