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Five Steps to Make Your Agenda Creation More Efficient

December 13, 2013
by Jacque Porte

Do you feel like you are spending too much time organizing and publishing your agenda? Here are a few steps for speeding up your agenda process.

Automate Repetitive Work. Create templates to avoid recreating work that remains the same for every agenda. This will also allow work to be pushed from the clerk, who typically spends time recreating the item according to formatting standards, back to the originating preparer, who will no longer require knowledge of formatting procedure.

Streamline Workflow. Ensure that agenda items are following a structured workflow based on their category, legislative type, or originating department.

Track Documents. Utilize a system that automatically notifies users when they must review or approve a document and make it easy for clerks to quickly check the status of the item.

Number Items. Automatically assign numbers to items for placement on the outline as well as provide resolution identification numbers. This is typically where agencies spend much of their time, and an automated solution can eliminate hours spent formatting and reformatting the agenda.

Publish Agenda with One-Click. Your hard work will be for nothing if you can’t quickly publish and distribute your agenda. Make your website more efficient by creating a process to quickly post agendas, and reach your board members immediately by creating a distribution list so they can receive an e-mail as soon as the agenda is ready.

Need assistance following our five steps to a more efficient agenda process? We’re here to help! Contact us: Email or call us at (631) 619-2015.

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