Sure, some meetings are essential for moving projects forward.
However, many of them add little to no value to your business.
Unless you’re Nick Fury, who sets up impromptu meetings with the Avengers to save the world, effective meeting management is essential to keep your meetings productive.
But how do you ensure that?
Thankfully, you have meeting management software to save the day.
In this article, we’ll cover the 25 best meeting management software (and a bonus) that you can try out in 2023. We’ll also go through the basics of meeting management, the steps involved, and how to create a meeting agenda.
25 Best Meeting Management Software
A meeting management software solution is a digital tool that lets individuals and teams plan, organize, conduct meetings, and record results.
Here are some of the best meeting management software available today:
ClickUp is one of the highest-rated meeting management software and productivity tools used by productive teams worldwide.
Whether you want to take meeting notes, manage a meeting’s cadence, or define action items, you can do it all with a single software: ClickUp! 😄
Moreover, while scheduling your weekly all hands meetings with ClickUp, you open the door to a world of powerful task management features.
Here’s why ClickUp should be your #1 choice for best meeting management software:
A. Collaborate with your team using Whiteboards
ClickUp’s virtual whiteboard helps you turn your team’s ideas into actions.
You can use ClickUp’s Whiteboard to brainstorm, take notes, plan projects, and more! With Whiteboards, you are able to bridge the gap from ideation to execution by creating ClickUp tasks directly from your Whiteboards.
B. Organize notes and ideas with Notepad
ClickUp Notepad is your personal space to jot down thoughts and ideas for an upcoming meeting.
Simply type / in a Notepad entry and select editing options like headers, bold font, and more.
Our Notepad also supports Checklists to track personal and team to-dos with ease.
C. Create quick tasks with Assigned Comments
Assigned Comments allow you to create quick action items during team meetings. It’s like creating mini-tasks with comments for your team members, so nothing slips through the cracks.
With a ClickUp Assigned Comment, you can:
- Immediately bring attention to an important comment
- Specify who the comment is for
- Notify the respective teammate that this is a comment that they need to take action on
- Display this comment in their to-dos until they resolve it
The teammate can then resolve the comment and clear the action item from the Comments section after taking the necessary action.
D. Streamline repetitive work with Recurring Tasks
You can set Recurring Tasks in ClickUp, so you don’t miss important work.
If you’re responsible for organizing weekly or monthly meetings, you can:
- Select a daily, weekly, monthly, yearly, or custom meeting schedule
- Preview it in your calendar
- Save and click Done to set the recurrence in action
Want to set recurring tasks faster?
With our natural language support, you can simply type your desired repeat schedule in the due date section of the recurrence menu.
But that’s not all. 😉
Here’re some of the other ClickUp features::
- Views: use different views such as Board view, Calendar view, Gantt chart, etc. to highlight action items decided during the meeting
- Goals: Set targets and track goals for your team using ClickUp Goals
- Dashboard: give a high-level overview of all your projects to any meeting attendee
- Mind Maps: create a visual outline of ideas and tasks discussed during the meeting
- Multiple Assignees: have more than one teammate to work on a task
- Native Time Tracking: track time and set estimates for your meetings. Also, add notes and view reports of the time spent on any discussion
- Automations: automate tasks like sending meeting room links, assigning meeting note writers, etc.
- Google Calendar Integration: Sync your Google Calendar with ClickUp so changes in one platform are instantly reflected in the other
- Zoom integration: start your Zoom meetings right inside your ClickUp tasks
ClickUp Meeting Templates
ClickUp offers a Free Forever Plan with unlimited tasks and team members. Its paid pricing plan starts as low as $7/user per month.
ClickUp customer ratings
- Capterra: 4.7/5 (2200+ reviews)
- G2: 4.7/5 (3200+ reviews)
Beenote is an agenda management software with simple features. It’s light and doesn’t lag. This meeting management tool lets you create agendas, share files, print meeting minutes, and more.
