Diligent
Blog
Stay ahead of the news and trends impacting GRC for leaders, organizations and the public sector. Find resources and insights covering everything from governance best practices to ESG to strategic risk, compliance and audit management.
Proven ways to streamline your livestreaming process
If it hasn’t already, the practice of livestreaming publicly held meetings will be coming to your boardroom soon. Some states and municipalities are mandating livestreaming for meetings held in public. With governance trends moving toward accountability, transparency and access, other states and municipalities are sure to follow with similar regulations and mandates. Even without the mandate, your board or council will want to consider adopting it. The benefits of livestreaming meetings are many, including increased community participation and support for board decisions. To take advantage of those benefits, it’s important that livestreaming be easy for the public to access and as free of technical problems as it can be. It also must be easy for the board secretary or clerk, who is usually responsible for the preparation and management of livestreaming meetings. Often, administrators may be concerned that they don’t have the necessary technical expertise or the time to successfully prepare and manage the livestreaming process. The right technology partner is essential A technology platform developed with the needs of public boards can help solve these issues and get you and your staff on the right track. Illinois’ Glenbrook High School District 225 board wanted to increase public participation at their meetings. Staff had been struggling to livestream meetings through platforms such as YouTube and Zoom, which was difficult and time-consuming for them. Those platforms did not offer closed captioning, and it was hard for parents and other member of the public to follow along during the meeting without an agenda or supporting documents. The district turned to Diligent Community, using its Livestream Manager for high-quality streaming, providing multi-camera views and quality audio without any additional capital expenditure. Since working with the livestreaming solution, Glenbrook has seen an increase of engagement and participation from community members, according to Deputy Superintendent R.J. Gravel. Gravel says, “Diligent Community provides that single pane of glass we have in one screen, we have our video, we have our agenda, and we have our supporting information all in one package.” This is a good example of how a using an integrated software solution like Diligent Community can make livestreaming easier for staff and more accessible to the public. Tips for preparing to livestream One of the most common issues in livestreaming board meetings is the setup process, which often involves different video streaming services, manual configurations and additional software. Using software that integrates all these processes will ease these potential problems, allowing staff members to focus on the meeting agenda preparations and other items. Check with IT staff to ensure that ample internet bandwidth is available during meetings for high-quality video and audio. Those are key to a good user experience during livestreaming. Other technical issues to pay attention to that could mar user experience include low lighting and poor audio quality. Give notice to the community about livestreaming, including the meeting and broadcast details so they can access alongside the meeting agenda. Include information on how they can participate in the public comment portion of the meeting. Also, provide details on how they can search and access an archive of past meeting transcripts and recordings. With Diligent Community’s Livestream Manager, you can embed livestreaming directly into your board management workflow. This integrated approach means that board administrators no longer need to toggle between various tools or worry about technical setup — saving time and reducing stress. Managing the livestream: key responsibilities During a livestream, board clerks should ensure the process runs smoothly and effectively. Making sure the meeting starts on time and stays on schedule following the agenda is important for both the in-person audience and the livestream viewers. Make sure that the board president or the superintendent announces at the start of the meeting that it is being livestreamed. This is a good reminder for board members and for in-person attendees that their actions and words are being broadcast to the community. Allowing public comments, written and verbal, during the meeting allows for livestreaming viewers to participate on an equal level to those who attend in person. To make this function work, board clerks or other staff members should keep track of who has signed up to speak during the public comment time. Someone should also monitor written comments and questions, making sure those comments are part of the meeting record. The person assigned to take notes should also document key discussions, motions and decisions with a timestamp to help with post-meeting documentation and archiving. An IT staff member should monitor audio and video quality during the meeting, so they can solve any technical issues or interruptions to minimize disruption and mitigate frustration for virtual attendees. Post-meeting procedures: archive, document and get feedback After a board meeting, there are additional steps required to archive or