Meetings are crucial for cooperation within the company, with external partners, and with clients. They are a necessary channel for exchanging ideas, sharing information, and making decisions in business. However, in modern enterprises, organizing and managing meetings can become burdensome. Therefore, there is some meeting management software that can facilitate the organization, planning, and management of meetings for companies. This software helps companies increase efficiency and productivity and provides better customer and employee experience. They can be used for video conferencing, real-time collaboration, data collection and analysis, and many other aspects, and they can be applied to enterprises of different sizes and types. In summary, meeting management software has high value and importance and is one of the essential tools in enterprises.
Criteria to Select Management Software
Choosing the right meeting management software can improve work efficiency and productivity, so evaluating which type of software is most suitable for your organization is necessary based on some key factors. Here are some evaluation criteria to help you make the best choice:
1. Functionality: It is crucial to choose software with the features you need, such as video conferencing, real-time collaboration, voting, and so on.
2. Efficiency: Choosing software that is easy to use, fast, and smooth to maximize work efficiency is necessary.
3. Security: It must be ensured that the software has advanced security protection mechanisms to ensure the safety of data and privacy.
4. Customization: The ability to customize and adjust the software according to your specific needs and business processes is essential.
5. Support and Maintenance: Choosing software that offers 24/7 support and maintenance services is critical to ensure that the system runs smoothly and any issues can be resolved promptly.
6. Price: Cost is another crucial aspect when choosing meeting management software. It is necessary to choose software that fits your budget.
Before choosing meeting management software, ensure you are familiar with all available options and conduct thorough research and comparison. Considering these factors, you can select meeting management software that best suits your organization's needs.
What Defines a Good Meeting Management Software?
Good meeting management software should have the following characteristics:
1. Meeting scheduling and agenda management function: Good meeting management software should have a complete function for meeting schedules, including conference room reservations, meeting schedules, reminders, and notifications.
2. Video and audio conferencing function: modern enterprises need people from different locations to conduct video and audio conferences, so good meeting management software should have good real-time video and audio communication functions.
3. Data collection and analysis function: Data is an essential basis for enterprise decision-making. Good meeting management software should be able to collect meeting data and analyze it to support the enterprise's subsequent decision-making better.
4. File sharing and collaboration function: Good meeting management software should have document sharing and team collaboration functions so that all participants in the meeting can collaborate on the same platform.
5. Mobility: More and more enterprises have realized mobile offices, so good meeting management software should support multiple devices and have good mobility adaptation.
6. Security and privacy protection function: With the acceleration of the digitization process, information security is the top priority of enterprises. Good meeting management software should have good security and privacy protection mechanisms.
Good meeting management software should be able to schedule meetings and manage agendas, video and audio conferencing capabilities, data collection and analysis capabilities, document sharing and team collaboration capabilities, and mobility, security, and privacy protection mechanisms.
11 Suggested Meeting Management Software
Here are 11 meeting management software that are relatively good. The ranking is not in any particular order as each software has its own unique features, and different companies have their own standards for choosing management software. Therefore, there is no "best" software, the only software that is suitable for your needs.
1. ClickUp
ClickUp is a software designed to increase productivity and manage tasks, projects, and workflows effectively for both individuals and teams.. It offers a wide range of features, including project management tools, to-do lists, calendars, time tracking, and collaboration tools to help teams stay organized and focused on their work. One of the critical features of ClickUp is its customizable interface, which allows teams fit into the platform to their specific needs and workflows. ClickUp also offers integration with other tools, such as Google Drive, Trello, and Slack, allowing teams to create a robust ecosystem of tools to streamline their work. It provides various pricing options, including a free plan that includes unlimited tasks and users, making it accessible to teams of all sizes and budgets.
Pros:
1. Versatility: ClickUp allows users to create various tasks and set different task statuses, as well as support document management, team collaboration, time tracking, and other functions, which can meet the needs of different teams.
2. Scalability: ClickUp can be integrated with other software, such as Google Docs, Slack, Trello, etc., which expands the functions of ClickUp and makes it more flexible.
