What happens when neighboring agencies decide to work together instead of apart? The Accela and ePermitHub Tampa Bay Regional Focus Group discovered the answer, and the results might surprise you.
The Problem: Islands of Inefficiency
Picture this: A builder submits similar permits to seven different Tampa Bay agencies and receives seven completely different processes, requirements, and timelines. Meanwhile, each agency struggles with the same challenges in isolation, reinventing solutions that neighboring jurisdictions have already perfected.
This was the reality facing Tampa Bay’s development community just two years ago. Despite using the same Accela Civic Platform and ePermitHub Digital Plan Room, agencies operated in silos—each solving identical problems independently while builders navigated a maze of inconsistent processes.
“They were all facing the same headaches,” recalls Jonathan Williams from the Accela ePermitHub team. “But instead of sharing aspirin, everyone was suffering alone.”
The Breakthrough: From Monthly Meetings to Regional Movement
The solution emerged from an unlikely place: monthly coffee conversations between Melissa Chiong, Jonathan Williams from ePermitHub, Jeff Reese from Accela, and members of the Tampa Bay Builders Association. What started as informal check-ins about pain points evolved into something bigger when they realized a fundamental truth—the challenges were regional, so the solutions should be too.
Having previously worked at government agencies themselves, Melissa and Jonathan understood both sides of the equation. They saw an opportunity to transform frustration into collaboration.
“We thought, why are we having the same conversation with seven different agencies?” Chiong explains. “What if we brought everyone to the same table?”
The Solution: A Focus Group That Actually Works
In August 2024, the Accela and ePermitHub Tampa Bay Regional Focus Group officially launched with carefully selected representatives from multiple Tampa Bay agencies and the Tampa Bay Builders Association. Unlike typical focus groups that meet once and disappear, this group committed to quarterly meetings with a clear mission: solve problems together, not separately.
The invitees were intentionally balanced among:
- Agency technical experts who understand system capabilities
- Industry representatives who experience the real-world impact
- Accela and ePermitHub partners who could implement solutions
- Business stakeholders who could suggest and approve changes
It included the City of Tampa, City of Clearwater, Pasco County, Pinellas County, Manatee County, Sarasota County, and Hillsborough County.
Real Results: Beyond the Buzzwords
- Streamlined Processes
- The City of Tampa’s receipt summary report–which allows users to view numerous transactions for numerous records in a single report–is now implemented across all participating agencies after industry members requested it during a focus group meeting. This single change eliminated reviewing multiple receipts on one application for builders.
- Reduced Paperwork
- Hillsborough County’s private provider registration and renewal process, which eliminates redundant uploads and paperwork, was shared and adopted by other agencies. The result? Private providers now register once and work seamlessly in the agency on multiple applications.
- Expanded Solutions
- When the group tackled a complex master plan and townhome challenge, they didn’t limit themselves to local expertise. They reached out to the City of DeLand, demonstrating how regional collaboration can leverage solutions from beyond geographic boundaries.
- Legislative Adaptability
- When regulatory changes threatened to create chaos across jurisdictions, the group worked together to develop cohesive solutions before implementation—preventing the typical scramble of inconsistent responses.
The Human Impact: What Members Really Think
The true measure of success isn’t in process improvements—it’s in the people who experience them daily.
From the Industry Perspective:
“The Accela & ePermitHub regional focus group meetings are an invaluable resource,” shares Joshua Hall, Permit Department Manager at M/I Homes of Tampa, LLC. “They give us a chance to collaborate directly with agencies, address real industry issues like private provider processes and permit handling. We learn from each other’s successes. These meetings help ensure we’re not just keeping up, we’re improving together.”
“The Accela and ePermitHub regional focus group not only gives direct users such as the Builders and Agencies the opportunity to speak in a friendly group setting with Accela directly, it’s also bringing consistency amongst the Region that brings an ease of use from working in multiple municipalities at one time,” says Chris Smith, VP of Forward Planning with Lennar Homes.
From the Agency Side:
JC Hudgison, Chief Building Official and Construction Services Manager for Development & Growth Management, explains the ripple effect: “The Accela and ePermitHub Regional Focus Group meetings create a vital space for collaboration and shared problem-solving among jurisdictions using the same tools and facing similar challenges. It was through one of these meetings that City of Tampa Construction Services began developing our licensing module after seeing the great work Hillsborough County had put in place. These connections turn ideas into action.”
The Secret Sauce: What Makes It Work
Three key factors distinguish this focus group from typical government collaboration efforts:
- Regular Commitment: Quarterly meetings maintain momentum without overwhelming busy schedules
- Mixed Perspectives: Including both agency staff and industry representatives ensures solutions work in practice, not just theory
- Implementation Partners: Having Accela and ePermitHub at the table means good ideas can become reality quickly
Looking Ahead: Scaling Success
Success breeds ambition. Building on Tampa Bay’s achievements, the team has launched similar efforts in South Florida, working to replicate these benefits across a broader geographic area. The goal isn’t just to copy the Tampa Bay model—it’s to adapt the collaborative approach to address each region’s unique challenges.
Your Turn: Starting Regional Collaboration
The Tampa Bay success story offers a blueprint, but every region’s path will be different. The key ingredients remain consistent: bring the right people together regularly, focus on shared challenges, and maintain commitment to implementation.
Ready to break down silos in your region? The Tampa Bay team has proven that neighbors can also be collaborators – then everyone benefits from the outcome.
For more information about starting a regional focus group or learning from Tampa Bay’s experience, contact us – because in a connected world, isolated solutions are becoming obsolete.
