Meetings are a necessary evil in most businesses. They can be long, tedious, and sometimes unproductive.
However, they can also be a great way to get everyone on the same page and move forward with a project.
Meeting management software may be the answer if you’re looking for ways to streamline your meetings and make them more productive.
Meeting software can help you track meeting attendees, agenda items, and action items.
It can also help you create meeting minutes and follow up with meeting participants after the fact.
This blog post discusses 11 of the best meeting management software options available today.
Let’s dive in!
What is the best meeting management software?
Here are our best picks of the top meeting management platforms to help you streamline your meetings.
Calendly is meeting management software that helps you schedule meetings professionally and efficiently.
With Zoom, Salesforce, Google, Microsoft, Slack, and Zapier integrations, Calendly offers flexible, customizable meeting scheduling for teams of all sizes.
Their enterprise-grade security and compliance features make Calendly the ideal meeting solution for businesses of all types.
Simple to use and easy to learn, Calendly is the perfect meeting solution for busy professionals who must stay on top of their meeting schedules.
Whether you’re scheduling one-on-one meetings or large team conferences, Calendly makes it easy to stay organized and efficient.
Key features of Calendly.
- Automatic assignment: When you create a meeting, Calendly automatically assigns it to the appropriate meeting host.
- Instant connections: With integrations in Zoom, Salesforce, Google, Microsoft, Slack, Zapier, and more, you can connect Calendly to the tools you use every day.
- Alerts and Notifications: Receive meeting reminders and notifications so you never miss a meeting.
- Event Management: Schedule, reschedule, or cancel meeting events easily.
- Appointment Scheduling: Schedule appointments with clients, customers, or patients from your Calendly account.
- Time Zone Detection: Calendly automatically detects and adjusts for time zones so that you can easily schedule meetings.
- Multiple Calendar integration: Connect Calendly to various calendars to keep your meeting schedule organized.
- Collaboration Tools: With features like meeting notes and recordings, you can collaborate with team members before, during, and after meetings.
Calendly offers free, and 3 premium plans with a 14-day free trial; no credit card is required. These are the plans Calendly offers:
- Basic: free.
- Premium: $8 per user per month (billed annually), or $10 per user, per month (billed monthly).
- Pro: $12 per user per month (billed annually), or $15 per user, per month (billed monthly).
- Enterprise: Contact the Calendly sales team for a quote.
ClickUp is a meeting management software that allows teams to collaborate and work more effectively.
With features like Docs, Reminders, Goals, Calendars, Chat, scheduling, assigned comments, custom views, and more, ClickUp makes it easy for teams of all types and sizes to deliver work more efficiently and boost productivity.
With millions of users and over 200,000 teams at companies like Samsung, IBM, Twitter, Uber, and Ubisoft, ClickUp is quickly becoming the go-to meeting management software for businesses of all sizes.
And it’s no wonder why – with its comprehensive suite of features and ease of use, ClickUp is the perfect tool for keeping meetings organized and productive.
So, if you’re looking for meeting management software to help your team work better together, ClickUp is the perfect solution.
Key features of ClickUp.
- Workflow Automation: You can easily manage and track work progress with features like task dependencies, due dates, and notifications; you can ensure that work is always on track.
- Assignment and Creation Management: Assign tasks to team members, set meeting agendas, and create meeting minutes.
- Activity Feed: See what’s happening in real-time, so you’re always up to date on the latest changes.
- Progress Tracking: Track work progress with features like burndown charts, task lists, and Kanban boards.
- Task Prioritization: Prioritize tasks with features like labels, custom views, and task dependencies.
- Team Collaboration: Work together more effectively with features like team chat, mentions, and comments.
- Approval Process Control: Manage the approval process with features like approvals, signoffs, and document management.
- Support for Agile Methodology: ClickUp offers support for agile methodology with features like sprints, backlogs, and Kanban boards.
Free: $0 free forever with features like:
- 100MB storage
- Unlimited Tasks
- Unlimited Users
Unlimited: $5 a user per month billed annually or $9 per user/ month billed monthly with:
- Unlimited Storage
- Unlimited Views
- Unlimited Integrations
- Unlimited Reporting
- Guests and Permissions
- Goals – Portfolios
- Custom Fields
- Send and receive emails
- 1,000 Automations/month
- View today’s activity on Pulse (live overview)
Business: $9 user/month billed annually, or $19 user/month billed monthly with:
- All Features of Unlimited plus,
- Custom Exporting
- Unlimited Teams
- Advanced Public Sharing and 24/7 Support
Enterprise: Contact the team for pricing.