3. User-friendly: ClickUp's interface design is simple, intuitive, and easy to use. At the same time, it also provides comprehensive help documents and video tutorials to help users better understand and use the software.
4. Flexibility: ClickUp can be flexibly configured according to needs, such as task classification, description, priority, and customized task status.
Cons:
1. Steep learning curve: For some users, ClickUp's learning curve may be steep, and it may take some time to become familiar with all the functions of the software.
2. Lack of real-time synchronization: Although ClickUp can be integrated with other software, it lacks real-time synchronization, which may require a manual refresh of the page or waiting for a certain period to see the latest task status and other information.
3. It may be too complex: Some users may find ClickUp software too complicated and unsuitable for personal use or small team scenarios.
Although ClickUp has some issues with learning difficulties, synchronization speed, etc., the software still needs to be a more useful task management and team collaboration tool. It has many customizable and scalable features and is a good choice for teams who want to manage and organize tasks.
2. Range
Range is a software designed for team collaboration and productivity. Its main purpose is to help teams improve communication, collaboration, and task allocation, with the goal of increasing efficiency and completing projects faster. The software offers many features, such as calendars, task management, goal tracking, and meeting summaries, so that team members can better understand tasks and projects and set goals. In addition, Range also has intelligent analysis functions that can provide insights into time usage and work methods for the team.
Pros:
1. Improve team productivity and efficiency: Range software's calendar, task management, goal tracking and other functions can help teams better manage tasks and projects, and make team members more clear about work priorities and goals, thereby improving productivity and efficiency.
2. Promote task and goal clarity: Through Range software, team members can better define tasks and goals, and track and manage them throughout the work cycle, thereby reducing the possibility of work omissions and errors.
3. Optimize work methods and time utilization: Range software provides some analysis tools, which can help team members better understand the use of time and work patterns, and provide improvement suggestions to optimize work methods and time utilization.
4. Improve team communication and collaboration: Range software also has some discussion and meeting summary functions, which can help team members communicate and collaborate better.
Cons:
1. High learning curve: Some of Range software's features require certain technical capabilities, and for some non-technical personnel, there may be a learning curve.
2. Some functions are too complex: Some of Range software's features may be too complex, and for some individuals or small teams, these functions may be too redundant.
3. High cost: Range's price is relatively high, which may not be the best choice for some small teams or budget-constrained users.
3. Calendly
Calendly is a scheduling software that simplifies the process of arranging meetings and appointments by eliminating the need for back-and-forth email correspondence to find a mutually convenient time. It enables users to create personalized event types, share their availability, and invite others to book a meeting based on their schedule.
Calendly syncs with the user's existing calendars, such as Google Calendar, Outlook, or iCloud, to ensure that they don't get double-booked. Users can set up reminders, automatic confirmations, and notifications to keep everyone on track.
Pros:
1. Convenient meeting scheduling: Calendly's appointment function is very convenient. Users only need a few steps to set their available time, receive booking notifications, and arrange schedules. It also allows multiple people to access the calendar.
2. No need to ask for available time repeatedly: Calendly can directly link with the user's calendar, allowing the other party to book available time, avoiding the trouble of asking for available time repeatedly in emails or text messages.
3. Customizability: Calendly allows users to customize their appointment settings and arrangements according to their needs and preferences.
Cons:
1. Limited functions in the free version: Calendly's free version has limitations on the number of times and people that can be scheduled, and users need to upgrade to the premium version to access more functions.
2. Dependency on third-party calendar applications: Calendly relies on other calendar applications (such as Google Calendar), which may involve some privacy and security issues.
3. High learning curve: There is a certain learning curve when using Calendly, so users need to undergo certain training and learning.
Overall, Calendly is a very convenient online appointment and schedule management software. Its convenient appointment function and customizability can help users coordinate various meetings and schedules better. However, its free version has limited functions, relies on third-party calendar applications, and requires users to learn and understand certain technical knowledge.
