8 Must Haves for Your Next Public Engagement Software Purchase

public engagement software checklist

Picking the right public engagement software is a lot like hiring a new team member – you need to know exactly what you want before making your choice. With so many options out there, having a clear plan for choosing the right platform is key, whether you’re upgrading your current system or starting fresh.


Why You Need A Requirements Checklist

You can’t afford to make snap decisions about public engagement software. A solid requirements checklist helps you navigate through all the features and technical details that different platforms throw at you.

Think of this checklist as your safety net against making the wrong choice. It helps you spot any gaps between what vendors are promising and what your organization actually needs. And with the number of engagement platforms available, you’ll want to be sure you’re not getting distracted by fancy features you’ll never use.

Having a checklist gets everyone on your team working toward the same goals. When you’ve got multiple people involved in choosing the software, a clear list of must-haves helps avoid confusion and makes sure everyone’s needs are considered. This is especially helpful when different departments have different priorities.

Most importantly, a good checklist helps you think long-term. By really understanding what you need up front, you won’t waste money on software that your organization will outgrow in a couple of years.


Example Public Engagement Technology Requirements List

When choosing public engagement technology, focus on what really matters – the core tech needs versus the fancy features vendors love to show off. Your government agency needs solid foundations like security, smooth integration with other tools, easy access for everyone, and meeting compliance rules. While vendors might dazzle you with endless features, it’s smarter to evaluate what truly serves your goals. Here are 8 key areas to consider:

    • Engaging Everyone, Everywhere.
      • Can your residents participate both online and offline through various channels?
      • Does the system automatically track who shows up to public meetings and what they say?
      • Can you spot if someone’s trying to vote multiple times? Will you know who’s participating and from which areas?
    • Understanding Who’s Really Participating.
      • How well can you tell if you’re hearing from a true cross-section of your community?
      • Do the reports compare participation with census data and Qualified Census Tracts?
      • Is it easy to see if underrepresented groups, rural areas, or people directly affected by projects are participating?
      • Can you track who’s not participating and visualize that data?
    • Making Feedback More Meaningful.
      • Does the platform help residents understand issues better as they participate?
      • Can you share videos, images, and helpful documents to provide context?
      • Are there interactive maps where people can drop pins, draw lines, and add comments?
      • For participatory budgeting, does it help people understand real-world constraints and tough choices?
      • When hot-button issues draw lots of comments, can you make sense of all that feedback?
    • Keeping Data Safe and Organized.
      • Is all public engagement data stored securely in one place?
      • Does it protect personal information (PII) and follow the Consumer Privacy Act?
      • Can you see each resident’s participation history?
      • Can residents access and update their own information?
    • Making It Accessible to Everyone.
      • Is the platform truly usable by all residents?
      • Are there options like phone lines and voicemail for folks without good internet access or the roughly 1 in 10 Americans who don’t use the internet?
      • Can content be translated and adjusted for local language needs, including image descriptions for ESL residents?
      • Does the software regularly check itself against Web Content Accessibility Guidelines (WCAG)?
    • Keeping It Simple.
      • Is it easy for both your team and residents to use?
      • Can people participate right away without creating accounts?
      • Can you create consistent surveys across different formats like text and web?
      • Is it simple to follow up with residents and track your communications?
    • Supporting Your Consultants.
      • Does the software work well for consultants helping your organization?
      • Can they get different levels of access to either help staff or lead projects?
      • Can consultants customize their own reports?
      • Will the software provider connect you with experienced consultants who know their platform?
    • Getting the Support You Need.
      • Will you get proper training and support?
      • Does their customer success team understand government and public engagement firsthand?
      • Can you get help from engagement experts and professional consultants when needed?
      • Do you have access to thousands of real examples from similar organizations?

Access a full, printable version of our checklist in our buyer’s guide—click here to get started.


Software Features to Prioritize When Choosing a Public Engagement Platform

Some features are absolutely essential for successful community interaction. As government agencies increasingly need to collect and analyze customer data, these features become even more important.

    • Multi-Channel Communication: Connect with residents through email, text, social media, phone, and other channels, ensuring participation through preferred methods.
    • Hybrid Public Meetings: Offer live streaming and recording options for public meetings to reach a broader audience and promote inclusive participation.
    • Comprehensive Feedback Tools: Gather community input through surveys, polls, voicemail, and more, accommodating diverse engagement preferences.
    • Demographic Insights and Comparisons: Analyze engagement data to track who you are reaching and identify areas for more inclusive outreach.
    • Real-Time Metrics and Analytics: Monitor participation as it happens, adjust strategies on the go, and gain insights into engagement patterns.
    • AI-driven Comment Analysis: Leverage technology to categorize and interpret public comments, revealing key themes and sentiments.

Pick features that match your community’s needs while leaving room to grow. The right mix will help you build stronger relationships and get better engagement results.


How PublicInput Can Help

Looking for a better way to connect with your community? PublicInput is public engagement software that makes it easy to create meaningful conversations between your community and decision-makers. Whether you’re running town halls, sending out surveys, or getting feedback on new policies, our platform streamlines everything from collecting data to reporting results.

In today’s world, where communities are more diverse and connected than ever, you need tools that can reach people wherever they are. PublicInput brings everything together in one place – from gathering community insights to tracking participation and showing how you’re responding to feedback.

Here’s what we can do for you:

    • Help you reach more residents and hear from voices that usually go unheard
    • Target your outreach to specific groups, interests, or neighborhoods – so you’re not just hearing from the “same ten people”
    • Make sure the feedback you get actually represents your whole community
    • Transform scattered engagement efforts into a smooth, repeatable process that builds public trust
    • Quickly spot and address community concerns while strengthening relationships and closing the feedback loop

Want to learn more? Download our buyer’s guide to discover the key questions you should ask when choosing public engagement software. Ready to see PublicInput in action? Schedule a demo with one of our engagement experts.

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