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Meeting Management Software 2021: Complete Guide

Meeting Management is the process of planning and organizing the meetings and making it effective to get the desired results. Meeting Management becomes all the more complex and critical when organizations are distributed and teams are remote. Meeting Management Software helps businesses to conduct meetings efficiently and effectively.

Learn the benefits of using Meeting Management Software and how to the choose the right software.

Updated By Cuspera

Last updated: May 6, 2021

Meeting Management Software 2021: Complete Guide

What is Meeting Management?

Meeting management is a step by step process involving various components including planning, managing and effectively harnessing results as an outcome of the meeting. All these components have to work in perfect sync for the meeting to be deemed successful for an organisation. Neglecting any of these steps can lead to poor results and a spate of additional meetings to make up for lost time and shifting of goalposts or agenda for the firm.

As per a report by Attentiv close to 63% of the total meetings held annually are held with improper agenda setting leading to ill-achieved outcomes and waste of corporate time. Therefore, a meeting has to be well-managed and conducted strategically to achieve solid outcomes - all of which are the underlying principles of meeting management.

What is Meeting Management Software?

According to Better Meetings expert studies, about 30% of the work time of an average employee is spent in meetings. It further cites that 21% of workers claim the single biggest thing that would help them do more with less is having fewer meetings to get through the week.

Since meetings are so vital in the life of an organisation, then it must be made cost-effective and organised in a way that no unproductive time is spent by employees.

The success or failure of a meeting can be charted out in four stages namely agenda, preparation, flexibility, and follow-up. An efficient Meeting Management Software helps teams or individuals of any size seamlessly achieve all four aspects. It aids to successfully plan, organise, run, and record results during meetings.

A few characteristics that are common to meeting productivity include scheduling and invitations, agenda-setting and distribution, note-taking while a meeting is on, timers, recording action items and decision tracking, and minutes generation.

Meeting Management Software enables the modern workforce to easily automate traditional meeting settings to virtual ones.

Key Benefits of Meeting Management Software

Paperless Meetings

A big plus of using a Meeting Management Software is that offices can do away with the large volume of paper being used during meetings to record and share the proceedings. Instead, a digital pack can be shared with approved teammates who can then view it on any device. Less paper translates into more cost savings and less storage which is a big win for any office.

Increased Security

Every business today places cybersecurity at the heart of its operations and this especially true for meetings- where many pivotal decisions and discussions are had. With Meeting Management Software, companies can make everything accessible online with the help of cloud computing and add access controls to avoid the company information from falling into the wrong hands.

Improved Collaboration

Meetings must be inclusive and inspire participation from all involved. This could be done by an array of features provided in Meeting Management Software like video demonstrations, whiteboard presentations, sticky notes where team members can jot down relevant observations, or add details in real-time and share it with the team. This not only keeps the meeting an inspiring place where new ideas and paths can be forged but also one where result-oriented strategies can be developed.

Synchronised Information and Real-time Updates

Plenty of changes and updates happen pre- and post-meetings. So rather than use a paper trail or emails to keep everyone in the loop, Meeting Management Software helps provide regular updates virtually to all the team members and allows them to access data, files or information shared at the meeting. This lets teams keep abreast of the latest decisions and save valuable time in syncing their work with the deliverables discussed at the meeting.

Simplified Note-taking

With the traditional office culture changing rapidly, the transcribing of the minutes of a meeting remains an important feature for companies even today. With a feature like automated meeting notes, Meeting Management Software ensures that every observation, interaction, and the decisions that were taken in a meeting is recorded, shared, and archived, so that the usefulness of the meeting is achieved and nothing manages to slip through the cracks.

Improved Participation at Remote Meetings

Today companies have teams joining in for meetings from different parts of the world and time zones. With the help of the right Meeting Management Software, companies can ensure that every team member can participate equally, thereby saving time, cost to the company by allowing everyone to keep pace with the development of a project or task, regardless of location or time-zone.

Improved Action Item Tracking

Meeting management software also facilitates productivity using tools such as agenda creators and consensus trackers. Team members who attended the meeting should be able to take notes in meetings, assign tasks, and send follow up information to everyone, and gather feedback when necessary with a click.

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Buyer’s Guide: Guide to Choose Right Meeting Management Software

Consider the following aspects before choosing Meeting Management Software:

Security

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A good Meeting Management Software is usually backed by leading security standards with a secure data centre that is located within the region or country of the company’s headquarters. The security protocol should be in sync with the stipulated legal regulations of the country and its legal system.