4. Vowel
The Vowel is a cloud-based unified communication and collaboration platform that combines voice, video, messaging, and screen-sharing capabilities into one application. Vowel is designed to help remote teams communicate more effectively and efficiently. It provides tools for hosting and joining virtual meetings, managing contacts, creating and sharing content, and integrating with other collaboration tools. Vowel offers features such as real-time transcription, noise suppression, and virtual background, which enhance the meeting experience and minimize disruptions. It also provides analytics and insights that help organizations optimize their communication strategies and identify areas for improvement.
Pros:
1. High-quality video and audio: Vowel software provides high-quality video and audio connections and a real-time screen-sharing function, which can facilitate more effective collaboration between teams.
2. Stability and reliability: Vowel software's servers are deployed in reliable clouds, ensuring stable connections during meetings.
3. Powerful team collaboration features: Vowel software provides powerful collaboration features, including file sharing, voice subtitles, and group chat to help teams collaborate better.
4. Security and privacy protection: Vowel software provides secure encrypted transmission and complies with a series of privacy regulations to protect user privacy.
Cons:
1. Slight learning curve: For users first using Vowel software, the learning curve may be steep, and it may take some time to get familiar with how to use it.
2. More features require payment: Some advanced features require additional payment to use.
3. Network environment may affect reliability: Although Vowel software is reliable, some users may be affected when using it in poor network conditions.
Vowel is a powerful video conferencing and remote collaboration tool that provides high-quality video and audio connections, powerful team collaboration features, and security and privacy protection. However, for users first using the software, the learning curve may be steep, some advanced features require payment, and reliability may be affected in poor network environments.
5. Fellow
Fellow is a cloud-based platform for meeting management and collaborative action items. It is designed to help teams optimize their meetings by providing tools for agenda creation and tracking, note-taking, action item management, and follow-up. Fellow allows users to create meeting templates and assign action items to specific team members, ensuring everyone is aligned and accountable. It integrates with popular calendaring applications such as Google Calendar, ensuring that meeting schedules are organized, and people are available.
Pros:
1. Manage team tasks: Fellow software can help users manage team tasks, assign tasks to specific members, track progress, and set task priorities.
2. Organize team calendars: Fellow software can help users organize team calendars, schedule meetings, discussions, and other events and share and manage them.
3. Statistical analysis of work: Fellow software can statistically analyze task completion, provide critical indicators to users, and help teams make better decisions.
4. Emphasize team collaboration: Fellow software emphasizes team collaboration, promoting better communication and collaboration and improving team cooperation and cohesion through built-in discussion boards and comment systems.
Cons:
1. Limited functionality: Although Fellow software can manage team tasks, calendars, and project progress, these functions may be lacking compared to other team collaboration tools.
2. Complex user interface: The user interface of Fellow software could be more difficult and may take some time to familiarize, especially for new users.
3. Device support required: Fellow software requires some device support, such as computers and mobile phones. If some team members can not use these devices, it may affect the workflow.
Overall, Fellow is software that emphasizes team collaboration, can help users manage team tasks, calendars, and project progress, and improve team collaboration and productivity. However, Fellow's functionality is somewhat limited. The user interface is not very simple and needs device support. It must be evaluated according to the needs and preferences of team members.
6. MeetingKing
MeetingKing is a collaborative meeting management software that helps businesses improve meeting productivity, streamline agendas, and create easily shareable meeting minutes. This software offers a wide range of tools to help teams prepare for meetings, including creating to-do lists, setting meeting agendas, assigning next steps, and scheduling follow-up meetings.
During the meeting, MeetingKing provides a real-time agenda to keep everyone on track and allows participants to add notes and comments. After the meeting, the software automatically generates minutes and action items, which can be easily shared with team members via email or the MeetingKing platform.
MeetingKing also provides analytics that enables team members to track their meeting productivity by analyzing meeting data and identifying areas for further improvement. This tool integrates with other tools like Google Calendar, Outlook, and Dropbox to streamline workflows and boost productivity further.
Pros:
1. Meeting organization: MeetingKing simplifies the organization of meetings. Users can create agendas, record meeting minutes, and assign tasks to better control the meeting process and results.
2. User customization: MeetingKing provides customizable agendas, tasks, participants, and other features. Users can customize the meeting process according to their needs to align with their team's requirements.