- The Enterprise team is for large teams with all the business plus plan features and more.
Slack may be just the tool you need if you’ve struggled to track a large team’s meeting minutes or discussion points.
The platform is a group messaging or team collaboration app that aims to simplify communication for businesses.
The product is free to use and has paid plans with more features and greater controls.
Slack provides real-time messaging through calls and chats, a searchable record of all your files and conversations, and integrations with tools such as MailChimp, Dropbox, and Google.
Most conversations in Slack are organized into public channels that anyone on your team can join.
You can also create private channels for more sensitive discussions.
In addition, Slack offers direct messaging for one-on-one conversations.
With these features, Slack aims to simplify communication and streamline meeting management.
Key features of Slack.
- Chat and Messaging: Provides instant messaging, and you can easily search for specific messages, conversations, or files.
- Visual Planning Tools: A drag-and-drop interface makes it easy to plan projects and track tasks visually.
- Audio and Video Conferencing: You can make audio and video calls directly from Slack.
- Commenting and Notes: Enables you to leave comments or notes on specific messages, files, or tasks.
- Internal Knowledge Base: A searchable database of all your team’s knowledge and conversations.
- File Sharing and Management: Let you easily share files and track who has access to them.
- Web and Mobile Application: Slack is accessible from any web browser or mobile device.
- Call Recording: Records audio and video calls for easy reference later.
Slack is available across three premium tiers with pricing based per user per month, outlined below:
- Free: $0 for teams wanting to try out slack
- Standard plan: $6.67/user/month (billed annually) or $8.00a user per month (billed monthly)
- Plus plan: $12.50a user per month (billed annually) or $15.00/user/month (billed monthly)
- Enterprise Grid: contact Slack for custom pricing details
4. Zoho meeting.
Zoho Meeting is a meeting management software that makes hosting and conducting secure online meetings and webinars easy.
It is web-based, so all you need is an internet connection to use it. And it offers a free trial, so you can try it out before you commit to using it.
Zoho Meeting is an affordable, easy-to-use, and secure way to conduct online meetings.
It’s perfect for sales and marketing meetings because it lets moderators control the discussion.
So, if you’re looking for a meeting management platform that is easy to use and provides various features, Zoho Meeting is the perfect solution.
Key features of Zoho meeting.
- Meeting Management: You can create meeting agendas, assign tasks, and take minutes. And you can track the progress of your meetings with ease.
- Attendee Management: Add and remove attendees from your meetings, view their contact information, and see their meeting history.
- Low bandwidth requirements: Zoho Meeting uses low bandwidth, so you can use it even if you have a slow internet connection.
- Available for Windows, OS, and mobile: Use Zoho Meeting on any device with an internet connection.
- Screen Sharing: Share your screen with other meeting participants so they can see what you’re working on.
- QuickMeet service: Schedule and start meetings in a matter of seconds with QuickMeet.
- Participant roles and permissions: Assign moderator, presenter, and attendee roles to meeting participants. And set permissions to control who can do what in your meetings.
- Electronic hand raising: Raise your hand electronically to let the meeting moderator know you want to speak.
Zoho meeting pricing.
Zoho Meeting offers a free version with up to 100 participants and webinar attendees with limited features and a 14-day free trial for the paid plans fully functional with all features of the professional edition.
Their subscription plans are based on the number of participants or attendees per session and the number of hosts/organizers.
The online Meeting plan starts at $3/month/host for 10 participants:
- Meeting-10 Participants – $3/month/host
- Meeting-25 Participants – $6/month/host
- Meeting-50 Participants – $9/month/host
- Meeting-100 Participants – $12/month/host
Here is a full PDF of the Zoho meeting pricing (feel free to download it).
Webex Events is meeting management software that offers a more inclusive, engaging, and interactive experience for virtual, hybrid, and in-person events.
It supports seamless collaboration across devices, locations, and organizations.
With Webex Events, you can make meeting collaboration more inclusive by providing end-to-end event management that supports immersive, intuitive, and inclusive virtual, hybrid, and in-person events.
