Best Meeting Management Software
Best meeting management software is Beenote, MeetingBooster, Lucid Meetings, Kapture CRM, Amy, Workkbox Meeting, and Sherpany. Manage all your meetings according to the calendar and schedule or cancel any existing appointments through Best software.



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List of 25 Best Meeting Management Software
Contenders | 2025
Product Description
WEVE is a video conferencing platform that hosts virtual events & fun experiences, improving company culture, engagement, and productivity. Read More About Weve
Weve Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Breakout Rooms
- Chat
- Polls And Surveys
- Custom Meeting Ids
- Meeting Scheduling
- Hd Video
- Live Streaming
- Host Controls
- View all Features
Weve Features and Usability-Based User Satisfaction Score
Software by Beenote
Product Description
Beenote is considered pioneering software in the board meeting software category. The board of directors’ software has proved its worthiness by making your board meetings more constructive and accurate. Its efficient at handling all its functions with smoothness. Read More About Beenote
Beenote Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Task Management
- Meeting Templates
- Meeting Scheduling
- Multi Language Support
- Integration With Calendar
- Meeting Minutes
- Customizable Workflows
- Role Based Permissions
- View all Features
Software by Matchware A/S
Product Description
MeetingBooster is your ultimate tool for efficient and productive meetings. Streamline agendas, track action items, and ensure follow-ups with ease. Enhance collaboration and keep your team on the same page, making every meeting count. Try MeetingBooster today! Read More About MeetingBooster
MeetingBooster Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Attendance Tracking
- Meeting Templates
- Real Time Collaboration
- Role Based Permissions
- Time Tracking
- Document Management
- Searchable Archives
- Calendar Integration
- View all Features
Software by Lucid Meetings
Product Description
Lucid Meetings is a company dedicated to enhancing meeting productivity through innovative systems and expert guidance. They collaborate globally to transform insights into actionable strategies for effective team collaboration. Read More About Lucid Meetings
Lucid Meetings Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Action Item Tracking
- Integration With Email
- Attendance Tracking
- Voting Management
- Minutes Management
- Real Time Editing
- Notifications
- Calendar Management
- View all Features
Contenders | 2025
OnBoard: Top-Ranked Software for Secure, Productiv
Product Description
Trusted by over 6,000 organizations worldwide, OnBoard offers features like agenda building and collaboration, shared annotation, board assessments, secure messaging, voting & approvals, D&O questionnaires, meeting analytics, minutes builder, skills tracking, and video. Read More About OnBoard Board Management Software
OnBoard Board Management Software Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Mobile Access
- User Management
- Board Meeting Calendar
- Minutes Management
- Meeting Scheduling
- Notifications And Alerts
- Annotations
- Compliance Management
- View all Features
Essential (Contact OnBoard for Custom Pricing)
$ 0
User/Month
Premium (Contact OnBoard for Custom Pricing)
$ 0
User/Month
Ultimate (Contact OnBoard for Custom Pricing)
$ 0
User/Month
OnBoard Board Management Software Features and Usability-Based User Satisfaction Score
Software by X.ai
Product Description
Amy is an innovative AI assistant designed to streamline your daily tasks, enhance productivity, and provide personalized support. With advanced natural language processing, Amy seamlessly integrates into your workflow, making it easier to manage schedules, emails, and reminders efficiently. Read More About Amy
Amy Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Email Notifications
- Customizable Booking Pages
- Payment Processing
- Multi Language Support
- Automated Scheduling
- Client Management
- Mobile Access
- Time Zone Detection
- View all Features
Individual
$ 8
Per Month
Team
$ 12
Per Month
Enterprise
$ 24
Per Month
Emergents | 2025
Product Description
Online catering management software from Planning Pod lets you manage menus, banquet event orders, clients and leads, staffing, rentals, production sheets, event rooms/space, and much more. Read More About Planning Pod
Planning Pod Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Event Website Builder