All-in-one Application

A bankable Meeting Management Software is one that offers a wide array and scope of features - including creating agendas and goals, adding files, including dial-in information, taking notes in meetings, assigning tasks, and sending follow up information to everyone and gathering feedback when necessary. Every participant must be able to take notes within the application to track the ideas and interactions that took place in the meeting and send pertinent notes to all participants with a click.

Integrations

Meeting Management Software must be able to integrate with audio, video, and web conferencing tools, while also operating as a stand-alone application. It should also be able to integrate seamlessly with other cloud-based applications used by the company as well.

Pricing

The vendor should be able to offer flexible pricing plans that include a whole range of comprehensive solutions like being able to host one-on-one meet-ups to the popular AMA’s (Ask me Anything). These options may include meetings for 10 to 200 attendees, from a single host to an unlimited number of hosts, one meeting room to unlimited rooms, and be able to offer the facility of audio and video conferencing, to advanced features.

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42 Meeting Management Software

Acuity Scheduling

Online appointment scheduling software.

4.78

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Acuity Scheduling Icon

Acuity Scheduling

4.78
★★★★★
★★★★★
Online appointment scheduling software.
Highlights
Top Business Usecases : Communication management,Coaching,Sending & publishing communications
Top Features : Personalization,Alerts: popups & Notifications,Auto scheduler & reminder
Acuity Scheduling Icon

Vendor: SquareSpace

Company Size: 1001-5000

HQ Location: 225 Varick Street, 12th Floor, New York, NY 10014, US

Magic Minutes

Manage all your meetings and actions in one place - Magic Minutes

4.69

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Magic Minutes Icon

Magic Minutes

4.69
★★★★★
★★★★★
Manage all your meetings and actions in one place - Magic Minutes
Highlights
Top Business Usecases : Engaging and following up,Engagement management,Sending & publishing communications
Top Features : Recording,Dashboard,Personalization
Magic Minutes Icon

Vendor: Magic Minutes

Company Size: 1-10

HQ Location: Unit 2 Nexus, Roushill, Shrewsbury, SY1 1PT.

Joan Meeting Software

The Simplest Meeting Room Booking Solution. Meet Joan.

4.56

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Joan Meeting Software Icon

Joan Meeting Software

4.56
★★★★★
★★★★★
The Simplest Meeting Room Booking Solution. Meet Joan.
Highlights
Top Business Usecases : Meeting management,Sales call management,Collaboration
Top Features : Personalization,Bot
Joan Meeting Software Icon

Vendor: Visionect

Company Size: 51-100

HQ Location: Cesta v Gorice 30, Ljubljana, Ljubljana 1000, SI

ConexEd

all-in-one EdTech software provides everything you need to increase student engagement, boost retention, and provide equal access

4.54

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ConexEd Icon

ConexEd

4.54
★★★★★
★★★★★
all-in-one EdTech software provides everything you need to increase student engagement, boost retention, and provide equal access
Highlights
Top Business Usecases : Advertisement,Engaging and following up,Engagement management
Top Features : Personalization,Recording,Alerts: popups & Notifications
ConexEd Icon

Vendor: ConexEd

Company Size: 11-50

HQ Location: 2319 S Foothill Drive,Suite 130,Salt Lake City, UT 84109

Doodle

Doodle - Make meetings happen

4.50

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Doodle Icon

Doodle

4.50
★★★★★
★★★★★
Doodle - Make meetings happen

Doodle is an online calendar tool for individual and business users for managing time and coordinating meetings.

Highlights
Top Business Usecases : Call management,Meeting management,Communication management
Top Features : Embedded survey forms,Personalization,Alerts: popups & Notifications
Doodle Icon

Vendor: Doodle

Company Size: 51-100

Minutz

Minutes - Streamline all meetings

4.47

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Minutz Icon

Minutz

4.47
★★★★★
★★★★★
Minutes - Streamline all meetings
Highlights
Top Business Usecases : Engaging and following up,Engagement management,Collaboration
Top Features : Recording
Minutz Icon

Vendor: Minutz

Company Size: NA

HQ Location: Tel Aviv, Israel

Rendezvous Meeting Room Booking Software

Rendezvous: Meeting Room Booking Software

4.41

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Rendezvous Meeting Room Booking Software Icon