Additionally, you can make meeting collaboration more interactive and engaging by offering a meeting experience that supports seamless collaboration across devices, locations, and organizations.
By using Webex Events, you can improve meeting collaboration for all attendees.
Key features of Webex.
- Virtual Event Suite: A comprehensive solution that helps you plan, promote, and deliver successful virtual, hybrid, and in-person events.
- Automatic Transcription: Webex automatically transcribes your meeting so you can focus on the discussion, not taking notes.
- Audience Engagement: With features like Q&A, Polling, and Hand Raise, you can keep your audience engaged and involved in the discussion.
- Action Item Tracking: Webex can track action items from your meeting, so nothing falls through the cracks.
- Live Preview tools: You can see how your meeting will look to participants with Webex’s live preview tools.
- Scheduling: Schedule your meeting in advance or start it with the touch of a button.
- Audience Analytics: Get insights into who is attending your conference, how engaged they are, and what questions they’re asking.
- Communities: Join or create a community in Webex to connect with like-minded people and collaborate on projects.
Webex offers a free plan and 3 premium pricing tiers, namely:
- Basic plan: $0 per month – HD meetings with up to 100 people.
- Meet plan: $13.50 per month – Premium meeting features HD meetings with up to 200 people.
- Call plan: $17per user per month – Premium meeting features HD meetings with up to 100 people.
- Meet + Call Plan: $25 per month – HD meetings with up to 200 people.
GoToMeeting is a reliable and professional conferencing software solution that makes meeting online with colleagues and customers easy and cost-effective.
The meeting participants can easily share their webcams in high definition, making the meeting experience more engaging.
They also offer an excellent collaboration solution that allows employees to work effectively anytime, anywhere, on any device.
Millions of businesses trust GoTo Meeting for its reliability and professionalism.
Gain momentum with an award-winning solution that works instantly on any device, schedule and launch meetings in seconds without downloading any software.
Experience HD video meeting quality that feels like being in the same room without leaving your desk. And join a meeting from any device with one click – even if you’re on the go.
Whether you’re in the office or out of the office, GoToMeeting has got you covered.
Key features of GoToMeeting.
- Group Live Chat: Easily engage with participants on a personal level with group live chat.
- Notifications Blocker: Keep your meetings running smoothly by blocking notifications from popping up during your screen share.
- In-Browser Application: No need to download any software; just launch the meeting in your browser, and you’re ready to go.
- User authentication: Ensure only authorized users can join your meeting by requiring a password.
- Audience polling: Get instant feedback from participants with in-meeting polls.
- Slideshows: Make your presentations more engaging with slideshows.
- Integrates with social media: Share your meeting on social media to engage with a broader audience.
- Whiteboards: Brainstorm ideas and collaborate with participants in real-time with whiteboards.
Go to meeting offers 3 main premium plans, all with a free trial, namely:
- Professional: $14/organizer/month, billed annually (150 participants)
- Business: $19/organizer/month, billed annually (250 participants)
- Enterprise: Contact LogMeIn for custom packages that fit your company’s needs. (Up to 3,000 participants)
7. Google Meet.
Google Meet is a communication solution that lets you stay in touch with clients and teams globally.
It comes as a Chrome extension and can be used across all devices.
The application works in sync with the other Google applications and allows you to simultaneously present, collaborate, and live stream meetings to 100,000 viewers.
Google Meet is a fantastic new tool that replaces old hangouts as it brings integrated web conferencing capabilities to your G Suite account. You can now join meetings directly from any event or email invite on google calendars, making collaborating more effortless than ever!
The software tool is easy to use and has various features that make it an excellent choice for managing meetings.
From presentation streaming to calendar integration, Google Meet has everything you need to streamline your meetings.
Key features of Google meet.
- Presentation Streaming: Live stream your presentations to an audience of up to 100,000 people.
- Meeting Preparation Tools: Use the Google Meet app to prepare for your meetings by creating agendas and adding meeting notes.
- Calendar Integration: Schedule meetings directly from your Google Calendar.
- Multiparty Video Meeting: Connect with up to 25 people simultaneously.
- Desktop sharing: Share your screen with others in the meeting to collaborate on a project.
- Meeting initiation: Start or join meetings from your computer, phone, or conference room.