- Floor Plan Designer
- Guest List Management
- Task Management
- Reporting And Analytics
- Budget Management
- Surveys And Polls
- Event Dashboard
- View all Features
THE ONE
$ 10
Per Month
THE FIVE
$ 20
Per Month
THE TEN
$ 30
Onetime
Planning Pod Features and Usability-Based User Satisfaction Score
Emergents | 2025
A smarter Work place for smarter people by WorrkBo
Product Description
WorkBox-Meeting basically removes the trouble of scheduling a meeting and booking a place for the meeting. It enables the user to easily find and book a place and time for the meeting according to his/her schedule. Read More About WorrkBox Meeting
WorrkBox Meeting Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Security And Permissions
- Audio Conferencing Integration
- Mobile Access
- Meeting Recording
- Meeting Scheduling
- Video Conferencing Integration
- Meeting Notes
- Agenda Creation
- View all Features
SMART ROOM
$ 6
Per Month
WorrkBox Meeting Features and Usability-Based User Satisfaction Score
Category Champions | 2025
Product Description
We provide video Interview as a Service (IaaS) & video interview platforms. We offer a dedicated platform of freelance expert interviewers to scrutinize hiring needs and ensure that candidates are judged correctly. Read More About InCruiter
InCruiter Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Multi Language Support
- Automated Reminders
- User Friendly Interface
- Collaborative Evaluation
- Customizable Interview Templates
- Interview Scheduling
- Interview Notes
- Interview Analytics
- View all Features
InCruiter Features and Usability-Based User Satisfaction Score
Emergents | 2025
Product Description
Complete Board Meeting Solution with video conference features for business, strategy, and board meetings. It frees your board members from the papers of board meeting discussions with significant responsibilities. Read More About Volody Board Meeting
Volody Board Meeting Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- E Signatures
- Voting And Polling
- Agenda Management
- Role Based Permissions
- Attendance Tracking
- Minutes Of Meeting
- Calendar Integration
- Collaboration Tools
- View all Features
Annual Subscription
$ 8000
Per Enterprise
Volody Board Meeting Features and Usability-Based User Satisfaction Score
Software by Sherpany
Product Description
Sherpany is a game-changer for board and executive meetings, streamlining decision-making and enhancing collaboration. With secure, easy-to-use features, it saves time and boosts productivity, ensuring your team stays aligned and focused on strategic goals. Read More About Sherpany
Sherpany Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Reporting And Analytics
- Audit Trail
- Agenda Management
- Mobile Access
- Offline Access
- Annotations And Notes
- Collaboration Tools
- Notifications And Alerts
- View all Features
Contenders | 2025
Smartly Manage Boards in One Integrated Platform
Product Description
Convene is a board management software that streamlines the entire meeting process, from arranging documents to post-meeting reviews, to empower directors and administrators. Present in over 100 countries, Convene is available on Windows, Mac, Android, and iOS devices. Read More About Azeus Convene
Azeus Convene Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Meeting Scheduling
- E Signatures
- Secure Messaging
- Meeting Minutes
- Task Management
- Document Management
- User Management
- Customizable Templates
- View all Features
Azeus Convene Features and Usability-Based User Satisfaction Score
Emergents | 2025
Product Description
Transform workspace management effortlessly. Perfect for hybrid offices, coworking spaces, and educational settings, this easy-to-use, localized, and affordable system simplifies booking desks, rooms, and parking. Experience seamless organization in every environment. Read More About Whatspot
Whatspot Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Booking Calendar
- Time Zone Support
- Custom Branding
- Mobile Access
- Room Usage Reports
- User Management
- Integration With Calendar Apps
- Booking Notifications
- View all Features
Free
$ 0
Forever
Premium
$ 2
Per space
Ultimate
$ 3
Per space
Enterprise
$ 149
Per Month
Whatspot Features and Usability-Based User Satisfaction Score
Software by Stratsys
Product Description
Stratsys Meetings is a comprehensive tool designed to streamline and enhance your meeting management process, ensuring efficient collaboration and actionable outcomes. Simplify scheduling, documentation, and follow-ups all in one platform. Read More About Stratsys Meetings
