How Does Agenda Management Reduce Workloads?
Agenda management also plays a major role in reducing clerks’ workloads. Clerks are some of the busiest people in the local government realm, overseeing various administrative processes that are critical to the daily operations of a municipality. Without the work of city clerks, local government meetings would have no structure and ultimately accomplish little. When clerks apply strong agenda management practices, they are able to cut back on their own workloads by eliminating inefficiencies that regularly slow things down. As the agenda is essentially a written plan for a meeting, it is wise for clerks to leverage agenda management as a way to hone the focus of a meeting and ensure that council members stay on track.
A lighter workload for clerks means more time devoted to serving effectively as the liaison between the public and the council. Proper agenda management allows city clerks to structure meeting agendas to drive efficiency, which in turn supports the overall success of the municipality.
What Type of Technology Helps with Agenda Management?
As local government professionals look to improve the quality of their services and better meet the needs of the community, technology is a key ingredient that has become a necessity for agenda management and all other aspects of local government operations. Paper-based processes for agenda management not only waste time and resources, but also make it harder for local governments to comply with open meetings requirements and provide needed information to the public online and in a timely manner. Without an automated system to streamline the agenda management process, from the creation and publishing of agenda packets to the tracking of upcoming items, local governments will struggle to fulfill the public’s expectations and will likely spend more money on hiring additional staff – spend that could be allocated much more effectively for both the short and long term.
Agenda management software has become a must-have for today’s local governments. With the right technology, clerks can customize the agenda format to create either a brief or detailed agenda within minutes, organize agenda items to ensure a strong meeting flow, and allow meeting participants to view the agenda online prior to the meeting to prepare ahead of time. Agenda management can be a tedious and cumbersome process when done manually, not to mention a waste of paper and resources as well as a risk to the safety of local government information and records. Employing technology for agenda management is the best way to conduct successful meetings that incite better decision-making.