A successful eScribe rollout is less about turning on software and more about changing how meetings are prepared, run, and documented in order to get the most benefit of the system for your organization. The strongest implementations are intentional, phased, and co-owned by your organization and the eScribe team.

Here are proven best practices, with clear examples of how your team can execute them.

1. Define Success Before Configuration

Before any setup begins, align internally on what “success” means.

Best practice

• Identify 2–3 concrete outcomes (e.g., shorter agenda prep time, fewer post-meeting corrections, faster public posting).
• Identify what your organization needs to see in order to satisfy high value requirements.

Execution example

• Your eScribe team runs a kickoff session with all key stakeholders (ex: clerks, admins, and IT) to document current pain points & goals.
• Align project plan to achieve high value requirements first, showing wins to early.

This keeps the rollout grounded in value, not features.

2. Get the Most Out of Training

Training is most effective when it is active and intentional.

Best practice

• Treat training as hands-on system preparation, not passive learning.

• Complete sessions in sequence and within a defined timeframe.

• Remain committed to weekly project meetings & ask questions.

Execution example

• Users log into their own eScribe site and follow along while completing lessons in eScribe Academy.

• Notes are captured in a shared internal reference or quick-start guide.

• Questions are documented and reviewed during implementation workshops or project check-ins.

• Training sessions are scheduled close together so each lesson builds on the last.

• If you fall behind or have questions, discuss this with your Implementation Consultant, we're here to help and can walk you through any part of the system in project meetings.

Teams that engage fully in training ramp faster, make fewer errors, and rely less on rework after go-live.

3. Roll Out in Phases

Trying to launch everything at once increases risk.

Best practice

• Phase functionality intentionally to align with resource availability and organizations priorities

Execution example

• Phase 1: Agenda creation, publishing, public portal.
• Phase 2: Minutes workflows, annotations, approvals.
• Phase 3: Advanced reporting or records retention integrations.

Each phase includes a short stabilization period before moving on.

4. Communicate Early With Internal Stakeholders

Change fails when people are surprised.

Best practice

• Explain why the organization is moving to eScribe.

Execution example

• The implementation team provides sample internal messaging explaining benefits for staff, officials, and the public.
• Leadership reinforces expectations and timelines.

This reduces resistance and confusion.

5. Trust the Implementation Process

A smooth rollout depends on strong partnership and follow-through.

Best practice

• Be open to guidance and standardized approaches proven to work across local governments.
• Raise concerns early, but avoid redesigning workflows mid-implementation without a clear reason.

Execution example

• Your eScribe implementation team shares recommended configurations based on similar agencies.
• When questions or hesitations arise, they explain tradeoffs clearly—what improves efficiency versus what adds complexity.
• Decisions are documented so the project keeps moving forward without rework.

Organizations that trust the process move faster, reduce frustration, and reach value sooner.