3. Cloud storage: All data in MeetingKing is stored in the cloud, allowing users to access and edit meeting content anytime, anywhere, for convenient collaboration among multiple individuals.
4. Email integration: MeetingKing can be integrated with users' emails to send meeting messages and task reminders to their mailbox for easy viewing.
Cons:
1. Steep learning curve: MeetingKing's features are quite complex, and it takes some time to master all of its functions fully.
2. High price: As a paid software, MeetingKing's price is relatively high and unsuitable for small teams or personal use.
3. Limited applicable scenarios: MeetingKing is mainly used for organizing and managing meetings and is not suitable for other projects or task management.
Overall, MeetingKing is a convenient and practical online meeting management tool that can help users organize and manage meetings better and improve team collaboration efficiency. However, due to its high price and limited applicable scenarios, it is mainly suitable for larger enterprises and teams.
7. Lucid Meetings
Lucid Meetings is a web-based meeting management software that eliminates tedious tasks and streamlines workflow during meetings. It provides a variety of tools to help businesses conduct virtual meetings that are structured, purposeful, and productive.
The software is designed to make scheduling and organizing meetings easier, with features such as scheduling automation, customizable templates, and pre-built agendas. During meetings, Lucid Meetings offers screen sharing, real-time note-taking, decision-tracking, and follow-up task assignments to ensure all team members remain on the same page.
Lucid Meetings also provides a library of meeting templates for various types of meetings, such as brainstorming sessions, board meetings, and project kickoffs. The templates serve to guide teams through meetings with pre-set agendas, conversation points, and action items.
Pros:
1. Effective project management features: Lucid Meetings provides many rich tools that allow users to track meetings, projects and tasks easily. It also allows users to integrate meeting agendas, task lists, and files into projects.
2. Powerful visualization features: Lucid Meetings provides many visualization capabilities, such as flowcharts, charts and graphics, which can help users better show the overall status of projects or specific data.
3. Automated management: Lucid Meetings can automatically send reminders, update meeting schedules, and automatically manage and back up meeting records. This can help users reduce repetitive workloads and collaborate better in teams.
Cons:
1. It may take some time to adapt: Lucid Meetings' various features and tools require some time to learn and adapt, which may require users to undergo certain training and learning.
2. Requires payment to use: Lucid Meetings is a paid software that requires users to pay a fee to use all functions.
Overall, Lucid Meetings is an online software tool suitable for team management. It has various intelligent features, powerful visualization effects, and automated management capabilities, which can help users more efficiently and flexibly handle various team projects. However, it requires a certain amount of time and cost to use and may only be suitable for some users.
8. GoRetro
GoRetro is a productivity tool that allows users to type and edit the text in a distraction-free environment that replicates the look and feel of an old-fashioned computer system. This software is designed to help users focus and minimize distractions when writing, coding, or programming. It comes with several features that prevent interruptions, such as the ability to turn off notifications and alerts and a "retro" keyboard that emulates the look and feel of vintage typewriters. GoRetro also provides customizable colour schemes, fonts, and layouts to suit users' preferences. It is available as a desktop application for Windows and MacOS operating systems.
Pros:
1. Promotes team communication: GoRetro provides a new way for teams to directly share their feedback and opinions with each other, promoting communication among team members.
2. Improves expression quality: GoRetro provides a safe environment where team members can freely provide feedback, which helps them better understand each other's expressions, sharing, and collaboration.
3. Convenient for reviewing and organizing: GoRetro helps teams easily and quickly review and organize the collected feedback and track team members' collaboration status.
4. Increases feedback efficiency: GoRetro captures important feedback opinions, provides meaningful feedback solutions, and can handle issues quickly.
Cons:
1. Learning curve: For first-time users of GoRetro, the learning curve may be steep and require some time to learn how to operate the tool.
2. Limitations: The application scope of GoRetro is limited to gathering and organizing feedback and opinions for teams and can not be integrated with other software or tools.
3. Certain limitations in machine learning: Its machine learning function is subject to certain limitations, and some issues may require manual processing.
