How to Choose Agenda and Meeting Management Software

Choosing a new agenda and meeting management solution doesn’t have to be intimidating. Technology can help save busy clerks valuable time and improve pre-and post-meeting collaboration with staff and the public. However, not all digital agendas and meeting management systems are created equal, and it’s not always easy to know what to look for in a new solution.  

Whether you’re about to adopt your first agenda and meeting management software system, or you’ve outgrown your current software and know you need a replacement, the following tips can help you find a partner and solution suite to meet your unique needs. Continue reading to learn more about what to look for in modern, integrable software that can grow and evolve with you and your legislative management needs. 

Confirm Baseline Functionality in Vendor Candidates 

There are specific software features you should consider essential in any digital agenda and meeting management process. The following list includes those system components you should never do without: 

1. 1. Configuration capabilities 
   2. Task and deadline creation for board members 
   3. An incorporated public portal 
   4. Complete security and access oversight  
   5. Support for multiple file types 
   6. Integrated bookmarks 
   7. Device flexibility and mobile responsiveness 
   8. Built-in file search  
   9. Insightful analytics 
   10. Interactive board member interface 
   11. Automated recordings of roll calls, motions, and votes 
   12. Speaker management 
   13. Live streaming and on-demand video 
   14. Interactive packet review 

Explore Modern Integrations 

Seamless integrations enable you to achieve enterprise-level record management efficiency and transparency. Imagine staff and residents benefitting from one-click access to agendas, votes, minutes, and videos from the history notes recorded in your online code of ordinances. Consider what benefits await if your agenda and meeting management solution could integrate with essential communication channels and resources such as your social media accounts, your central community hub that is your municipal website, and your online code hosting solution.  

Evaluate Support and Team Fit 

Choose a provider with a strong track record of providing the most comprehensive technical support. You’ll want to obtain the assistance you need when you have questions with your software. Look for proven support teams with documented processes to provide emergency and routine technical support. 

Training within your new system will be an essential step in your transition. Choose a partner that will provide you with the help of an implementation team to guide the configuration of your new software and help you migrate the required years of agendas and minutes to your new systems. 

You never want to be left on your own with a new system and no customer service. Ensure you’re partnering with an entity that will assign you a dedicated account representative post-implementation for ongoing strategic support. 

In Conclusion 

To find the perfect fit in agenda and meeting management software, start by ensuring every system in your comparison set includes baseline functionality. Once you’ve confirmed your basic needs will be met, turn your focus to what modern integrations exist within the solution. Finish your assessments by evaluating the support and team members who will become extensions of your department. Follow these steps, and you’ll confidently implement a scalable, feature-rich solution that will save you time, create transparent, accessible documents for staff and residents, and create positive civic experiences at every touchpoint throughout your legislative management process. 

Continue reading our free eBook for a complete guide on finding the right partner that can grow and evolve with you and your legislative management needs.