1. Ensure that an employee representative can be elected
- If the workplace is not covered by a collective agreement, employee representative can be chosen
2. Ensure who can be elected
- Only an employee of the workplace can be elected as an employee representative.
- The person must not be in an employer position or represent the employer in personnel-related matters.
3. Appoint organizers
- One or a few employees (e.g. 2–3 people) take responsibility for the practical arrangements.
- They take care of the invitation and organizing the meeting.
4. Organize an electronic vote
- An invitation is sent to all employees entitled to participate well in advance (recommendation: at least 14 days before the meeting).
- The invitation should include:
- that an employee representative will be elected
- how the electronic voting will be conducted (link to instructions, e.g. YTN guidelines) Luottamusvaltuutettu – Ylemmät Toimihenkilöt YTN
5. Nominate candidates
- In the electronic election, candidates can announce themselves to the election organizers.
6. Conduct the election using electronic voting
- If there are candidates:
- one candidate → elected directly
- more than one candidate → voting is organized
- A deputy employee representative is usually also elected.
7. Ensure participation
- All eligible employees must have the opportunity to participate and vote.
- The election must be organized so that no one is excluded (e.g. by giving notice in time).
8. Record the election
- It is recommended to prepare official minutes including:
- participants
- candidates
- election result
9. Notify the employer
- The elected employee representative must be formally notified to the employer.
10. Agree on practical arrangements
- The role of the employee representative should be agreed with the employer (e.g. use of working time, access to information).
- It is recommended to make a written agreement regarding the role and to agree on compensation for carrying out the duties. (A model can be found in the IT Service Sector collective agreement.)
- The term of office should also be defined; the recommendation is two or three years.