However, Bee note fails to create buzz as it lacks advanced meeting coordination features. 🐝
Beetnote key features
- Meeting attendance
- Automatic reminders and notifications
- Pre-built meeting agenda templates
- Integration with Microsoft 365, Teams, and Google Calendar
Beenote’s pricing plans start at $2.67/user per month for up to 50 users.
Beenote customer ratings
- Capterra: N/A
- G2: N/A
Calendly helps you organize and schedule meetings online through a link.
This free meeting management software lets you set your availability on the app and share it through email or embed it on your Calendly page.
However, Calendly doesn’t work well with some Outlook versions.
Calendly key features
- Automatic reminders, follow-ups, and integration triggers
- Preferences to control your availability
- Multiple in-person and virtual meeting location options
- Tons of Calendly Integrations to choose from like Calendly & ClickUp
Calendly has a free basic plan. The paid plan starts at $8/user per month.
Calendly customer ratings
- Capterra: 4.6/5 (1500+ reviews)
- G2: 4.7/5 (1000+ reviews)
Chanty is an easy-to-use meet scheduling and team collaboration tool.
Use it to keep your team members in sync with text, audio, and video conferencing features. You can also share screens, files, links, and assign tasks to make your meeting more productive.
However, it lacks advanced customization and doesn’t support emojis. 😱👀
Chanty key features
- Teambook to organized tasks, conversations, and all the content
- Address team members with @mentions
- Save ideas or reports with pins
- Share code snippets to save time
Chanty has a free plan, and the paid plan costs $3/user per month.
Chanty customer ratings
- Capterra: 4.9/5 (25+ reviews)
- G2: 4.6/5 (30+ reviews)
5. Google Meet
Google Meet is a popular meeting management solution that lets you share your video, screens, and presentations with up to 250 attendees within the team or outside your organization.
It also has real-time captions powered by Google speech-to-text technology.
However, the captions are often inaccurate. Ugh.
Google Meet key features:
- Breakout rooms to divide participants into smaller groups
- Attendance tracking reports
- Polls to vote on during video calls
- Supports up to 25 co-hosts to a meeting
Google Meet pricing
Google Meet is available for free. The advanced features are available in the Google Workspace individual package, starting at $7.99/month.
Google Meet customer ratings
- Capterra: 4.5/5 (10400+ reviews)
- G2: N/A
HubSpot meeting tool serves well as a free meeting scheduler and calendar app.
You can use an easy-to-share link to book your meetings.
However, HubSpot fails to earn a spot when it comes to the best task management tools with no native solutions there.
HubSpot key features
- Sync with Google or Office 365 calendar
- Group or round-robin meeting links to schedule a meet with whoever is available
- Create and edit meetings links
- Integration with project management tools like ClickUp
You can use the HubSpot meeting tool for free. The paid plans start at $25/month.
HubSpot customer ratings
- Capterra: 4.5/5 (295+ reviews)
- G2: 4.3/5 (7235+ reviews)
7. Lucid Meetings
Lucid Meetings is a popular top meeting management software with guided instructions to arrange audio calls and video conferencing.
The Lucid meeting tool also offers speaker queues and follow-up features.
But it isn’t lucid in providing meeting resource availability like venue occupied, free timing, etc.
Lucid Meetings key features
- Get reports on action items and attendance
- 40+ meeting templates with a draft agenda
- Built-in document presenter
- Automated task reviews
Lucid Meetings pricing
Lucid’s plans start at $12.50/user per month.
Lucid Meetings customer ratings
- Capterra: N/A
- G2: 3.9/5 (10+ reviews)
If you’re managing multiple remote teams and projects, MeetingKing is the king of meeting management.
You can use it as a board meeting software to hold online meetings on multiple topics related to different departments.
However, this meeting organizer fails in knowledge base management as there’s no resource section to archive your meeting materials.