Stratsys Meetings Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Role Based Permissions
- Task Management
- Notifications And Reminders
- Calendar Integration
- Customizable Templates
- Meeting Analytics
- Mobile Access
- Minutes Recording
- View all Features
Category Champions | 2025
Product Description
Apollo.io is a powerful sales engagement platform that streamlines lead generation, automates outreach, and provides actionable insights. Users benefit from its robust CRM integration, advanced analytics, and customizable workflows, enhancing productivity and driving revenue growth effortlessly. Read More About Apollo.io
Apollo.io Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Lead Segmentation
- Email Tracking
- Calendar Integration
- Reporting And Analytics
- Sales Automation
- Lead Capture Forms
- Third Party Integrations
- Data Enrichment
- View all Features
Free
$ 0
Per Month
Basic
$ 59
User/Month, Billed Annually
Professional
$ 99
User/Month, Billed Annually
Organization
$ 149
User/Month, Billed Annually
Apollo.io Features and Usability-Based User Satisfaction Score
Emergents | 2025
Product Description
With centralized communication, streamlined scheduling, seamless integration, and affordable pricing, Boardable is the best board meeting software. It lets you create dynamic templates that empower board members with private note annotations. Read More About Boardable Board Portal
Boardable Board Portal Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Minutes Maker
- Role Based Permissions
- Agenda Builder
- Board Member Directory
- Secure Messaging
- File Sharing
- Polls And Voting
- Task Manager
- View all Features
Starter
$ 49
Month
Small
$ 99
Month
Medium
$ 175
Month
Large
$ 300
Month
Boardable Board Portal Features and Usability-Based User Satisfaction Score
Emergents | 2025
Product Description
Fellow.app is a promising team communication software system that comes with a host of useful features. This robust yet lightweight app centralizes all your action items in a unified task list, thus helping you ensure everyone is on the same page. Read More About Fellow
Fellow Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Activity Logs
- Customizable Workspaces
- Real Time Messaging
- Group Chats
- File Sharing
- Search Functionality
- Threaded Conversations
- Notifications
- View all Features
Free
$ 0
User / Month
Pro
$ 4
User / Month
Fellow Features and Usability-Based User Satisfaction Score
Emergents | 2025
Product Description
Livestorm is the solution for web-conferencing & communication. Its tailored product is for customer training webinars. It is a browser-based solution and supports every device and browser. Also, it facilitates webcasts, live events, and online courses and gets feedback from your audience. Read More About Livestorm
Livestorm Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Breakout Rooms
- On Demand Webinars
- Event Reminders
- Screen Sharing
- File Sharing
- Custom Registration Pages
- Virtual Backgrounds
- Integrations
- View all Features
Starter
$ 109
User/Month/Billed Annually
Company
$ 219
User/Month/Billed Annually
Enterprise
$ 329
User/Month/Billed Annually
Livestorm Features and Usability-Based User Satisfaction Score
Emergents | 2025
Enterprise-ready online agile retrospectives and t
Product Description
TeamRetro is an enterprise-ready, secure online agile retrospective and team health check tool for all agile teams (co-located, hybrid, and remote). It is an intuitive tool with guided techniques that make your meetings worthwhile each and every time. Read More About TeamRetro
TeamRetro Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Integration With Azure Devops
- Integration With Trello
- Action Items
- Facilitation Tools
- Private Notes
- Customizable Workflows
- Integration With Jira
- Export Data
- View all Features
Single Team
$ 25
Per Month
Small Organization
$ 60
Per Month
Large Organization
$ 90
Per Month
TeamRetro Features and Usability-Based User Satisfaction Score
Contenders | 2025
Product Description
Build a voice & text-based custom user interface that you can start using from any device location with Wizergos. This online meeting software is powered by AI and natural language processing. You can have multi-deployment facility. Read More About Wizergos
Wizergos Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Task Management
- Time Tracking
