“Implementing ONEMEETING as our agenda management system is the most recent and best accomplishment I’ve done for Trophy Club”
Empowering government to build better resident and employee experiences and get more value out of their civic engagement technology.
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- Trophy Club, TX
How Trophy Club, TX Improves Efficiencies During Agenda Creation
Overview
Converting to Granicus’ OneMeeting Agenda & Meeting Management Solution improved efficiencies during agenda creation, including allowing department directors to truly own their agenda item submission through custom forms, ensuring complete submissions every time.
Metrics
- Complete Agenda Item Submissions Easily submit completed items via custom online forms
- Responsive Customer Service The support team is very responsive and addresses questions and concerns in a timely manner
Must have Granicus Solutions
Situation
Ongoing Support Issues and Slower Agenda Compiling Due to an Inefficient Agenda Management Solution
Trophy Club, TX is a premier North Texas residential community, acknowledged multiple times as one of the best places to live in the Dallas–Fort Worth metro area. When Leticia Vacek assumed the role of TownGovernance Officer / Town Secretary, she found an agenda management process weighing down staff instead of helping ease the burden of their agenda creation process.
Compiling agendas was at least a 30-minute process and publishing took another half hour. Departments were “submitting” agenda items via email, though staff rarely received the full view on the first go and would spend too much time properly adding the agenda item and searching their inbox to find the correct and corrected email(s) to update the agenda.
As the former San Antonio City Clerk of 16 years, Leticia knew that better, more user-friendly solutions existed in the market. She said, “we are moving forward!” and started the vetting process for a new system.
Solution
Improving Efficiencies in the Agenda Creation Process
Leticia set up demos with three different companies, letting each know Trophy Club was looking for newer infrastructure, elimination of steps and calls, and an overall user-friendly system to improve efficiencies in their agenda creation process. She focused on agenda item submissions, wanting each department to submit complete agenda items, including attachments, as well as accessibility from mobile devices.
Leticia included various users in the vetting process to ensure that those using the system could share their likes and dislikes for her consideration. In the end, the decision came down to pricing and necessary features, and Trophy Club selected OneMeeting meeting agenda and management solution. Gone are the days of chasing directors for incomplete agenda item submissions or having to hunt for the correct versions.
With OneMeeting Agenda Management, department directors submit their agenda items via custom, templated forms. To test the new OneMeeting process, Leticia challenged each director to submit agenda items and provide feedback. The persons he thought would be the last to try and would have the most difficulty submitting their agenda item firsthand affirmed a smooth and uncomplicated process. With that feedback, Leticia knew that everyone else would be ok as well.
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Results
A More Efficient Way to Create Agendas and Manage Boards and Commissions
Complete Agenda Item Submissions
Each department’s director is now truly responsible for their own agenda items and can easily submit completed items via custom online forms.
Responsive Customer Service
No more customer support headaches: The support team is very responsive and addresses questions and concerns in a timely manner, making OneMeeting feel like a true solution partner.