Lessons Learned: Clerks Share Their Tips for Successful Meeting Management
Effective meeting management is crucial for government efficiency and transparency. This blog highlights key tips shared by clerks from Fort Erie, Guelph, and Blind River, who have successfully adopted digital solutions like eScribe. These tips can help clerks everywhere improve their meeting management processes:
· Embrace Change Management
· Streamline Workflows and Improve Efficiency
· Enhance Accessibility and Collaboration
· Leverage Technology for Better Public Engagement
· Utilize Customer Support
Here's a deeper look into their experiences:
Embrace Change Management
Transitioning to a digital platform requires overcoming resistance from long-standing staff. As clerks from Fort Erie and Blind River highlight, clear communication and consistent training are essential. Ashlea Carter, Deputy Clerk of Fort Erie, emphasized the importance of fostering a positive attitude towards new tools and maintaining ongoing training to ensure smooth adoption. "We faced some resistance initially, but continuous training and clear communication helped us overcome it," said Carter.
Streamline Workflow and Improve Efficiency
Clerks in Guelph noted that eScribe streamlined their workflow, particularly in agenda and minutes preparation. This has led to substantial time savings, allowing staff to focus on other priorities. "eScribe has saved us countless hours in preparing for meetings, enabling us to concentrate on other important tasks," mentioned Dylan McMahon, Deputy Clerk of Guelph. Pam Walsh from Blind River reported saving at least eight hours per meeting by reducing manual tasks such as printing and distributing paper agendas.
Enhance Accessibility and Collaboration
Digital solutions improve not only internal efficiencies but also public accessibility. For example, Blind River's clerks have found that digital agendas and meeting records are more accessible to the public, meeting AOD requirements and allowing for easier access via phones and laptops. "Our community can now easily access meeting materials from their devices, improving transparency and participation," shared Pam Walsh, Clerk of Blind River. The City of Guelph's clerks also highlighted the benefit of real-time collaboration on meeting documents, ensuring all stakeholders are aligned and informed.
Leverage Technology for Better Public Engagement
The use of eScribe has enhanced public engagement by making it easier for citizens to access meeting information and participate remotely. This transparency fosters greater trust and involvement in municipal governance. "The public's ability to access live streams and archived meetings has significantly boosted engagement," noted Ashlea Carter.
Utilize Customer Support
While digital solutions offer many benefits, having a responsive support team is crucial for a smooth transition. Clerks in Fort Erie and Blind River praised eScribe's customer support for helping address concerns promptly and effectively. "The responsive and honest communication from eScribe’s support team has been critical in our successful adoption of the software," said Pam Walsh.
By sharing these lessons and leveraging tools like eScribe, municipal clerks can enhance the effectiveness, efficiency, and transparency of their meeting management processes, ultimately leading to better governance and public trust.
For more detailed insights, visit the full blog posts:
· Town of Fort Erie, Ontario
· City of Guelph, Ontario
· Town of Blind River, Ontario
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