- Chat Integration
- Polls And Surveys
- Project Tracking
- Calendar Integration
- Whiteboard
- Video Conferencing
- View all Features
Wizergos Features and Usability-Based User Satisfaction Score
Contenders | 2025
Product Description
Bookafy Scheduling helps to organize your day and simplify your scheduling processes. It helps you manage meetings, confirmations, send reminders, take payments online, and so on. It supports more than 30 languages. Read More About Bookafy
Bookafy Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Customizable Booking Pages
- Mobile Access
- Calendar Sync
- Two Way Calendar Sync
- Payment Processing
- Time Zone Detection
- Automated Reminders
- Group Scheduling
- View all Features
Free
$ 0
Per Month
Pro
$ 7
User/Month
Enterprise
$ 11
User/Month
Bookafy Features and Usability-Based User Satisfaction Score
Software by SoapBox Innovations
Product Description
SoapBox is a collaborative meeting tool designed to streamline team communication and enhance productivity through shared agendas and actionable insights. It empowers managers to conduct effective one-on-ones, team meetings, and performance reviews effortlessly. Read More About SoapBox
SoapBox Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Task Management
- Customizable Workspaces
- File Sharing
- Admin Controls
- Analytics And Reporting
- Document Collaboration
- Notifications
- User Mentions
- View all Features
Emergents | 2025
Product Description
Manage your meeting rooms based on the schedule, create digital signage for the meeting, and notify teammates about the schedule with a single click using Robin. The meeting room booking software gives you a real-time office map for the right space usage. Read More About Robin Powered
Robin Powered Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Admin Controls
- Wayfinding
- Analytics And Reporting
- Integration With Slack
- Integration With Microsoft Teams
- Calendar Integration
- Customizable Booking Rules
- Room Scheduling
- View all Features
Basic
$ 30
Per Month
Pro
$ 35
Per Month
Robin Powered Features and Usability-Based User Satisfaction Score
Software by Pexip
Product Description
Pexip provides you with a high-quality native platform that can be used to conduct remote web conferences at a low cost. With the help of this web-conferencing platform, you can easily enjoy total interoperability across multiple channels. Read More About Pexip
Pexip Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Participant Management
- Chat
- Mobile Access
- On Demand Webinars
- Multi Language Support
- Analytics
- Webinar Registration
- Automated Reminders
- View all Features
Emergents | 2025
Product Description
Samepage is collaboration software that helps manage projects, share files, communicate faster, and handle documents. Samepage collaboration software is primarily designed to enhance productivity within a group of individuals and, more specifically, within organizations. Read More About Samepage
Samepage Caters to
StartUps
SMBs
Mid-Market
Enterprises
Features
- Team Chat
- Real Time Collaboration
- Activity Logs
- Time Tracking
- Mobile Access
- Task Management
- Automated Reminders
- Reporting And Analytics
- View all Features
Free
$ 0
Month
Pro
$ 8
Month
Samepage Features and Usability-Based User Satisfaction Score
What is Meeting Management Software?
Meeting management software consists of a set of tools that let you organize various stages and components required to run a meeting. It helps organizers and attendees address issues at the right time. Moreover, it lets you build the foundation for the meeting, set agendas, and organize the meeting calendar of your team members.
Common Features of Meeting Management Software
1. Create Tasks and Deadlines for Board Members
Meeting management solutions let you automate the agenda creation process and send it out much before the meeting. In addition, it streamlines the routing of email notifications to staff members who need to approve agenda items and manage backup approvers.
2. Public Portal Functionality
Saving time is one thing every software solution should do. Most meeting management solutions offer a public portal for storing and sharing documents that answer common customer questions and guarantee a good user experience.
3. Complete Security and Access Oversight
Meeting management software lets you share content while providing selective access. For example, you can choose who has access to which documents and set access levels for individual users.
