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MSO shows new communications tracker to measure outreach and channel performance
Summary
MSO staff demonstrated a new communications tracker that logs press releases, social posts and outreach events into a single spreadsheet using Microsoft Forms and Power Automate to improve timing and channel selection.
Michael Leos, communications and community engagement specialist for Municipal Services & Operations, demonstrated an internal communications tracker on April 14 that logs outreach items (press releases, social posts, mailers and event sign-ins) into a centralized spreadsheet using Microsoft Forms and Microsoft Power Automate.
Why it matters: staff said the tracker will let MSO compare platforms and posting times, measure likes/comments/shares, and better coordinate routine and seasonal messaging such as weekly traffic updates, composting reminders and stormwater-leaf messaging.
How it works: Leos said the process uses a simple form to capture who, what, when and where for each outreach item and then dumps that data into an Excel sheet that tracks metrics by platform. “Most of this came from basically creating a workflow that works on the cloud,” Leos said, describing Power Automate integrations between Microsoft products. He said staff plan to expand the tracker to include mailers and fact sheets and to produce annual reports on outreach performance for advisory groups.
Operational use and next steps: staff said the tracker will help determine which channels reach different audiences (for example, younger residents who prefer Instagram) and will feed metrics into project reports. Michael offered a QR code linking to the city subscription page (city press releases and email updates) and noted that City Communications is working to refine subscription categories.
No formal actions were taken. Staff said they will continue to develop the tracker and can provide demonstrations for other departments that request it.