Rendezvous Meeting Room Booking Software

4.41
★★★★★
★★★★★
Rendezvous: Meeting Room Booking Software
Highlights
Top Business Usecases : Social media management,Competitive intelligence,Collaboration
Top Features : Personalization,Alerts: popups & Notifications,Dashboard
Rendezvous Meeting Room Booking Software Icon

Vendor: NFS Technology Group

Company Size: 11-50

HQ Location: 15 Harforde Court,Hertford,Herts, SG13 7NW

CONVIEN VENUE

CONVIEN VENUE For your corporate travel and meeting management

4.34

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CONVIEN VENUE Icon

CONVIEN VENUE

4.34
★★★★★
★★★★★
CONVIEN VENUE For your corporate travel and meeting management
Highlights
Top Business Usecases : Workflow management,Contract management,Sales document management
CONVIEN VENUE Icon

Vendor: CONVIEN

Company Size: 1-10

HQ Location: St.-Martin-Straße 114, Munich, Bavaria 81543, DE

Tadum

tadum - Meeting agenda and meeting minutes software

4.33

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Tadum Icon

Tadum

4.33
★★★★★
★★★★★
tadum - Meeting agenda and meeting minutes software
Highlights
Top Business Usecases : Coaching,Engaging and following up,Engagement management
Tadum Icon

Vendor: Code and Effect

Company Size: 1-10

HQ Location: 204-8540 109 Street Edmonton, AB T6G 1E6

Stratsys Meetings

Stratsys Meetings - EFFECTIVE MEETING TOOL

4.33

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Stratsys Meetings Icon

Stratsys Meetings

4.33
★★★★★
★★★★★
Stratsys Meetings - EFFECTIVE MEETING TOOL
Highlights
Top Business Usecases : Engaging and following up,Engagement management,Collaboration
Top Features : Personalization,Templates,Alerts: popups & Notifications
Stratsys Meetings Icon

Vendor: Stratsys

Company Size: 1001-5000

HQ Location: Brahegatan 10,Stockholm, SE

CalendarHero

Online Meeting Scheduling Software

4.33

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CalendarHero Icon

CalendarHero

4.33
★★★★★
★★★★★
Online Meeting Scheduling Software

CalendarHero is powerful meeting scheduling automation software built to help customer-facing teams book faster and do more. Book 1:1, group, and remote meetings, without the back and forth. More than a scheduling link, CalendarHero offers flexible and intelligent scheduling solutions, including an online meeting scheduler, website embed, personal scheduling links, and an automated meeting assistant that lives in the inbox or chat app. Meetings take time, but scheduling shouldn't.

Highlights
Top Business Usecases : Meeting management,Sales call management,Collaboration
Top Features : Personalization,Auto scheduler & reminder,Alerts: popups & Notifications
CalendarHero Icon

Vendor: CalendarHero

Company Size: 11-50

HQ Location: 325 Front Street West, Toronto

Alignment Meeting Board for Jira

kyona – Alignment Meeting Board for Jira Server

4.30

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Alignment Meeting Board for Jira

4.30
★★★★★
★★★★★
kyona – Alignment Meeting Board for Jira Server
Highlights
Top Business Usecases : Collaboration,Sharing knowledge,Knowledge management
Top Features : Widgets
Alignment Meeting Board for Jira Icon

Vendor: kyona

Company Size: 1-10

HQ Location: Zeisigweg 16, 61440 Oberursel, Germany

GroupMap

Real-time online brainstorming tool for meetings, workshops, conferences, classrooms and events.

4.29

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GroupMap

4.29
★★★★★
★★★★★
Real-time online brainstorming tool for meetings, workshops, conferences, classrooms and events.
Highlights
Top Business Usecases : Collaboration,Engaging and following up,Engagement management
Top Features : Templates,Feedback surveys,Personalization
GroupMap Icon

Vendor: GroupMap

Company Size: 1-10

HQ Location: Level 1/931 Albany Highway East Victoria Park WA 6100 Australia

MeetingBooster

Enterprise Meeting Management Software

4.28

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MeetingBooster Icon

MeetingBooster

4.28
★★★★★
★★★★★
Enterprise Meeting Management Software
Highlights
Top Business Usecases : Engaging and following up,Engagement management,Meeting management
MeetingBooster Icon

Vendor: MatchWare

Company Size: 11-50

HQ Location: 311 South Brevard Ave. Tampa, FL 33606-2205, USA

MeetingPackage

Book meeting rooms and venues online | MeetingPackage

4.26

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MeetingPackage Icon

MeetingPackage

4.26
★★★★★
★★★★★
Book meeting rooms and venues online | MeetingPackage
Highlights
Top Business Usecases : Social media analytics,Social media management,Order management
Top Features : Calculator,White label
MeetingPackage Icon

