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Wednesday
Mar072012

« Top 4 Tips for Simplifying Agenda Management »


During our webinar yesterday, seating over 115 governments from across the country, we provided insights into how to go about simplifying agenda management to create a more efficient and effective organization. And what’s the bottom line with efficiency and efficacy? It saves everyone time and money.

In the spirit of being efficient, let’s get down to it. Here are the top 4 tips from the webinar on simplifying agenda management:

#4 - Fully hosted and secure solutions

When municipalities use a shared services approach to datacenters and IT, they save hundreds of thousands of dollars every year. A government cloud strategy provides that shared services structure without the red tape. Unlimited storage, back-up, minimal IT involvement, and low cost of ownership are key benefits. What does this mean? Your agenda solution should be fully hosted by a vendor that is proven and trusted.

#3 - Reduce paper

Decreasing printing, paper shuffling, and filing can be a cost bigger than you would imagine. Think about the time spent waiting for printouts. Think of the ink. Think of the collating, binding, and distribution time. Then there’s the maintenance guy, and calling the maintenance guy back because he never really fixed the problem the first time. Using paper snowballs costs everywhere. We won’t even get into the green issues here. “Strive to be Paperless,” should be a motto in every municipality, organization, company, and government agency in the country. Start simple: replace agenda packets with iPads!

#2 - Increase online access

At home, I often set fire to my weekend to-do list because it takes too long to find the right tools for the job in my garage. Increasing public and internal access to legislative data, reports, and videos, is creating an on-demand toolset that can only make EVERYONE more efficient and effective. The public, the press, the elected officials and perhaps some very smart dolphins will all benefit from online access. The City of Columbus, OH, originally filled with trepidations, found a massive decrease in research and information request fulfillment by increasing online public access. 

#1 - Automate

Nothing says efficiency like automation. Automation removes redundancy, turning that workload over to machines and software. The bigger the process you automate, the bigger the time and monetary savings you find. In the webinar, we mentioned that the agenda process often costs 50-100 hours per month and $40k-50k per year. Automate that. It’s time to capture, manage, and track agenda creation from start to finish through a digitally managed and automated workflow. That’s a very big process to automate, and luckily, there’s a very easy way to do it.

And for the bonus round, here’s some insider info:

Size doesn’t matter!
From Milwaukee, WI (pop. 900+k) to Sitka, AK (pop. 9k), cities that use Granicus’ Legislative Management suite tend to find a 60+% reduction in agenda prep time.

Related Articles 

Want to learn more about how Granicus’ Legislative Management Suite can help you simplify your agenda management?

Reader Comments (3)

Excellent list. Most governing bodies have no idea how much it costs to prepare, copy, collate and distribute governance materials. While I've not seen a figure as high as $1.5MM, I have seen many organizations where the costs are easily exceed $50,000. These costs can be reduced to as little as $10,000 using automation. Not to mention how stakeholders become better engaged by having 7x24 access to agendas, background materials, video, voting information and resolutions in one searchable place.
Mar 11, 2012 | Unregistered CommenterAri Ioannides
I certainly agree with #3. Reducing paper can really simplify the process and kill the wasted time in creating too much printouts.
Empowering people with access to information ... as your #2 point states, gives not only acess but transparancy that is often needed for citizens to fully understand the "process". Granicus [sic] is a nice step forward in this way of enlightenment.
Apr 8, 2012 | Unregistered CommenterMike

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