Overall, GoRetro is a tool that helps collect and manage feedback and opinions, and it helps promote team communication, improve collaboration, and enhance team members' awareness and expression skills. However, for first-time users, the learning curve may be steep. While GoRetro has some machine learning capabilities, its limitations are significant and can not be seamlessly integrated with other software or tools.
9. Coda
Coda is a productivity tool that combines the features of a document editor, spreadsheet, and database. Coda allows users to create and customize documents with unique functionalities like real-time collaboration, project management, and automation. It offers a flexible interface that can be custom made to fit the specific needs of different industries and professionals, making it ideal for engineering, design, marketing, or finance teams. Coda seamlessly integrates with other applications, such as Slack, G Suite, and Zapier, to further expand its functionality.
Pros:
Comprehensive team collaboration: Coda software integrates various functions, including project management, document editing, data management, and collaborative editing, among others, providing teams with a comprehensive collaboration workflow, simplifying processes, and increasing productivity.
Customizable: Coda software can be customized according to the needs of the user's team, allowing users to customize tools, tables, applications, etc., and share them with other users.
Scalability: Coda software can integrate with other applications, such as Google Drive, Trello, Github, etc., providing more use cases.
Easy to use: Coda software has an intuitive user interface that is easy to use, even for users who have not used the software before, with a low learning curve.
Cons:
Basic functionality: Although Coda software integrates many functions, some specific functions may be basic and may not meet the advanced needs of particular teams.
No offline functionality: Coda software is a cloud-based tool that requires a stable network connection to ensure workflow, but the lack of offline functionality may affect the user's experience.
Limited commenting system: Although discussion boards or built-in comment systems can be used for discussion or feedback, the commenting system's functionality still needs to be improved.
Coda software is a promising team collaboration tool that provides a comprehensive team collaboration workflow, customization, and scalability, with a focus on usability. However, due to its relatively basic functionality, limited commenting system, and lack of offline functionality, its suitability needs to be evaluated based on the team's specific needs.
10. Decisions
Decisions is a business process management software that enables organizations to create and manage workflow automation processes and track performance metrics for their critical business processes. It provides a simplified visual interface that streamlines tasks, approvals, and resource allocation across departments, allowing users to easily identify bottlenecks and automate repetitive tasks. With Decisions, businesses can track their progress and performance in real-time, ensuring maximum efficiency and transparency. The software integrates with other business tools, such as CRM, ERP, and ITSM systems, to comprehensively view workflows and performance metrics.
Pros:
1. Supports multiple operating systems: Decisions software can be run on multiple operating systems, including Windows, macOS, iOS, and Android systems. This can meet cross-platform collaboration needs.
2. Complete functions: Decisions software provides all the functions needed for team collaboration, such as meeting recording, task assignment, file sharing, and note-taking.
3. Internal communication within the team: Decisions software provides a secure and private environment as a platform for internal communication and discussion.
4. Easy to use: The designer of Decisions software pays attention to user experience. The tool is simple and clear, and easy to use.
Cons:
1. High cost: The cost of the advanced version of Decisions software is high, which may not be suitable for small teams and individual users. At the same time, the functions of other versions of the software are relatively simple, and its cost-effectiveness still has room for improvement.
2. Progressive learning effects: Decisions software has many functions and features, and the learning curve is progressive. If you need to use advanced functions, you need to learn and understand them in depth.
3. Unclear security issues: Although the software can enable teams and enterprises to share information and files safely, detailed information on its security still needs to be made clear to investigators, and there may be potential security risks.
Overall, Decisions is a complete team collaboration software that can help teams achieve meeting management, project management, and file-sharing functions. The advantages of the software are apparent: it supports multiple operating systems, has a comprehensive feature set, and is easy to use. However, the high cost and relatively long learning curve may be intimidating for some users.
11. Hypercontext
Hypercontext is a team collaboration and productivity software that focuses on streamlining team communication, feedback, and goal-setting processes. This software provides tools to facilitate ongoing team collaboration, including real-time messaging and chat, file sharing, and goal-setting sets that promote transparency and accountability.