- Participant roles & permissions: Assign participants as presenters or attendees.
- Private Chat: Send personal messages to other participants during the meeting.
Google meet pricing.
Google Meet offers a free plan and 3 premium pricing plans, namely:
- Business Starter: $6 per user per month.
- Business Standard: $12 per user per month.
- Business Plus: $18 per user per month.
Meet is a part of the Google Workspace suite. Every plan includes Gmail, Drive, Meet, Chat, Docs, Sheets, Sites, Forms, and Slides.
Zoom Cloud Meetings is an intelligently engineered communication solution that can help you arrange video meetings, conferences, and video webinars from a remote location.
Easy access and chat across platforms provide a secure setting for extra encryption and compliance.
Plus, you can build collaboration-enabled conference rooms to brainstorm ideas and work on projects, no matter where you are.
Special features include cloud and local recording with transcripts, multi-user annotation capabilities via screen share, and more.
Whether you’re looking to stay in touch with teammates or connect with customers, Zoom Cloud Meetings is the perfect solution.
Key features of Zoom.
- Desktop and Browser Sharing: Zoom lets you share your screen, documents, and applications with others during a meeting and give remote control of your mouse and keyboard to another participant.
- On-Demand Webcasting: You can record your Zoom meetings and make them available for on-demand viewing.
- Auto Framing: Automatically zooms and crops your video to keep everyone in view, even if they’re moving around.
- Annotations: You can draw on your screen share to highlight important points or collaborate on a shared document.
- Mobile support: Zoom offers mobile apps for iOS and Android, so you can join or start a meeting from your mobile device.
- Invitation Management: Easily manage meeting invitations and track RSVPs.
- Meeting Room Booking: Book meeting rooms directly in Zoom and add them to your calendar invite.
- Discussions and Forums: The forum feature in Zoom lets you create a space for threaded discussions before, during, or after your meeting.
Zoom offers a free plan and 3 premium plans priced as below:
- Basic for personal meetings: Free
- Pro for small teams: $14.99/month/host
- Business for small and medium-sized businesses: $19.99/month/host (min 10 hosts)
- Enterprise – for large enterprises: $19.99/month/host (min 100 hosts)
9. Microsoft Teams.
Microsoft Teams is a communication solution for teams who want a shared workspace and messaging service.
The platform allows MS Office users to conduct conference calls, share files via SharePoint, and join or initiate a group chat.
It’s available on IOS, Android, and Windows 10 operating systems.
Teams can use Microsoft Teams to send messages, make calls, and video conference with coworkers.
The service is designed to improve communication and collaboration within teams and offers a variety of features to help teams stay connected and productive.
Microsoft Teams provides an easy way for teams to stay in touch, whether in the same office or working remotely.
With its various communication and collaboration features, Teams can help teams work more efficiently and get more done.
Key features of Microsoft Teams.
- Discussion Threads: Teams can discuss work-related matters, brainstorm ideas, or stay in touch with what’s going on with other team members.
- Presentation Streaming: Share presentations and other documents in real-time and view them together even if you’re not in the same room.
- Surveys and Feedback: Conduct surveys and collect feedback from team members to help improve workflows and processes.
- Virtual Backgrounds: Change your background during video calls to add a bit of fun or professionalism to your appearance.
- Record & Playback Ability: Record video calls and meetings for reference or training purposes.
- Commenting/Notes: Add comments or notes to shared documents to provide feedback or give direction.
- Mobile Screen Sharing: Share your screen from your mobile device during meetings for added convenience.
- Backup and Recovery: Keep your data safe with backup and recovery features, so you can always pick up where you left off.
Microsoft Teams pricing.
Microsoft Teams is now available for free through Microsoft Office 365 subscriptions.
- Premium plans start at $4.00per user a month and are subject to an annual commitment.
MeetingKing is a meeting management software that helps users structure, record, and follow up on their meetings.
With MeetingKing, you can easily create an agenda for your group to work through together, with task-sharing capabilities!
All participants can efficiently work together on the agenda, share documents, and provide updates on tasks.
The software includes collaboration tools to help groups work together more effectively.
These tools include sharing documents, creating agendas, and assigning tasks.
With these tools, MeetingKing makes it easy to structure and follow up on meetings.
Key features of MeetingKing.