4. Support for Multiple File Types
Content can be in various formats. It can be a PDF, image word file, Excel, or a presentation. Meeting management solutions let you share all content formats and integrate with Google Docs and Microsoft. This lets you import files and share them as and when needed.
5. Integrated Bookmarks
Sometimes your supporting documents and agendas can go up to 100 pages. They may also contain confidential information. But, with so many pages, it can get difficult to highlight a particular section. Meeting management solutions let you include bookmarks and links for easy reference and even customize agenda packet versions.
6. Device-Agnostic Access
Meeting management solutions let participants and board members access meeting content from any device. Moreover, they can easily contribute to the meeting via email, board portal, or use Dropbox.
7. Built-In File Search
You already have thousands of agendas and meeting minutes in your system. Meeting management solutions let you create an organized system that makes it easy to search files. It lets you filter the information using file name, date, time of creation, and the document creator’s name.
8. Insightful Analytics
Meeting management solutions offer analytics and reporting tools that help you understand the information participants need from their leaders.
9. Interactive Board Portal
Meeting management solutions let board members access live meetings remotely. This lets them view the proceedings live and vote from any device. Moreover, the collective voting results are viewable to all remote and live participants for convenience and transparency.
10. Automated Recording Procedures
Meeting management solutions let you record minute meetings and other actions to reduce duplicate processes and free up time and attention during the meeting proceedings.
11. Speaker Management
No one likes to be in long meetings that serve no purpose. To help you keep your meetings on schedule, meeting management solutions come with a countdown timer and an integrated speaker.
12. Live Streaming and On-Demand Video
Live and recorded videos can increase citizen engagement and participation. Meeting management software lets you integrate these functions and allow video segment bookmarking that enhances user experience.
13. Social Integration
Social media is a great platform to reach your target audience and spread the word about your initiatives. Meeting management solutions let you subscribe and receive updates. This, in turn, can help you share updated agendas, videos, and meeting minutes via platforms like Facebook and Twitter.
14. Information Storage
Meeting management solutions let board members imbibe all the essential information. This is possible as it lets them documents, save and refer to key discussions and action items. In addition, most meeting software offer integrated notes and comment functionality that can stimulate further discussions and keep initiatives moving forward.
Benefits of Meeting Management Software
Here are some of the advantages of using meeting management software.
1. Paperless Meetings
Less paper means more storage space and cost savings—a win-win situation for any office. Meeting management solutions let you access a digital pile of documents that you can further share with your attendees. It also lets you conduct meetings and go and ensure no work is hampered and your team is informed at all times.
2. Increased Security
With cybersecurity becoming a key issue, businesses may fear documents and other confidential data being misplaced. However, meeting management solutions can add the necessary security measures to avoid data breaches while making the data accessible to employees and stakeholders.
Some vendors even provide auto-purge features. This means you can wipe out data from a device if it’s stolen, lost or unauthorized attempts are made to access information.
3. Improved Collaboration
Efficient meetings are engaging and encourage participants to get involved. It can be a great learning experience for newcomers and existing employees. Meeting management software lets you add value via video demonstrations, presentations, and whiteboards to work through process issues. You can even ask participants to use in-built “sticky note” features to jot down their thoughts and ideas and achieve results faster.
4. Synchronised Information and Real-time Updates
Meeting management solutions keep everyone in the loop when any changes or updates are done. This ensures that participants always have access to real-time information and version control is well-managed. It will save you precious time that you spent working on tasks only to find out half of them are no longer required to be completed.
5. Simplified Note Taking
If you have ever volunteered to write minutes of the meeting, you will be familiar with the scenario where you wrote down something, only to later have no idea what it meant. Well, it can be easy to miss out on details and forget why you note something. By the time you sit down to write notes, the entire context is gone. Meeting management software provides you with automated note-taking functionality. This ensures that nothing is missed out, and you get comprehensive minutes for each meeting that can be shared and archived.