Hypercontext also offers a feature called "Feedback Requests," which allows team members to regularly provide and receive feedback within the platform. Through this feature, team members can submit requests for feedback to specific team members, track the feedback given, and respond to feedback received easily.
The software encourages users to set up weekly one-on-one meetings and use templates that include agenda points, conversation starters, and discussion topics, making team meetings more productive.
Pros:
1. Simple workflow: Hypercontext's interface design is straightforward; it can be quickly learned and can better assist users in managing task lists and assigning tasks.
2. Customizable content: Hypercontext allows users to create topics and goals for specific vital issues and customize content for team members based on specific activities, tasks, or meetings.
3. Team collaboration: Hypercontext assists team collaboration and cooperation, enabling team members to understand what tasks each other is processing and how to cooperate to complete tasks.
Cons:
1. Functions may need to be completed: Hypercontext's functions may be relatively few and incomplete compared to other team management tools.
2. Requires online use: Hypercontext is an online tool which requires a stable internet connection to be used normally. In addition, for some specific industries that require security and cannot use software online, Hypercontext cannot meet their needs.
Overall, Hypercontext is a practical tool for team collaboration. Its simple operation and customization capabilities can also help team members collaborate more effectively. However, due to its relatively few functions, Hypercontext is only suitable for some teams and projects.
More Suggested Software
There is other management software that is designed not only used in meeting management but also able to help those businesses increase employees' productivity and simplify their work procedures. Three additional pieces of software have been suggested that would be helpful.
1. Fathom
Fathom is a data analysis and reporting software mainly used in the accounting and finance industries. Its main purpose is to help accountants and business owners understand and analyze their financial data to make better business decisions.
Fathom can integrate with various financial software such as Xero, Quickbooks, and MYOB, making data analysis simpler and more efficient. Fathom users can analyze and compare financial data, prepare budgets, track key performance indicators, and generate reports through an intuitive and user-friendly interface. Users can customize charts, tables, and pivot tables as needed to help them better understand their financial situation and make better business decisions.Fathom's target customers are mainly small businesses, accounting firms, and financial teams. It is considered an ideal tool to help these organizations better manage their financial data and generate relevant reports. Its goal is to provide users with an easy-to-use platform so they can better understand their business, control their financial situation, and make more informed business decisions.
2. Hirebook
Hirebook is a team management and performance evaluation software mainly used by teams in various industries, including emerging businesses, small to medium-sized enterprises, and large enterprises. Its purpose is to help teams collaborate and manage better and improve employee work efficiency and performance.
Hirebook provides a range of tools and features such as goal tracking, progress tracking, task assignments, feedback communication, and self-assessments. These tools can help teams understand their work goals and progress, track task completion, and provide real-time feedback and communication. Additionally, through Hirebook, employees can better understand their work performance and conduct self-assessments to improve their work efficiency.
Hirebook's target customers are primarily enterprises that need help with improving team collaboration and employee work performance. It provides an easy-to-use platform to facilitate team collaboration and communication, thereby increasing overall work efficiency and performance. Whether it is a startup or a large enterprise, Hirebook can provide them with an easy-to-use and scalable team management solution and help them achieve better business results.
3. Diligent Boards
Diligent Boards software is a SAAS platform used for online board management and collaboration, suitable for board members and executives from various industries. It is a highly secure software application that provides a centralized platform where all board information can be managed, viewed, and shared in one place.
The main features of Diligent Boards software include:
1. Online board meeting management, including scheduling, agendas, minutes, decisions, and resolutions.
2. Secure and reliable document sharing and management, allowing for access to the latest versions of files and reports anytime, anywhere.
3. Authorization and access control to ensure only authorized personnel can view and edit specific files and information.
4. Compatibility with smartphones and tablets, allowing access to all board information anytime, anywhere.
Diligent Boards software has been widely used in companies and organizations across various industries, including finance, healthcare, energy, non-profit organizations, and government departments. It effectively helps board members and executives of companies and organizations better manage their work and improves decision-making speed, accuracy, and efficiency.
