End-to-end Meeting Management
streamlines Baw Baw Shire’s Meeting Management Process.
Baw Baw Shire Council, VIC
Implementing new software can be daunting – from resources to training and the implementation phase – there are many moving parts, and it’s critical to get it right the first time. Once you’ve identified the challenges you’re experiencing, it’s essential to work with solution partners to make the technology work for you.
We spoke with Governance Officer Eve Newbegin from Baw Baw Shire Council to discuss the decision to implement Resolve, the roll-out, and the benefits experienced. And as you’ll find, a tailored, well-thought-out training and implementation process has contributed to the success of Resolve Meeting Management.
The challenge to streamline current meeting management processes
While Baw Baw Shire Council was using meeting management software, they found it cumbersome. They needed to find a solution that would allow them to streamline their internal meeting processes and increase efficiencies council-wide.
“Our current meeting management solution was working, but it was very clunky,” said Eve. “In some cases, it took up to three hours to create agendas, and if there were any issues, the system would shut down, and you needed to start all over again.”
Upon discovering Resolve Agenda and Meeting Management solutions, Eve was instantly impressed with its flexibility and accessibility and could see how it could be valuable for the team.
“I instantly loved that it was browser-based and it could be accessible for everyone when they needed it – this became invaluable when working in a hybrid environment. The integration was also impressive. We no longer had to work from various portals to upload agendas, minutes, or streamed video – it was all accessible in one place and just seemed so much easier.”
“We no longer had to work from various
portals to upload agendas, minutes, or streamed
video – it was all accessible in one place and just seemed so much easier.”
Implementation – a collaborative approach combined with support and win-win outcomes
Before launching Resolve, the council held two face-to-face training sessions with critical stakeholders facilitated by Team Redman. However, as COVID-19 approached, the council and Redman Solutions had to shift to new ways of training.
Eve explained how the pandemic forced them to think differently about the implementation and how a hybrid approach resulted in overall success.
“We managed to train a quarter of the team, and then COVID-19 hit – meaning we had to switch to a hybrid working environment and a different training model for 400 staff members. It was a rapid turnaround, but the Redman Team supported us throughout the entire process. We immediately shifted to remote training, and I created user guides tailored to our council on how to navigate the system from start to finish. The team needed to have access to quick information to assist them.”
The need to train staff remotely while keeping them involved in the process was essential, and Eve states the collaborative approach contributed to the success of the software.
“Redman provided me with the flexibility and access to change what I needed to, create and edit templates, and find ways to make the system as efficient as possible. I felt empowered during the implementation phase – I was able to be part of the process and make Resolve work for our council.”
While there was additional work to finalise in the back end, the council was publishing reports within two months.
“I felt empowered during the implementation
phase – I was able to be part of the process
and make Resolve work for our council.”
The benefits of speed, accessibility, and end-to-end meeting management
Since the rollout of Resolve Meeting Management, Baw Baw Shire Council has experienced many benefits which have positively impacted their council meetings from beginning to end. It’s apparent that managing council meetings from within one central location increases the team's ability to create, edit, manage and execute at speed.
The agenda creation process is now faster and more efficient, allowing staff to upload attachments and update content in live time. “If anyone forgets to upload documents for a meeting, they can instantly log into the portal, and the issue is immediately solved,” explained Eve.
Eve also expressed how the end-to-end platform is now helping execute seamless meetings. “Our previous meeting management solution had no integration, which meant we had separate portals to upload agendas, minutes, and video content,” she described. “Having all the components in one easy-to-use platform means everything is available in live time, there’s no lag, and it can be achieved with a simple click.
The accessibility across various devices also allows the council to work faster and manage well-organised meetings. Staff can easily access, create, and update across any device, and it’s all seamless with no lag.
“From a user perspective, the feedback has been excellent. Especially from those who haven’t used meeting management software before – they love it,” said Eve.
“From a user perspective, the feedback has
been excellent. Especially from those who
haven’t used meeting management
software before – they love it.”
Maximising adoption and usage across the council
Eve explained how important it is that new and existing users have ongoing support to ensure the well-thought-out implementation continues to benefit the council with high adoption rates and usage.
“For new users, I always provide two one-hour induction sessions covering governance and how to use the platform, and all user guides are easily accessible,” she said. “As well as walking staff through how to use it, I sit with them on a session to watch their first task – whether it be writing a report or building a table. Watching staff navigate the system and make mistakes is essential during the learning phase, and I find it invaluable.”
The tailored training guides created during the implementation process are also readily available for staff to access whenever they need a refresher on specific features.
Baw Baw Shire is a fast growing peri-urban located 100km east of Melbourne in the heart of West Gippsland. Growth is expected to continue over the next 20 years from 54,884 people to 80,000 by 2041.