Using Meeting Data for Insights to Enhance Public Engagement

  • By: Brennan Ward
  • January 6, 2025

While data analysis might seem totally outside of a city clerk’s wheelhouse – and it definitely sounds like an intimidating task! – city clerks can actually use it to enhance public meetings and even general operations.

Data isn’t just a collection of facts and figures—it’s a treasure trove of insights. It can reveal patterns and identify engagement gaps, which can, in turn, guide improvements to public meetings and general operations. For clerks looking to enhance public engagement, streamline operations, and modernize their approach, leveraging data from public meetings is key.

What You Can Get Out of Meeting Data

Public meetings are fundamental to democracy, but engaging the public isn’t always easy. Attendance fluctuates and participation can be lukewarm, and critical feedback often arrives too late to make a difference. Meeting data provides the tools and insights to effectively address these challenges.

Simply put, collecting key metrics relevant to public meetings and general operations can provide local governments with actionable insights that can indicate the best strategies for enhancing public engagement and making local governments constantly improve.

Essential Metrics for Public Meetings

If you’re wondering where to even start to track meeting data, you’re not alone. Here are some of the most straightforward and actionable metrics you can start tracking today.

1. Attendance Trends: Who’s Showing Up, and When?

Tracking attendance over time is easy to track and can reveal very actionable insights. For instance, are certain times or days more popular for public meetings? Or, do specific meeting topics tend to draw larger crowds?

To measure attendance, you can use sign-in sheets for in-person meetings or log attendance automatically through digital platforms. It can be helpful to collect some basic demographic information (as appropriate) on each attendee, too – such as age, occupation, employment status, length of residency in your municipality, etc. Over time, patterns will likely emerge. You might find that certain days of the week work better than others for most people, for example, or you might find that certain topics attract a specific demographic more than others.

But attendance isn’t just about numbers. If turnout is consistently low, it might signal a need to revisit how meetings are publicized or evaluate whether current topics resonate with the public.

2. Public Participation: Are Citizens Getting Involved?

Attendance is one thing—participation is another. A packed room doesn’t necessarily equal engagement. Metrics like the number of public speakers, submitted questions, or written comments can paint a clearer picture of community involvement.

For virtual meetings, participation can be tracked through chat logs or Q&A tools. Digital meeting management platforms like eScribe even have built-in public engagement tools, which makes it easy to track these metrics from one place. 

For in-person meetings or if you are using a paper-based meeting management process, tracking participation might involve counting how many residents come to the podium or submit written remarks. If participation is low, ask yourself things like, “Do residents know how to participate?” “Are meeting formats or rules unintentionally creating barriers?” “Could participation improve with tools like pre-meeting Q&A forms or live polling?”

Insights from asking and assessing these questions can help you design meeting formats that encourage and simplify participation, ensuring every voice has a chance to be heard.

3. Agenda Items: What Are Residents Most Interested In?

Not all agenda items are created equal. Some topics spark lengthy, lively discussions, while others pass by with little notice. Tracking the time spent discussing each item and the level of public input can reveal which topics matter most to your community.

For example, if a proposed zoning change draws widespread engagement, it may be worth dedicating additional time or hosting a special session to explore the issue further. On the flip side, items that consistently see low engagement might benefit from concise summaries or pre-recorded presentations to save time.

4. Accessibility: Are Meetings Inclusive?

Accessibility is a growing priority for city clerks. Metrics like attendance numbers (both virtual and in-person), requests for accommodations, or downloads of meeting materials can reveal areas for improvement.

For example, if you notice a significant drop-off in virtual participation, it could point to technical issues or confusing platform instructions. Or, if many residents request translated materials, it might indicate a language gap that needs to be addressed if your existing processes don’t provide multi-lingual support.

5. Post-Meeting Feedback: What Did Residents Think?

Oftentimes, the best insights for meeting improvements come directly from citizens. Feedback is one of the most valuable (and underutilized) metrics. After a meeting, ask residents for their thoughts by asking questions like, “Was the agenda clear?” “Was the meeting format effective for the purposes of the meeting?” “Did you feel your voice was heard?”

Feedback surveys, whether distributed via email, social media, or your city’s website, can provide some of the most immediately actionable insights (and often the most straightforward ones). For example, if residents frequently comment that meetings are too long, it might be time to streamline agendas or introduce time limits for discussions.

Turning Data into Action

Collecting data is only the first step; the next challenge is interpretation and application. Here are some ways you can turn meeting data into meaningful improvements:

Identify Patterns and Trends

Perhaps you notice that attendance spikes during meetings about infrastructure projects but dips during routine budget updates. Use this insight to tailor outreach efforts, emphasizing why certain “routine” topics matter to the public.

Optimize Communication Strategies

If feedback reveals that residents feel uninformed about upcoming meetings, it’s an opportunity to experiment with new outreach methods. Consider creating bite-sized social media posts that highlight key agenda items or sending email reminders with direct links to meeting materials.

Enhance Meeting Formats

Data might show that virtual attendees are more active during Q&A sessions than during long presentations. This insight could prompt you to restructure meetings to include more opportunities for interaction.

Practical Tips for Getting Started

Are you ready to embrace a data-driven approach? Here are a few quick tips to keep in mind:

Start Small: Focus on one or two metrics that align with your immediate goals, such as attendance trends or direct feedback via surveys.

Use Technology: Tools like meeting management software can simplify data collection and visualization.

Engage Your Team: Train staff members to collect and interpret data, fostering a culture of continuous improvement and collective learning.

Data is the Key to Better Meetings

Meeting data isn’t just a tool for tracking what’s already happened—it’s a way to shape the future. By analyzing and acting on data, you can refine processes, foster deeper public engagement, and demonstrate the value of transparency and inclusivity in government.

 

 

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.