MeetingKing key features
- Parking lot to save issues outside the scope of the meeting
- Archive to search past discussions
- Short notes automatically converted to meeting minutes
- Group tasks by ideas, to-dos, and completed tasks
The paid plan of this meeting minutes software starts at $9.95/user per month.
MeetingKing customer ratings
- Capterra: N/A
- G2: N/A
9. Microsoft Teams
No online meeting management software list is complete without Microsoft Teams.
It’s one of the most widely used meeting management solutions, thanks to its free availability with Office 365 suite.
However, MS Teams isn’t a team player because of its steep learning curve and confusing interface.
Learn more about some Microsoft Teams alternatives.
Microsoft Teams key features
- Video conferencing to make team meetings more personal
- Digital whiteboarding to collaborate on ideas
- Screen sharing capability
- Integrates with other top meeting management software like ClickUp
Microsoft Teams pricing
Microsoft Teams is available for free. The paid plans start at $5/user per month under the Microsoft Office 365 subscription.
MS Teams customer ratings
- Capterra: 4.4/5 (5600+ reviews)
- G2: 4.3/5 (11200+ reviews)
Hypercontext is a home for all your meeting details — beyond date and time. You can establish from the get-go why you’re meeting, what needs to be discussed and hold everyone accountable.
With Hypercontext, teams can collaborate on meeting agendas, access hundreds of tailored conversation starters, document decisions, track goals and consistently exchange feedback. This way, you can cut the administrative work and focus on the important stuff.
Hypercontext key features
- Automatically send meeting notes after each meeting
- Collaborate on meeting agendas
- Reduce your cognitive load with 100s of conversations starters and agenda templates
- Integrate with your existing workflow: Google Calendar, MS, Chrome, Slack, Zapier, Google Meet, and more
Hypercontext has a free forever plan. Paid plans start at $5/user/month for the first 5 users and $7/user/month for bigger teams.
Hypercontext customer ratings
- Capterra: 4.8/5 (15+ reviews)
- G2: 4.3/5 (30+ reviews)
NetSuite is an Enterprise Resource Planning (ERP) tool that lets you handle all your crucial back-end operations and financial processes in the cloud.
Why is it on this list?
NetSuite provides a smooth flow of information across remote team members and is a unified business management suite.
NetSuite CRM also allows you to manage everyday activities from mobile devices like setting calendar reminders for team meetings, logging call notes, submitting timesheets, etc.
But this software comes with a heavy price tag.
NetSuite key features
- Virtual file cabinet sharing and linking of important documents
- Mobile app for management tasks
- Analytics and reporting BI tool
- Gantt chart to get real-time project status
Netsuite costs $499.00/month.
NetSuite customer ratings
- Capterra: 4.1/5 (700+ reviews)
- G2: 3.9/5 (1200+ reviews)
Nextiva is a meeting management system that lets you talk to anyone through phone, text, email, or instant messaging.
It’s a great online meeting management software with a cloud phone system for call centers and customer services to simplify business communications.
However, this booking software can run into glitches, like call dropping, phone disconnecting from service, and lost voice packets.
Nextiva key features
- Supports video and audio meetings
- Encrypted screen sharing and file sharing
- Offers live streaming and webinar hosting
- Easy ticket management
Nextiva’s plan starts at $30.95/user per month.
Nextiva customer ratings
- Capterra: 4.2/5 (180+ reviews)
- G2: 4.3/5 (300+ reviews)
Odoo is another powerful board meeting software that lets you organize discussions at all levels of your organization.
With this meeting management tool, you can start discussions with public channels, handle tasks, etc.
On the downside, Odoo doesn’t do well with other software. Integrating it with your apps can be a task in itself.
Odoo key features
- Newsfeed to get an overview of discussions
- Pop-up window to continue chatting within other workspaces
- Private groups to invite a selected group of people
- Personalized notifications
Use any individual Odoo app for free. To use more than one app of this board management software, you’ll have to pay $5/user per month and up.
