Meeting Management Software: How it Works and The Different Products in the Suite Photo from unsplash

Originally Posted On: Meeting Management Software: How it Works and The Different Products in the Suite  – TechUseful


It is a news-reported fact that professionals lose on average, 31 hours per month to unproductive meetings. This equates to four working days every month, and if you take into consideration the compensation factor of these experts, the expense related loss is outstanding.

As a consequence of the various, often non-formalised meetings this also means there is a need to create additional meeting minutes, agendas, documents and different kinds of information.

The absence of good procedures, templates and documenting standards creates an additional burden on the time and cost of these potentially unrequired meetings. To try and improve the efficiency of these meetings, organizations are turning to meeting management software as a solution.

Meeting management software helps with arranging and directing group meetings to guarantee they are productive and centered.

Clients have influenced our solutions to build software that effectively organizes meetings with planning functionality incorporated with scheduled programming for ensured visibility.

Meeting management software also provides tools like agenda creators, minutes recorders, and decision trackers that work together to ensure meetings are structured and efficient.

How does it work?

In most industries as requirements steadily change, new technologies are developed to meet new expectations of what it means to be an efficient and effective business especially when running meetings.

Meeting Management systems, Resource Scheduling applications, Meeting Room Booking systems, and Workplace Management systems; each has a place in the planning, executing and following up of meetings in a corporate setting.

Meeting Decisions Meeting Management Solution enables business to plan and implement the different phases associated with running a successful meeting.

Meetings can be clearly split into 3 distinct phases; before the meeting, during the meeting, and after the meeting. Meeting Decisions software helps clients to complete the tasks that make up the 3 phases.

1. Prior to The Meeting 

There is a lot that needs to happen in preparation for your meeting. During this phase all the details and documents need to be clearly established for the actual meeting to be successful. This includes:

  • Scheduling the meeting

Identifying the best time to hold your meeting and sending invites to your attendees. You can track the attendees as they accept or decline your meeting.

  • Building the Agenda 

Create a detailed agenda from scratch or by re-using a template from a previous meeting. This can be done through Google Docs, Microsoft Word or Meeting Agenda Software integrations.

  • Assigning Pre-meeting Tasks 

Assign tasks to attendees prior to the meeting and track the completion of those tasks. Participants who have been assigned tasks are quickly informed and once they have been completed their colleagues get update notifications and message pop-ups of the updated statuses.

  • Distributing the Agenda 

Once the attendees have been agreed and the agenda has been finalised the agenda needs to be distributed to the attendees.

2. During the Meeting 

At this stage it is where a genuine meeting happens. This stage needs to be managed and documented for future reference. The different components of this stage include:

  • Managing Attendance 

It is important to keep track of who has been invited, who has accepted and who has attended the meeting.

  • Discussing the Agenda Topics 

This is the main event where the structure of the meeting, as outlined in the agenda is followed.

  • Taking meeting minutes 

Keeping track of the discussions as outlined in the agenda is crucial. Meeting minutes need to be taken for the business and the participants reference.

  • Decision making 

While discussing the agenda topics, if any decisions have been made these need to be tracked and logged for future action.

  • Assigning tasks 

Keeping track of tasks that have been identified and allocated is important.

3. After the Meeting 

This stage includes the creation, distribution and archiving of the meeting minutes’ and supporting documentation. It is comprised of the following:

  • Consolidating meeting notes 

Collating all the meeting notes into one centralised document for easy distribution.

  • Creating the meeting minutes report 

Once the notes have been collated the meeting minutes can be reviewed and edited to incorporate all the actions and decisions identified throughout the meeting.

  • Distributing the meeting minutes 

Meeting minutes and any supporting documents need to be distributed to everyone on the attendee list

  • Following up on tasks

Identified actions can be followed up

  • Archiving the meeting minutes 

Meeting records are filed for future reference.

The Types of Meeting Management Softwares

Meeting management software has been instrumental in assisting organisations to  accomplish productive and efficient meetings inside a practical methodology.

Nonetheless, managing meetings is a challenge due to the large number of moving parts and ever changing deliverables.

The right tools can help you create and run successful, productive meetings so business can improve performance, control costs and streamline the process.

We have pulled together an overview of the best meeting management software that you will want to take a look at. Here are some tools that will completely change the way your business runs its meetings:

1. Decisions Meeting Management Software

This software is probably the best one to use for coordinating your meetings. It allows you to plan meeting agendas collaboratively by creating a  shared meeting agenda and edit notes simultaneously.

It has a built-in meeting agenda feature that helps with meeting preparation and allows for document sharing without the need for downloads.

Once the meeting is over, you can send the meeting notes to all attendees to ensure everyone is on the same page. This software also allows you to delegate action items by fostering accountability by following up on the takeaways that come out of every meeting.

Most importantly, it is the best product to request and respond to meeting feedback to measure the effectiveness of your meetings by asking your employees for their thoughts.

2. nTask

nTask is an emerging task management software that smoothes out meetings with ongoing neighboring activities like end-to-end project management, team management as well as risks and issue management.

With nTask you can schedule meetings containing a clear concise agenda, link to an assignment, follow-up activities, and decisions. nTask integrates with various systems including iOS and Android. When the meeting has been booked, the coordinator can oversee the activities and meeting material the participants alter or make changes to.

3. HubSpot Meetings

HubSpot’s meeting scheduling tool is only a simple scheduler and calendar app which will notify you about upcoming meetings. It provides users with a personalized booking they can share through email to welcome attendees to see their accessibility and booking time. At the point when somebody plans a meeting, it will consequently be added to your schedule and pushed to the CRM.

The Meetings device coordinates with both your schedule (Google Calendar, Outlook) and HubSpot CRM (free always), so setting up meetings with clients, prospects, or leads is an easy interaction.

4. Cisco WebEx

WebEx, acquired by Cisco in 2007, is an enterprise top choice! Known generally for its noteworthy video conferencing, and voice calling services, organizations of all sizes discover it very strong for community purposes.

The WebEx Meeting Center is a built-in tool in the software that allows users to schedule and host meetings ahead of time. The Advanced Scheduler allows you to set an email update for the meeting and select its recurrence period. An extra notification can be set up using the ‘Call Me’ function. This will send an update to your telephone before the meeting is going to occur.

Final Verdict on Meeting Management Softwares

Each meeting management software has its benefits and will have a combination of solid highlights and some helpless ones. However, that is OK, since each meeting has its own unique necessities that are exceptional to their own business.

The right meeting management tool can help you hold meetings that convey what you need. They tackle innovation to address your greatest web conferencing headaches and stop inefficient meetings in their tracks.

The overall best tool for managing, planning, and executing meetings is Meeting Decisions. With its well thought out UI and its comprehensive features, it can deal with even the greatest of organizations.

Check and see which of the meeting management software from our rundown meets all your meeting requirements.