- Agenda Management: Users can quickly create an agenda for their meetings. The software includes a variety of templates to choose from, so users can easily find the right one for their needs.
- Internal Meetings: MeetingKing makes it easy to schedule and manage internal meetings. Users can easily share documents, create agendas, and assign tasks with the software.
- Meeting management: Offers various meeting management tools to help users structure and follow up on their meetings, including the ability to share documents, create agendas, and assign tasks.
- Task management: Users can easily create and manage tasks with various templates to choose from, so they can easily find the right one for their needs.
- Video Library: The software includes a video library with various videos on meeting management topics.
- Google Calendar integration: Users can easily integrate MeetingKing with their Google Calendar.
MeetingKing offers a free trial on all its 4 premium tiers with pricing based on per user per month:
- Pro single user: $9.95 per month.
- Pro small for 5 users: $39.95 per month.
- Pro medium for 10 users: $64.95 per month.
- Pro large for 25 users: 124.95 per month.
All Meeting participants can contribute to any meeting with a free account.
11. HubSpot Free meeting scheduler.
HubSpot’s free Meeting Scheduler is a meeting Scheduling software that offers a hassle-free way for companies to book appointments with ease.
It automatically syncs to a Google or Office 365 calendar, so existing and prospective customers can always find times that work.
The meeting scheduler also allows companies to add it to their website or emails, making it easy for prospects to book appointments.
In addition, the meeting scheduler makes it easy for teams to manage their meeting schedules and keep track of their meeting times.
As a result, the meeting scheduler is an essential tool for companies that want to streamline their meeting management process.
Key features of HubSpot’s Meeting Scheduler.
- Sync with HubSpot CRM, Microsoft 365, and Google calendar: Easily keep track of your meeting times and ensure that existing and prospective customers can always find times that work.
- Integration with project management tools: The meeting scheduler is integrated with HubSpot’s project management tools, making it easy for teams to manage their meeting schedules.
- Embeddable calendar widget: Add the meeting scheduler to your website or email signature so prospects can easily book appointments.
- Automatic time zones: Automatically adjusts to the correct time zone, so you don’t have to worry about planning meetings in different time zones.
- Direct links: Offers direct links to your meetings so you can easily share them with prospects or customers.
- Customer Surveys: You can collect customer feedback after meetings to improve your meeting management process.
- Contacts database: Keeps track of your contacts so you can easily add them to your meeting invitations.
- Create and edit meetings: Allows you to easily create and edit your meeting times and details.
HubSpot meetings pricing:
- The HubSpot meeting scheduler is free to use with the option to upgrade to the paid plan starting at $25 per month.
What is meeting management software?
Meeting management software is a tool that helps meeting planners to efficiently manage every aspect of a meeting, from scheduling to execution.
Depending on the meeting’s purpose, the software can provide many features and benefits, such as scheduling meeting times, sending out invitations, tracking RSVPs, and keeping track of meeting minutes and agendas.
Most meeting management software applications are web-based or mobile apps, making them accessible from anywhere.
This type of software also typically offers a variety of features that can make meetings more productive and efficient, such as the ability to create meeting templates, assign action items, and generate meeting reports.
Online meeting management software benefits.
Here are the key benefits of using meeting management software to streamline your meeting:
Improve data security:
Keeping data safe is one of the essential aspects of a business.
There are many ways to protect it, and meeting management software can help you track who has access rights to each recording or transcript so that only authorized personnel can view sensitive information onsite during a conference call.
Online meeting management tools also allow better collaboration between team members.
You can easily share agendas, documents, and presentations before and during the meeting so that everyone is on the same page.
You can also take advantage of file sharing and co-editing to ensure everyone can contribute to the meeting outcome.
You can easily manage your workflow and keep track of your tasks. This is especially helpful if you have many meetings to attend.
You can easily see what needs to be done and when it needs to be done to help you stay on top of your work and avoid missing deadlines.
No more waiting for updates from colleagues or clients – with online meeting management software, everyone is always on the same page. This improves communication and collaboration and keeps everyone up to date with the latest project developments.
Meeting management apps encourage more participation from attendees, as they can see the meeting’s agenda and minutes in real-time. This allows them to follow along with the discussion and contribute more easily.