Odoo customer ratings
- Capterra: 4.2/5 (400+ reviews)
- G2: 4.2/5 (160+ reviews)
Pipedrive is an online meeting tool that helps set up your sales pipeline stages and focus on sales actions like phone calls, meetings, emails, etc.
You can track your sales goals with real-time reports and integrate the tool with your favorite apps to work the way you want.
However, you can’t quickly switch between contacts in a list. You need to go back to the main list page every time.
You might want to look elsewhere if you want to drive your sales faster. 🏎️
Pipedrive key features
- Custom chatbot and web forms
- Calls, emails, and contact history tracking
- Automate repetitive administrative tasks
- Insights and reports to measure company performance
The pricing plan starts at $12.50/user per month.
Pipedrive customer ratings
- Capterra: 4.5/5 (2300+ reviews)
- G2: 4.3/5 (1300+ reviews)
Plutio is an all-in-one meeting software to manage projects, communicate with teams, share files, etc.
Along with conferencing, it also allows time tracking and has a feature-rich inbox to keep communications organized.
However, this software isn’t very intuitive.
Anyone looking for a Plutio alternative?
Plutio key features
- Customizable dashboards and client portals
- Recurring tasks and reminders
- Instant time tracking
- Real-time messaging and integrated emails
Plutio’s basic plan starts at $15/month.
Plutio customer ratings
- Capterra: 4.6/5 (130+ reviews)
- G2: 4.4/5 (30+ reviews)
Scoro is an end-to-end work management software to track everything like projects, sales, and team productivity.
It integrates with other meeting management apps like Slack to allow team collaboration. You can also sync it with your calendar to schedule meetings.
However, Score doesn’t score big on personalizing workflows.
Maybe it’s time to score a good Scoro alternative. 👀
Scoro key features
- Drag-and-drop planner (kanban task board)
- Shared calendars and timesheets
- Built-in time tracker
- Pre-set project templates and task bundles
Scoro’s basic plan costs $26/user per month for up to 5 users.
Scoro customer ratings
- Capterra: 4.6/5 (160+ reviews)
- G2: 4.5/5 (200+ reviews)
Skype is a popular meeting software used worldwide.
Along with conferencing, it offers whiteboard capabilities, presentation features with built-in highlighting and annotations, a capacity of 10,000 participants, and more.
But is Skype worth the hype?
Probably not, as it lacks language translation services despite being a global meeting management tool.
Skype key features
- Supports audio and HD video calling
- Call recording and live subtitles
- Integrated screen sharing
- Smart messaging with reactions and @mentions
You can try Skype for free. The paid plans start at $5.50/user per month.
Skype customer ratings
- Capterra: N/A
- G2: 4.3/5 (20900+ reviews)
A popular communication and collaboration tool, Slack, is well suited for enterprise meeting management.
You can message and call any person or group within your team.
However, it lacks in audio and video call capabilities compared to other meeting software on our list.
Slack key features
- Channels to keep conversations organized
- Slack connect to collaborate with outside organizations
- Collaborative file and document sharing
- Integrates with tools like ClickUp and Gmail
Slack has a free plan. The paid plans start at $6.67/user per month.
Slack customer ratings
- Capterra: 4.7/5 (20600+ reviews)
- G2: 4.5/5 (28600+ reviews)
WebEx is famous for video conferencing and webinar hosting.
This enterprise meeting management software has a built-in quick scheduler for hosting meetings quickly. Or you can use the advanced scheduler to send email reminders and select recurrence periods.
Sadly, this software isn’t very mobile-friendly.
We can already see WebEx turning into your ex-meeting software.
WebEx key features
- Cloud phone system to make and take calls across all devices
- Rich messaging and secure file sharing
- Six different types of polling and interactive Q&As
- Virtual meeting backgrounds and breakout rooms
Webex is available for free. Its paid pricing plan starts at $15/month.