Vendor: MeetingPackage

Company Size: 11-50

HQ Location: 2 More London Riverside SE1 2RR, 6th floor, London, GB

Dossiere

Dossiere - secure electronic board paper solution

4.25

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Dossiere

4.25
★★★★★
★★★★★
Dossiere - secure electronic board paper solution
Highlights
Top Business Usecases : Collaboration,Content management,Content publishing
Dossiere Icon

Vendor: Dossiere

Company Size: 1-10

HQ Location: 105 Brunswick St,Fortitude Valley QLD 4006,PO Box,Fortitude Valley QLD 4006

Meeting Room 365

Meeting Room Display software for Office ...

4.24

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Meeting Room 365 Icon

Meeting Room 365

4.24
★★★★★
★★★★★
Meeting Room Display software for Office ...
Highlights
Top Business Usecases : Advertisement,Helpdesk management,Communication management
Top Features : Personalization
Meeting Room 365 Icon

Vendor: Meeting Room 365

Company Size: NA

SoapBox

The App Built for Managers | SoapBoxHQ.com

4.24

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SoapBox Icon

SoapBox

4.24
★★★★★
★★★★★
The App Built for Managers | SoapBoxHQ.com
Highlights
Top Business Usecases : Collaboration,Engaging and following up,Engagement management
Top Features : Bot,Alerts: popups & Notifications,Recording
SoapBox Icon

Vendor: SoapBox

HQ Location: 200-110 Spadina Avenue, Toronto, Ontario M5V 2K4, CA

Inzite for Business

Inzite for Business - The Advice Platform

4.23

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Inzite for Business

4.23
★★★★★
★★★★★
Inzite for Business - The Advice Platform
Highlights
Top Business Usecases : Collaboration,Engagement management,Call recording
Top Features : Personalization
Inzite for Business Icon

Vendor: Inzite

Company Size: 1-10

HQ Location: London, England

Pinstriped

Frontpage - Pinstriped

4.18

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Pinstriped

4.18
★★★★★
★★★★★
Frontpage - Pinstriped
Highlights
Top Business Usecases : Engaging and following up,Engagement management,Sending & publishing communications
Pinstriped Icon

Vendor: Pinstriped

Company Size: 5001-10000

HQ Location: Copenhagen, Denmark

AgreeDo

take meeting minutes and prepare agendas - web ...

4.17

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AgreeDo Icon

AgreeDo

4.17
★★★★★
★★★★★
take meeting minutes and prepare agendas - web ...
Highlights
Top Business Usecases : Engaging and following up,Engagement management,Collaboration
AgreeDo Icon

Vendor: AgreeDo

Company Size: 1-10

HQ Location: Ballaufstr. 34, München, 81735, DE

ALO.ai

ALO.ai - Improve Safety and the Customer Experience

4.17

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ALO.ai

4.17
★★★★★
★★★★★
ALO.ai - Improve Safety and the Customer Experience
Highlights
Top Business Usecases : Event management,Communication management
ALO.ai Icon

Vendor: ALO.ai

Company Size: NA

Skedda

Venue Booking System to manage online booking and scheduling

4.63

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Skedda

4.63
★★★★★
★★★★★
Venue Booking System to manage online booking and scheduling

Skedda is a booking platform for rooms, desks, studios, labs, courts and more. It removes the hassle of manually managing the booking and scheduling of the spaces. Skedda is easy-to-use, with highly customizable features that cater specifically to the needs.

Highlights
Top Business Usecases : Helpdesk management,Meeting management,Sales call management
Top Features : Personalization
Skedda Icon

Vendor: Skedda Bookings

Company Size: 1-10

HQ Location: Skedda HQ, Melbourne, Victoria 3000, AU

Financials: Private

Appspace

Appspace - A Software Platform for the Modern Workplace

4.26

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Appspace Icon

Appspace

4.26
★★★★★
★★★★★
Appspace - A Software Platform for the Modern Workplace

Appspace is a Digital Signage Software. Appspace provides a powerful content management and delivery platform for distributing digital signage, video, messaging, and data to TVs, mobile devices, and personal computing systems.

Highlights
Top Business Usecases : Sending & publishing communications,Communication management,Collaboration
Appspace Icon

Vendor: Appspace

Company Size: 101-250

HQ Location: Dallas, TX

Financials: Private