If you’re stuck using paper methods for agenda management processes, you probably spend most of your time hurdling one obstacle after another. Meeting a deadline while dealing with printing, numbering, last minute changes and legal responsibilities can make sticking a landing a lot harder than falling flat on your face.
Our agenda management solutions can get rid of all that paper so you can go for the gold! Below are four ways that our agenda management solutions can satisfy both your employees and the constituents that you serve:
1. Receive information instantly
The process of gathering and scheduling agenda items through emails, spreadsheets and paper files is not only an unorganized mess, but it’s also a waste of valuable time. Even after hours of all that work, last-minute changes and ad-hoc items can still hold you up and add unnecessary pressure to your already tight deadline.
Our agenda management solutions make organizing and collecting items simple through the use of electronic forms that allow you to attach supporting documents. That information can then be accessed and reviewed through any device such as desktops, Outlook, smartphones and tablets.
2. Track online submissions with the click of a button
When items are approved, you can create an agenda packet with one simple click. Our agenda management solution will automatically add ordinance and resolution numbers, page numbers, placeholder pages and other aspects of your agenda template, and even creates public and executive session packets.
Need to make a last-minute revision? No worries. Our drag-and-drop feature makes tweaking your agenda easy and worry-free. When using this feature, you are given the option to either move items to a future meeting or drag the mouse to reorder the agenda items.
3. Master your meetings
It’s easy for the hustle and bustle of meetings to become overwhelming and chaotic. Our agenda management solution gives you control of meetings by capturing discussions, motions and votes through recordings. When the meeting is over, you are given follow-up actions to properly store and organize those minutes in one central location.
Once the minutes are completed, OnBase automates the creation of the minutes document which can be published online and distributed electronically to legislative members and to your website for your constituents’ viewing pleasure.
4. Create a safe haven
Items are tracked and routed automatically so you always know where they are in your approval process. This also gives you the ability to identify bottlenecks as they arise. Since all of your items are stored in a secure, central repository, it’s extremely easy to make agenda and minutes accessible to your constituents.
Publishing agenda packets and minutes can be a seamless process when you publish with one click and eliminate moving between systems. For more information on our agenda management solutions, connect with one of our business process experts below!