Improved meeting productivity and efficiency:
Viewing the meeting’s agenda and minutes in real time makes attendees less likely to stray off topic resulting in more productive and efficient meetings.
How to choose the best meeting management software.
Now, let’s walk you through some of the critical factors to consider when choosing meeting software, including:
Ease of use:
The software you choose should be easy to use, both for you as the host and for your attendees.
It should have a user-friendly interface that simplifies starting and joining meetings, sharing your screen, and collaborating with others.
Meeting software should provide valuable insights about your meetings, such as who joined and when, how long the meeting lasted, and what topics were discussed.
This data can help you improve the quality of your meetings and make sure they are productive.
Security and access:
When choosing meeting software, it’s essential to consider security and access control.
The software must have robust security features to protect your meetings from being hacked or disrupted.
And it should allow you to control who can join your meetings and when they can join.
Meeting software should make it easy for you to check in with your attendees and ensure they are all present and accounted for.
The software should also allow you to take attendance to track who was present for each meeting.
Supports multiple media types:
The software should support multiple media types, such as audio, video, and text chat, to allow you to deliver a rich and engaging meeting experience for your attendees.
Choose software that integrates with your tools, such as your calendar, email, and chat, to make it easy and avoid switching between different tools.
Steps for Effective Meeting Management.
Meetings are necessary for the workplace but can often be inefficient and unproductive.
If you want to ensure that your meetings are as effective as possible, follow these simple steps.
Step #1. Define the purpose of the meeting:
The first step to effective meeting management is to define the purpose of the meeting. What is the goal of the meeting? What do you hope to achieve? Once you have a clear purpose, it will be easier to plan and structure the rest of the meeting.
Step #2. Set a specific agenda and share it with attendees in advance:
If you want your meeting to be productive, it’s crucial to have a particular agenda shared with all attendees in advance. This way, everyone knows what topics will be covered and can come prepared with questions or comments.
Step #3. Choose a convenient time and location for all participants:
Avoid scheduling the meeting during peak hours or in a location that is not convenient for all participants. If possible, choose a time when everyone can focus and be present without distractions.
A facilitator’s job is to keep the meeting focused and on track. They can help with time management, maintaining discussions organized, and making sure that all attendees have a chance to voice their opinions.
Step #5. Encourage active participation from all attendees:
To get the most out of a meeting, it’s important to encourage the active involvement of all attendees. This encourages people to ask questions, share their ideas, and engage in discussion.
Step #6. Take breaks as needed and end the meeting on time:
If the meeting is getting long or people are starting to lose focus, it’s okay to take a break.
Breaks can help refresh people and make it easier to continue the discussion. Just be sure to end the meeting on time so that everyone can return to their day.
Step #7. Follow up with participants after the meeting to ensure action items are completed:
After the meeting, follow up with participants to ensure all action items are completed. It ensures that everyone is on the same page and that nothing falls through the cracks.
Meeting Management Software FAQ
What is the best free meeting management software?
There are a few great options for free meeting management software.
Calendly is an excellent option if you need to schedule meeting with clients or colleagues. It integrates with your calendar, so you can easily find meeting times that work for everyone.
ClickUp is a great option to track meeting minutes and action items. It’s also super user-friendly and has many great features, like adding meeting notes and setting follow-up reminders.
Zoom is an excellent choice if you need to hold video conferences or webinars. It has crystal clear audio and video quality, and you can record your meetings so you can go back and review them later.
Slack is a great option if you need real-time chat conversations with colleagues or clients. You can easily share files and documents, and there’s also a handy search feature so you can easily find old messages.
What is the best enterprise meeting management software?
- Google Meet, and
ClickUp is an excellent option if you need features like meeting minutes, meeting transcriptions, and meeting recordings.
Calendly is an excellent choice if you need features like meeting scheduling, meeting reminders, and meeting invitations.
Google Meet is an excellent choice if you need video conferencing and screen sharing capabilities.
Zoom is an excellent choice if you need webinars and group chat features. All these software options are excellent choices for enterprise meeting management software.
So, there you have it – eleven of the market’s best meeting management software options.
These programs offer great features and benefits, so it depends on your specific needs and what you’re looking for in a program to determine which one is right for you.
Hopefully, this article has helped make your decision easier!
Have you tried any of these tools? What was your experience like? Let us know in the comments below.