review livestream footage, generate minutes and transcripts, and update records. The right technology can automate many of these tasks. With a platform like Diligent Community, livestreams can be recorded and automatically stored for easy access. This makes it simpler to comply with record-keeping regulations and ensures that community members can review meetings as needed. Timestamped minutes can be added alongside the recording, and closed captions are discoverable through the software’s search feature, making it easy for community members to find the information they are interested in. After each meeting, it’s good practice to get feedback from community members and meeting participants about their experiences during the meeting. In addition to gathering feedback, look at audience engagement metrics such as viewership numbers and submissions for Request to Speak. Diligent Community supports effective and efficient livestreaming Diligent Community is a cloud-based software solution that is specifically designed for publicly elected boards. It is a powerful tool that can help them be efficient and effective, providing a centralized platform that enhances administrative processes, streamlines communication and improves overall efficiency. Diligent Community, the next-generation governance solution for public and elected boards, has partnered with dedicated streaming platform Boxcast to provide our Livestream Manager service, tailored specifically to the needs of public meetings. With Diligent Community, Boxcast integrates seamlessly with your public website, and the livestreamed meeting appears directly beside the published agenda, so your community can follow along at home. They can also search the archive of past meetings along with supporting minutes and key documents for full transparency. Request a demo today and see how Diligent Community can support your board as you prepare for livestreaming your publicly held meetings.
Experts share advocacy tips for public facing board members
Advocacy is a core part of public service for school board and city council members, but that doesn’t mean that every candidate is immediately an advocacy expert upon election. For many, turning the idea of advocacy into action can leave these questions: What exactly is the scope of advocacy responsibilities? How do I maintain a connection to my constituents and best represent their needs? Where can I find help? We asked experts in local government advocacy to share their views on what advocacy is and how school board and city council members should approach this important elected function. 5 tips for advocacy that public facing board members need 1. Remember advocating is one reason why you were elected Gwen Dombroski, Manager of Legislative Services/Clerk, County of Renfrew, Ontario: “Advocacy is a tool provided to elected boards to help ensure they are addressing the interests of the public; they are the voice of their public.” Helen Warwick, former school board member: “My advice to publicly elected boards is to remember that you are just as elected as a governor, senator, representative, et cetera. You have a responsibility to speak out and speak up on behalf of your school district. If not you or us, then who?” Steve Schroeder, Board Member, Sun Prairie Area School District, Wisconsin: “As elected officials, board members have an obligation to advocate for their constituents. They can advocate to local, state, and/or federal governments, businesses and other stakeholders. The definition of advocate ‘is a person who publicly supports or recommends a particular cause or policy.’ Board members can advocate to the superintendent and to other board members. It is all about advancing one's position, but ideally a board is advocating as a single unit — not board members advocating on their own.” School board and city council roles are no place to be a shrinking violet. Consider channeling your campaign energy into your advocacy efforts. Set personal goals for advocacy, but always understand that you’re working in a team to better your schools and communities. 2. Transform citizen need into action Andrea Messina, Chief Executive Officer, Florida School Boards Association: “Advocacy is essential to publicly elected boards because it transforms citizen needs into governmental action. Board members possess unique access to decision-makers and resources that average citizens don't have, creating both an opportunity and obligation to advocate effectively. “While board members may have their own priorities, their fundamental duty is to champion their entire constituency's interests. This involves not just voting on issues, but actively persuading colleagues, building coalitions and shaping policies that serve community needs. Through effective advocacy, board members convert public concerns into tangible solutions — whether through new policies, modified regulations or resource allocation. “Simply put, advocacy is the engine of change in public governance. Without strong advocacy from elected officials, even the worthiest community needs may go unaddressed.” While it can seem like there is no end of work to be done, your community has real priorities that will have the widest benefit to your current and future students and residents. Focusing on these priorities will help make the work manageable and make the wins sweeter. Also, ensure your constituents see both your work and the results. Transparency is nonnegotiable for local elected officials. 