Agenda and Meeting Management Software: Automated, Yet Flexible
When you're searching for an agenda and meeting management software vendor for your community, it's important to consider these five essential features.
Automating laborious and tedious manual tasks has many benefits, including enhanced efficiency, improved reliability, and increased cost reduction. However, flexibility is critical to achieving these improvements for medium-to-large-sized local governments. Your agenda and meeting management software will only optimize your performance with the ability to adapt to your specific needs.
Here are some key features to remember when considering an agenda and meeting management vendors.
The ability to have complete control of your system allows for autonomous functionality. This flexibility lessens the need to contact support for simple changes in your site settings. Having straightforward, highly configurable software that everyone can use to accommodate your agenda processes minimizes the learning curve and maximizes organization. Look for a system with preset configurations that allow changes on the fly.
For example, the Meetings Details screen in our CivicPlus® Agenda and Meeting Management solution will enable you to build your meeting agenda with editable item fields. Then, from the Agenda Build screen, you can edit and order agenda sections and items, plus assign and unassign items to the packet from one place.
Item-First Agenda Creation
Item-first agenda creation lets staff add items directly onto the agenda. With our Agenda and Meeting Management software, you can easily and quickly create and submit agenda items for each meeting with no character limits on content. For collaboration and easy accessibility, you can upload background documents and attachments in your preferred format. This makes submitting them for review to your stakeholders more seamless.
Drag-and-drop file uploading lets you effortlessly place files within our interface from your device, OneDrive, Google Drive, or other cloud-based storage options. You’ll also want software incorporating drag-and-drop renaming and reordering. This seamless capability allows you to customize and prioritize agenda sections for each meeting.
Enhanced Collaboration Controls
Collaboration is critical to the success of your municipality. Strong teamwork increases productivity and enhances problem-solving, helping to provide a trustworthy and reliable local government for your residents. Agenda and meeting management solutions are crucial in collaboration, delivering synergy through workflow settings via item categories with highly configurable roles and permissions settings. You can also add backup approvers, assign tasks, and track docket items to ensure proper preparation and execution, adding submission deadlines and locking items when necessary.
Incorporating the latest information into each meeting is imperative to making informed decisions, which is why your agenda and meeting management system should accommodate last-minute changes, like section style modifications, attachment additions, and the ability to redistribute the revised agenda.
When upgrading your agenda and meeting management software, flexibility is essential. Digital software with fixed features can leave your agenda and meeting planning with latent inefficiencies, creating a need for another process update. However, choosing a comprehensive solution with the versatility of the above features provides a sustainable update to support your community for a long time.