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Efficiently managing public meetings is crucial for ensuring smooth proceedings, accurate records, and compliance with legal requirements. However, the reality is that things don’t always go according to plan: disruptions occur, discussions get off track, and before you know it the meeting can become something other than what it was intended to be. There are ways to avoid this frustration, though. By adopting the following tips as you prepare for and conduct public meetings, you can help ensure that the meeting runs as smoothly and effectively as possible.

1. Prepare Thoroughly with Strategic Agenda Planning

Preparation is the foundation of a successful public meeting. Create a detailed agenda outlining all topics for discussion, including supporting documents and desired outcomes for each item. Try to distribute the agenda to meeting participants in advance so that they have ample time to review and come prepared.

Additionally, prioritize agenda items based on their urgency and importance. Consider using a “parking lot” section for items that arise during the meeting but are not on the agenda, to be addressed at the end if time allows. This approach keeps the meeting focused and ensures that critical issues are covered first.

Lastly, ensure the meeting room is set up well in advance, arranging seating, testing audio-visual equipment, and setting up microphones. For virtual components, verify the technology is functioning correctly to avoid last-minute glitches.

2. Use Clear and Concise Agendas with Flexibility

An effective agenda serves as a roadmap for the meeting, guiding discussions and maintaining focus. Be specific about discussion topics, objectives, and time allocations for each item.

You might also consider building in a few buffer slots in the agenda to accommodate overruns on critical discussions without disrupting the overall schedule.

3. Set Ground Rules and Decision-Making Protocols

Establishing ground rules at the beginning of the meeting helps maintain order and respect, saving time. These rules should cover how participants signal they wish to speak, time limits for comments, and the process for voting on decisions.

Clearly communicate these rules to all attendees before the meeting starts. Posting the rules in the meeting room or including them in the agenda packet is helpful. Reinforce the rules as necessary during the meeting to ensure smooth proceedings.

4. Leverage Technology for Efficiency and Engagement

Technology is no longer a “nice-to-have” asset for your organization; increasingly, it is a necessity. Utilize digital tools for agenda creation and distribution, minute-taking, and post-meeting follow-ups. These tools streamline processes, ensure accuracy, and save valuable time.

There are several meeting management software options on the market that are built specifically for the public sector. By using a digital meeting management solution, you can easily streamline administrative meeting work while also improving outcomes. Whereas paper-based meeting management is cumbersome, costly, time consuming, and prone to a significant amount of errors, having your meeting items centralized in one, digital place ensures that everyone is always viewing the most up-to-date information.

Additionally, meeting management software helps meetings run smoothly with features like automatic roll call, speaker queues, electronic voting, and more.

5. Engage the Public Proactively and Strategically

Encouraging public participation is essential for transparent governance. Use multiple channels to inform the public about upcoming meetings, including social media, email newsletters, and local media. Making meeting materials–including agendas, minutes, and video recordings–accessible online allows citizens to stay informed and engaged, reducing the time spent answering basic questions during meetings.

During the meeting, provide structured opportunities for public comments. Set clear guidelines for how and when the public can contribute, ensuring their input is respectfully acknowledged and considered. Additionally, you might use pre-meeting surveys or public forums to gather initial feedback, which can streamline in-meeting discussions.

6. Stay on Schedule with Real-time Adjustments

Stick to the agenda’s time allocations and gently steer discussions back on track if they deviate. If a topic requires more discussion than anticipated, consider tabling it for a future meeting to avoid overruns.

Designate a timekeeper to monitor the clock and provide gentle reminders when time limits are approaching. This allows the meeting chair to focus on facilitating the discussion without the added responsibility of tracking time. Use visual aids such as timers or clocks visible to all participants to reinforce time awareness.

7. Accurate Minute Taking with Real-time Collaboration

Accurate and comprehensive minutes are essential for documenting decisions and ensuring accountability. Using a standardized template not only ensures consistency and ensures that all key points, decisions, and action items are captured, but it also saves a significant amount of time.

8. Follow Up on Action Items with Accountability Systems

After the meeting, promptly follow up on action items to maintain momentum and ensure timely implementation of decisions. Send reminders to responsible parties and track their progress.

Create a system for tracking action items, including deadlines and responsible individuals. Regularly review the status of these items and provide updates at subsequent meetings. If you use a meeting management software, this is automatically done for you.

9. Evaluate and Improve with Feedback Loops

Regularly evaluating meeting processes and seeking feedback from participants and the public is crucial for continuous improvement and effective time management. Distribute post-meeting surveys to gather feedback on what worked well, what didn’t, and suggestions for improvement.

Additionally, review meeting outcomes against initial objectives. Were all agenda items covered? Were decisions made efficiently? Did participants feel heard and engaged? Using these metrics helps refine approaches and continuously improve meetings.

Additional Tips for Successful Public Meetings

Maintain a Neutral Stance

Maintaining a neutral stance during meetings is important for city clerks. The role is to facilitate the process, not to influence the outcome. Ensuring all voices are heard and the meeting runs according to established procedures and ground rules is essential for efficient time management.

Handle Disruptions Gracefully

Disruptions can occur in any public meeting. Handle them calmly and professionally to maintain order and save time. Remind participants of the ground rules and address issues promptly to keep the meeting on track.

Foster a Culture of Respect

Creating a respectful environment encourages productive discussions and makes participants feel valued. Model respectful behavior, listen actively, and address any disrespectful behavior immediately to ensure a positive meeting atmosphere and contribute to efficient time management.

Provide Training for Staff and Officials

Ongoing training for staff and elected officials can improve meeting efficiency and effectiveness. Offer workshops on public speaking, meeting procedures, and the use of technology to equip staff and officials to handle their roles and contribute positively to meetings.

How Does All This Relate to Time Management?

Simply put, time is always saved when processes run as efficiently as possible. While some of these tips may seem obvious, you can continuously review your meeting processes and adjust things so that future public meetings operate like a well-oiled machine. Are there any areas where you see some room for improvement in your municipality’s public meeting processes? You don’t need to tackle everything all at once, but minor changes, over time, can result in more time savings that you’d think!

Looking to elevate your efficiency more?

Download our Time Management Toolkit for Clerks