There is immense value in collecting data from public meetings. Attendance trends, participation rates, and feedback offer critical insights into public engagement. However, collecting data is only the first step. The real challenge is analyzing and interpreting that data to reveal meaningful patterns and inform process improvements.
But as a city clerk, you might not have a lot of formal experience with data analysis. That’s why we created this article to break the process down step-by-step. If you want to learn how to turn raw meeting data into actionable insights for better public meetings, read on!
Why Analyzing Meeting Data Matters
Data analysis empowers clerks to:
Identify engagement gaps: Pinpoint which audiences may be underrepresented.
Improve meeting efficiency: Spot trends around lengthy discussions or low participation.
Demonstrate transparency: Use data to justify changes and communicate results to the public.
Ultimately, the goal is not just to gather data but to understand what it reveals about how meetings are functioning and how they can be improved.
Step 1: Organize and Clean Your Data
Before drawing conclusions, ensure the data you’ve collected is complete and well-organized.
Consolidate data: Bring all data into one place, whether it’s a spreadsheet or even a meeting management platform like eScribe.
Standardize formats: Ensure dates, times, and information categories are consistent.
Check for missing data: Fill gaps where possible (e.g., missing attendee counts) and note inconsistencies. (If you don’t know how to spot gaps right from the beginning, don’t worry; you will usually see what metrics will be useful to collect or add as you get going on your data collection and analysis.)
Example: If you’ve tracked attendance for three meetings but only have participation rates for two, document the gap rather than assuming the missing data mirrors other trends. You might also identify areas to measure that you hadn’t thought of before.
Step 2: Identify Metrics that Align with Your Goals
Focus on the metrics that align with your goals for public meeting improvement. These might include:
Attendance trends: Are certain times or topics consistently attracting more people?
Participation rates: Are attendees actively contributing?
Agenda item engagement: Which topics spark the most discussion?
Feedback sentiment: Is feedback generally positive or negative?
Tip: To avoid being overwhelmed by excessive data points, start small with two or three core metrics before expanding your analysis.
Step 3: Look for Patterns and Trends
Now, examine the data for trends and correlations.
Compare data across meetings: Look for changes in attendance or participation over multiple meetings.
Break the data down by topic: Compare public engagement based on agenda items.
Identify trends for different meeting times: See if engagement changes based on meeting times or days of the week.
Example: If public comment rates spike during meetings discussing budget allocations but dip during zoning discussions, this could reveal a gap in how zoning changes are communicated to the public, or it could reflect that the public is generally more interested in one topic over another.
Step 4: Segment Your Data
Breaking data into smaller, more granular groups can reveal even deeper insights.
Demographics: Are certain age groups more engaged?
Meeting Format: Do virtual meetings draw more participation than in-person?
Engagement Method: Are public comments more common than Q&A submissions or requests to speak at the meeting?
Example: If younger residents engage more during virtual meetings, you might consider promoting digital participation options more heavily.
Step 5: Apply Simple Analytical Techniques
You don’t need complex statistical tools to interpret public meeting data effectively. Here are some basic techniques and ways you can look at the data you collect:
Averages: Calculate average attendance across multiple meetings.
Comparisons: Compare participation between in-person and virtual meetings.
Percentages: Measure the percentage of attendees who actively contribute comments.
Heatmaps: Use a basic heatmap in a spreadsheet to visualize when participation peaks during meetings.
These are only a few suggestions; always consider what metrics will be most useful to support your goals!
Step 6: Draw Insights and Form Hypotheses
Once patterns emerge, use them to form insights and guide decision-making. For example, your data analysis might uncover insights like these:
- “Most public participation occurs during the first 30 minutes of meetings.”
- “Older residents are less likely to participate in virtual meetings.”
- “Feedback surveys often highlight confusion around technical terms in agenda summaries.”
From there, you can form a hypothesis about why these patterns and trends exist, which can give you insight as to how you might adjust meeting processes to improve existing meetings.
Example: If public participation drops after the first half-hour, restructuring meetings to prioritize public comment earlier may boost engagement.
Step 7: Turn Insights Into Action
The final step is applying what you’ve learned to improve future meetings. Here are some potential actions based on insights:
Adjust Scheduling: If participation is higher on weekday evenings, shift meeting times.
Enhance Communication: If residents struggle to understand complex agenda items, simplify language in pre-meeting materials.
Expand Access: If accessibility metrics show low virtual engagement, consider offering hybrid meeting formats or platform tutorials.
Step 8: Share Your Findings Transparently
Publicly sharing meeting analysis builds trust and shows accountability. Here are a few ways you might communicate your findings:
- Post summaries on your municipality’s website.
- Include engagement highlights in meeting minutes.
- Present findings at council meetings or public forums.
Key Takeaways
Start Simple: Focus on a few metrics rather than overwhelming yourself.
Consistency Matters: Regular data collection makes trend analysis more reliable.
Context is Key: Use multiple data points together for a fuller picture.
Engage Your Team: Involve other staff members in data collection and interpretation.
By thoughtfully analyzing public meeting data, city clerks can create more effective, inclusive, and engaging public forums—fostering stronger community connections and better governance.
eScribe is a cloud-based meeting management software that makes public meetings hassle-free for everyone involved – from city clerks to meeting participants to the public. With simple navigation and a suite of tools that save time, simplify collaboration, and improve accessibility, you’ll never have to dread tedious meeting-related work again.
Whether you’re preparing agendas or minutes, collaborating on documents, conducting meetings, holding a vote, or even just trying to find that one item you’re looking for, eScribe makes it easy. Learn more about eScribe here.