6. Improved Participation
Conference management software ensures that participants at the opposite ends of the city can collaborate easily. Since everyone can communicate like they are in the same room, you can save time, money and ensure progress despite busy schedules. Moreover, rather than spending time briefing individuals, you can make sure that your entire team is on the same page with meeting management solutions.
Top 5 Meeting Management Software Trends
Here are some of the trends that will impact meeting management solutions in the years to come.
1. Deep Attendee Personalization
Personalizing attendee experience is essential to increase overall satisfaction and get a good return on investment. More meeting platforms will adapt methods to do so and enhance customer experience. Some of these include:
Creating customized registration paths and defining attendee types
- Use a mobile event app and send personalized push notifications and session recommendations
- Personalize every aspect of your event management technology with your brand to create a seamless experience for your participants
- Offer customized registration and website templates to save your planners time, and ensure your website can easily be navigated by attendees
2. Onsite Data Collection Technology
Event data is an excellent source of knowledge to understand and work on improving future sessions. But, real-time data is even better as this represents attendees’ behaviors and has important sales and marketing functions. More meeting management solutions will use onsite data collection technology to enhance user experience in the coming years. Furthermore, there will be an increase in customized event tools for attendee tracking user in-door positioning and laser technologies.
3. Facial Recognition Technology
Facial recognition technology is a biometric solution that stores an individual’s facial features. It allows the software to identify a person in digital images or a live video. In short, it works just like your digital fingerprint and can be used to categorize you based on your age, gender, ethnicity, or behavior. As facial recognition technology has become a part of people’s everyday lives, expect this at meetings and events. In the future, more organizers will integrate this facility into their existing meeting management solutions. This will offer them greater session access control.
4. Machine Learning & AI
Future meeting management solutions will use artificial intelligence and machine learning (ML) to make recommendations to attendees. This will be based on their demographic data points, their behaviors, preferences, and their activities. In addition to providing attendees with accurate activity, session, and accommodation recommendations, AI and ML will also make recommendations to meeting and event planners. This will help them figure out the right attendee mixes, optimize their events, and guarantee customer satisfaction.
5. Data Consolidation
Modern meeting management software are now looking forward to providing a consolidated data platform. This will let them measure event data and forecast future trends. This will further facilitate the use of machine learning and AI and democratize data which will be beneficial for all stakeholders.
How Can Meeting Management Software Be Helpful To A General Employee?
Here is how a meeting management solution can benefit a general employee.
1. Increased Engagement and Collaboration
When led well, meetings offer each person an opportunity to provide input and participate. Meeting management solutions let facilitators focus on asking questions and guiding the conversation. This lets employees understand the discussion and the fact that their ideas are valued. Moreover, it can also lead to collaborative brainstorming sessions that let you conceive new ideas and creative solutions.
2. Increased Accountability
A good leader is skilled at creating an environment in which everybody feels that their contribution is valued. It helps participants feel at ease and take up more work, as they know that every task impacts the project as a whole. Moreover, committing to a task in a meeting is better than saying yes via email or in a one-on-one situation. This is because individuals feel more accountable to the group and are more motivated to complete their tasks. Furthermore, capturing responsibilities and action items in the meeting also increases personal accountability as team members can easily review the task assignments in the meeting notes.
3. Shared Sense of Purpose
Meeting management solutions let you share the agenda of the discussion with your in-house and remote team. It lets you keep the session aligned with the team's goals and provide everyone a sense of purpose. This is because everyone understands why the meeting was held and why they have been included.
4. Opportunities for Personal Growth
A good meeting creates opportunities for each individual to develop their skills. It is a great way to refine their leadership skills, practice effective communication techniques, and motivate them to fulfill their commitments. This is because participants witness the benefit of discussions and make an effort to emulate the skills and behaviors modeled by the leader. Meetings are a great place to urge participants to challenge themselves and try something new. When tasks are being discussed and assigned, participants can freely volunteer and take on work that interests them most. Even if they have limited experience or knowledge, being in a group will make them feel supported and quickly develop that skill.