WebEx customer ratings
- Capterra: 4.4/5 (5200+ reviews)
- G2: 4.3/5 (800+ reviews)
Bonus: One on One Meeting Software!
20. Zoho One
Zoho One is a good meeting scheduler that you can use for a virtual meeting or a webinar.
Use this software to deliver online training, broadcast demos, and discuss ideas.
You can also send your meeting agenda to participants and share joining links via chat, SMS, or email.
What does Zoho One lack?
A recurring reminder feature. Guess some of us won’t make it to the weekly meetings. 😞
Zoho One key features
- Sync meeting with your calendar
- Audio-video conferencing and screen sharing
- Record meetings to revisit any topic of discussion
- Launch and join meetings directly from a browser
Zoho One pricing
Zoho One plans start at $35/month.
Zoho One customer ratings
- Capterra: 4.2/5 (4900+ reviews)
- G2: 4.3/5 (13000+ reviews)
Zoom is a great meeting management software solution.
You can sync this meeting scheduler with your calendar to manage schedules, record meetings, share screens, co-annotate, and transcribe meetings.
However, it only offers limited meeting durations (40 minutes) for the free version users. *sobs*
You may want to zoom into an app that keeps conversations going.
Check out our article on Zoom alternatives.
Zoom key features
- Video conferencing and messaging across any device
- Scaleable up to 50,000 people in alive video webinar
- Voice commands for Zoom rooms (virtual conferencing)
- Zoom Integrates with popular apps like Slack and ClickUp
Zoom has a free plan. The paid plan starts at $14.99/user per month.
Zoom customer ratings
- Capterra: 4.6/5 (9100+ reviews)
- G2: 4.5/5 (39100+ reviews)
Grain transforms video meetings into your company’s most valuable asset by enabling teams to easily record meetings, create shareable highlights, and build knowledge from all conversations.
Transcribe live and pre-recorded meetings, clip and share the most important moments, and build a shared library for your entire team to save, search, and access insights from their recorded meetings—anytime, anywhere.
Companies use Grain as a source of truth to grow revenue with better selling, capture the voice of the customer, hire better talent and capture valuable insights for product and research teams.
Grain key features
- Clip and share insights from meetings—with your annotations, in real-time.
- Search across the conversations using keywords.
- Auto-record your meetings even when you aren’t the host.
- Compress a 60-min meeting to a 3-min video summary others can watch.
- Build a video library to organize and discover your team’s published highlights, stories, and recordings.
Grain has a free basic plan allowing you to record, save, and transcribe up to 5 hours of video meetings. The paid plan starts at $19/user per month and offers unlimited video storage, transcription, and other features.
Grain customer ratings
- ProductHunt: 5/5 (20 reviews)
- G2: 4.6/5 (4 reviews)
Fellow.app is where teams gather to have productive team meetings and meaningful 1:1s, record decisions, and keep each other accountable.
By integrating into dozens of apps, such as Zoom, Slack and Google Calendar, to HR platforms, Fellow replaces your paper notebook with collaborative meeting agendas and notes.
You can assign action items and request feedback that results from your meetings to build great meeting habits.
Fellow key features
- Track action items to keep your team organized and held accountable.
- Build great meeting habits through collaborative agendas and real-time note-taking.
- Use the meeting template gallery for all forms of meetings.
- Request or gather real-time feedback from your team.
Fellow is free for a maximum of 10 users. The Pro plan is $5 per user per month, and custom-priced plans are also available.
Fellow customer ratings
- Capterra: 4.9/5 (25+ reviews)
- G2: 4.7/5 (500+ reviews)
Podcastle is an audio creation platform with an outstanding online remote podcast interview feature that allows you to start a meeting with up to ten participants and record each of them locally with the highest-quality audio.
The best part is that Podcastle has multitrack recording and editing, which means that if you, later on, decide to edit your meeting, it will be super easy.