3. Your proximity makes a difference Helen Warwick, former school board member: “In Texas, trustees are volunteers, which means most are serving out of a sincere desire to serve, not for monetary reward. I believe trustees actually have an advantage over these other elected officials, because trustees see and interact with their constituents constantly, not only during recess periods in their home districts. We aren't buffered by extensive staff or distance. Therefore, we feel the pulse of our communities much stronger and in a more immediate fashion. “However, it is my experience that many of those aforementioned elected officials are often reluctant to meet with trustees when we travel to meet with them to discuss how their pending decisions and votes will impact our districts (students, employees and communities). I wish I had some magic words of wisdom on how to encourage them to listen to us, but ‘persevere’ is my best advice.” School board and city council members are in a unique position to truly understand the people they serve, many of whom share goals, concerns and hopes. Ensure that you’re accessible to your community through regular office hours or coffees and within the bounds of any open meetings requirements. And, yes, persevere when advocating to higher-level officials. This can be easier to manage as a team, with shared documentation and assigned tasks through your board management software. 4. Make a plan to advocate Gwen Dombroski, Manager of Legislative Services/Clerk, County of Renfrew, Ontario: “Have your homework done on the topic. Be well informed on what you are advocating for and speak to people from diverse backgrounds who may have varying opinions so that you have all the facts and can weigh the outcomes. Ensure that you are doing what is best for the community. Collaborate with peers, colleagues and other boards or levels of government that may be affected. Work together to find goals and propose policy change. Ensure fairness and equality in your advocacy.” Steve Schroeder, Board Member, Sun Prairie Area School District: “Advocacy should be done as a function of the full board, to at least a majority of the board members. Advocacy positions should be voted on so there is no confusion or ambiguity regarding the positions the board takes. I would also suggest a policy on advocacy and the creation of an annual advocacy plan that highlights the details.” Being organized almost always pays off, and this applies to elected service as well. Do your homework on the issues coming up for a vote by carefully reviewing meeting agenda materials. Stay fully engaged and open-minded during meetings and during public comments. And understand that, once the board or council votes, it’s up to every member to support the outcome. 5. Stand up for schools and communities Helen Warwick, former school board member: “Advocacy matters to me because if we, as trustees, aren't telling the story of our district, then who is? I believe it is best if those closest and most knowledgeable get out to tell the story of the district. We need our educators to be advocates, we need our parents and students to be advocates, we need trustees to be advocates. Otherwise, we are playing an unwinnable game of catchup trying to get in front of stories told by others who are guessing, extrapolating or completely fabricating what is occurring in our schools.” Dr. Chad Bledsoe, President, Montgomery Community College, Troy, North Carolina: “I would say that it is important for college boards to engage in advocacy to share the quality work done at local institutions and to advocate for the resources necessary to serve students and the community.” Today’s schools need quality advocacy to maintain positive public sentiment, ensure adequate financial support and encourage parent, business and community involvement. Ensure the data and stories from your schools are being documented and shared with the entire board and that your process for public communications is effective. A quality board management solution can provide both the single source of truth and automated notifications to the public. How board management software supports advocacy You have a powerful tool for advocacy available now: board management software. Diligent Community has features designed to support all aspects of board service, including these that specifically strengthen advocacy efforts: Keep everyone on the same page. By providing a single tool for board work, with an organized document repository, board and council members can find what they need easily. Share information easily. Make available a single source of truth to the public; this can combat rumors and other misinformation that can be prevalent in local communities, and it can encourage parent and community involvement in local government and schools. Keep track of tasks, progress reports and measurements. With a clear dashboard, board and council members can keep track of their advocacy efforts, document their outcomes and create an accountability system for the work. Encourage transparency. By keeping voting and budget information easily findable, boards and councils can maintain trust with their constituency and build a reputation for ethical behavior. Every board and council member has the potential to change their communities for the better through effective advocacy. With Diligent Community, you’ll find the tools you need to support all the responsibilities you have in your role.