Things to Consider Before Buying Meeting Management Software
Each organization has different requirements, but there are core features you will need to look for in any portal. Here are some steps you should take to narrow down your options so that you can take your board and shareholder meetings online partially or fully.
1. Check the Security Features
Security is of utmost importance in meeting management software. So, you must check the credentials of any portal you are planning to use. Moreover, you must ensure that the solution offers encryption facilities and adheres to international security and compliance standards. The more secure the portal, the more sure you will be when you share sensitive material through it. Does the portal offer any other security features? One to look for is the ability to store content and notes remotely on members’ devices.
Suppose, if a stakeholder loses their device or it is stolen, data stored in the device can be leaked. This is a major security breach, and your chosen solution needs to manage information centrally. So, there is no chance of information leak.
2. Document Creation Process
Creating documents for a meeting board book is not a single person’s job. To manage the workflow and write the papers seamlessly, your chosen meeting management solution must be able to assign tasks. Moreover, it should let you add due dates and collaborate within the portal to edit the documents. This will let you track the progress of the documents within a single platform, rather than switching between applications.
3. Information Access
While it may seem obvious, the perfect meeting management software must provide easy access to the information that your meeting attendees require. Moreover, it should eliminate the use of paper-based systems and provide something which is clean, organized, and intuitive. Therefore, consider the following things before you finalize a meeting management software.
A. Ability to Search
Board members should be able to search the needed documents easily and enjoy easy navigation.
B. Multiple Device Functionality
The best conference management systems offer access across desktop, tablet, and mobile. If your chosen solution is desktop-based, it is likely to impact attendance at your meetings.
C.Offline Access
Another important thing to look into is whether users can access information both online and offline. It can become difficult to prepare for the meeting if they do not have access to 4G or Wi-Fi.
4. Ease of Collaboration
A meeting management software offering easy collaboration between stakeholders, clients, and team members is the best for your organization. In a paper-led approach, attendees face a tough time explaining their issues, comments, and questions. For this, you can choose a cloud-based meeting management solution. It will let you see everyone’s comments as they leave them. In this, you will be able to discuss administrational issues and make adjustments before the meeting begins. Thus, saving you time during the event.
Moreover, it will also help attendees bring up issues and backup points by sharing the exact passages in question. As a result, everyone is on the same page, and you can have a fruitful discussion.
5. Calendar Functionality
Another feature your meeting management solution must have is the ability to update and share calendars within the portal. This will allow you to schedule meetings and other events. Moreover, it lets you gauge the schedules of your team members. Lastly, it lets you make quick decisions and get RSVPs from your members.
6. Video Conferencing Functionality
To easily identify people who are a part of your meeting, the ability to see who is active in the session is important. On a conference call, it is possible that you could lose and not realize it. So, video conferencing can be extremely useful for transparency. Moreover, being able to see each other makes attendees feel more involved. Additionally, there will be fewer issues with people cutting each other in between as you will get visual cues when someone is about to speak.
Most meeting management solutions let you implement a raised hand system. This will help you give everyone an opportunity to contribute. On a virtual call, it is not always clear who is speaking. So, the ability to see the contributors is a real benefit of video conferencing.
7. Governance Features
When running virtual meetings, it is important that you can complete the necessary governance procedures online. You must choose a solution that offers risk management modules.
An important aspect is that your chosen solution lets you issue eSignatures and approvals through the platform. Moreover, it should also let you provide a list of people who approved the document, related instructions, and dates. Finally, you should also look for handy features that let you give out reminders or notifications to let people when they need to sign a document.
8. Existing Vs New System
Before you finally purchase a meeting management software, ask yourself if it is a better option than your current situation. Moreover, you should ensure that the vendor provides adequate training and support modules. Additionally, customer support is one thing you must look for. Live chat, email, and phone support are a must.