Dedicated to communicating and engaging with their community, this Victorian council discussed the implementation of Resolve Meeting Management and how it has helped to transform how they work.
Dedicated to communicating and engaging with their community, this Victorian council was looking for a new meeting management solution to execute their Council meetings with ease and speed. But what they got was much more than they anticipated. A complete solution that is now used widely, a streamlined process, and superior support.
The team discussed the implementation of Resolve Meeting Management and how it has helped to transform how they work.
The need to eliminate manual workarounds and get things done
Council had been using meeting management software for some time, and while it was meeting their requirements, there were a number of manual workarounds. Executing each meeting was becoming more time-consuming for staff and they needed to find an alternative solution.
“The Council meeting is a core function of Council, and ensuring we have agendas out weekly and can easily manage minutes is imperative. Previously, it could be time consuming to run an agenda, and if we needed to amend anything, it would take up even more time.”
Since implementing Resolve Meeting Management, the team has seen incredible results with agenda compilation and on-demand Council meetings.
“The first time we ran an agenda with Resolve, it took 15 seconds, and if we had to amend anything, it could be done within minutes - it was a real wow moment for us. Amendments became nothing more than a quick fix. The bookmarked video functionality has also been a major benefit. As officers, if we are checking our meeting recordings for minute taking, it saves so much time and members of the public can click straight to the item they are interested in. There’s no need to fast forward to get to the relevant sections; it is much more efficient.”
“The first time we ran an agenda with Resolve,
it took 15 seconds, and if we had to amend
anything, it could be done within minutes -
it was a real wow moment for us.”
The ability to self-manage the process for success
Being able to self-manage many elements of the meeting management process has allowed the team to work at their desired pace and has eliminated their reliance on other departments. With access to their own portals, they can now independently manage the uploading and publishing of agendas and live streaming components.
“The Board Portal provides our councillors and Executive Leadership Team with the opportunity to manage and annotate their agendas, and when it comes to publishing them on our website, it’s a quick and easy process that we can manage ourselves. The quality of the attachments is also excellent.”
Along with this, Resolve has integrated the live streaming component of Council meetings.
“The integration within Resolve allows us to manage our live streams internally, it can all be done from one system.”
Managing the change and working together
Change is rarely easy, and when it comes to technology, the process should be painless for all stakeholders. We uncovered how working with Redman Solutions resulted in minimal disruption for the council.
“Our staff were used to writing reports in a certain way, so it was important that we kept change to a minimum. The Redman Solutions team supported us through the transition by helping us adjust our templates to suit each meeting and report type. We were able to go live with Resolve within months.”
Training and onboarding were also essential to get right for the council. The team wanted to make the transition easy and ensure resources were available for staff as the platform was introduced and evolved.
“We worked closely with the Redman team to ensure everyone was accommodated. We had one-on-one sessions with councillors and conducted online training for staff. We created a Resolve page on our intranet and developed user manuals and an FAQ page for staff to access. It’s important that this information is accessible but also created in our language and relevant to how we use the platform.”
“The Redman Solutions team supported us
through the transition by helping us adjust
our templates to suit each meeting and report type.
We were able to go live with Resolve within months.”
More than just a Council Meeting Management Solution
It’s great when technology just works. And it can be even better when you discover how it can be applied across various departments. Since implementing Resolve, council has taken advantage of the meeting management software across several teams, and it is now used for various meetings.
“We originally started using Resolve for our Council meetings, but we are now using it for our Planning Committee meetings, Councillor Briefings and Executive Leadership Team meetings. There are also plans to use it for our Audit and Risk Committee meetings in the future. The goal is to have a complete meeting management system that we can use widely.”
“We originally started using Resolve for
our Council meetings, but we are now using
it for our Planning Committee meetings, Councillor Briefings and Executive Leadership Team meetings."
The perfect combination of support and autonomy
The Governance Team expressed their gratitude to Redman Solutions during the onboarding phase and is even more impressed with the ongoing support the team has received since implementing Resolve. It’s clear that the combination of consistent communication and a certain level of autonomy has strengthened the relationship.
“We have always felt supported by Redman Solutions. The support has been fantastic, and they are responsive to any requests or ideas. Knowing how the backend of the platform works has also allowed us to upskill ourselves when needed and given us a level of independence. We feel empowered because we understand, and that’s important to us.”