Podcastle key features
- High-quality local recording for your guests
- Cloud-based technology
- Multitrack recording and editing
- Simple and intuitive interface
Podcastle has a free plan. Paid plans start at $14.99 per month.
Podcastle customer ratings
- Capterra: N/A
- G2: N/A
nTask is a task management tool that helps you focus on the important tasks, prioritize them and get more done.
nTask helps with meeting management by giving you an overview of upcoming meetings and tasks, letting you ahead and stay on top of all your commitments. You can also set reminders, assign tasks to team members or track time with nTask’s timer so that nothing slips through the cracks.
nTask key features
- Meeting scheduling
- Recording and transcribing features
- Integrations to easily manage projects and collaborate with teammates
- Premium: $3 a month billed yearly
- Business: $8 a month billed yearly
- Enterprise: Contact the team
nTask customer ratings
- G2: 4.5/5 (17+ reviews)
- Capterra: 4.2/5 (100+ reviews)
Meeting Management Basics
We’ve explored some of the most popular meeting management software out there.
But if you want to conduct effective meetings, you’ll need a little more.
Here’s everything you need to know about meeting management:
1. What Is Meeting Management?
Meeting management involves facilitating productive discussions and managing everyone’s time efficiently to achieve team goals. This includes managing activities before, during, and after the meeting.
Now, every organization may conduct meetings for planning or problem-solving. Similarly, they may have a board meeting to make significant company decisions.
When it comes to larger organizations, managing meetings is more complex.
That’s where enterprise meeting management comes in.
Enterprise meeting management covers all meeting-related activities like setting an agenda, schedule planning, budgeting, work management, disseminating meeting minutes, and reporting.
If you wish to have productive meetings, there are a few basic steps to follow.
2. What Are the 6 Steps for Effective Meeting Management?
Here are the six steps that you must take before, during, and after a meeting for effective meeting management:
A. Before the meeting
Before a meeting, you must have an agenda ready, determine the attendees, and send out the invites. Here’s how:
Step 1: Plan the meeting agenda
A meeting agenda is a list of activities and discussions to cover in your meeting. It’s the starting point and the most crucial element of any team interaction.
Team leaders are usually responsible for scheduling and setting a meeting agenda.
Which begs the question: how do you create a meeting agenda?
Whether you’re a small or medium-sized business or an enterprise, here’s how you can write a meeting agenda:
- Identify the meeting goal: have a clear and achievable goal to keep the meeting focused. For example, “creating a work from home policy” can be an agenda for your HR meeting
- Ask for input: your team can suggest topics to discuss. You can then choose what to include in your meeting agenda. For the Work From Home policy, it could be “days when you can work from home,” “timings,” etc.
- List out questions: once you have some topics in hand, list out the questions that’ll prompt discussions. For HRs, Work From Home questions could be “who’s eligible for the WFH policy?” or “how will we measure the work time?”
- Identify the purpose of each task: a meeting involves several tasks like sharing information, seeking input, or decision making. In the HR example, the first task could be sharing information about a Work From Home policy. The final agenda item will be decisions about how will the Work From Home policy be implemented
- Create a time budget: estimate the time to be spent on each topic or action item. For the HR meeting, you could keep the introduction to the Work From Home policy short and allot more time for seeking inputs. It’ll help keep the team meeting on track and within the timeframe
- Identify leaders for topics: if you’re hosting a board meeting with several meeting leaders, identify people for their respective topics. In our example, the HR managers will introduce the policy. But the decision will be made by the CEOs and the COOs of the company.
- Include review time: allot time in your meeting agenda to review the information shared or decisions made. This helps summarize the meeting and set the agenda for the next one.
Step 2: Determine the meeting attendees
Decide who needs to attend the team meeting.
Ideally, you should limit the meeting participants to keep discussions on track.
For example, you don’t need employees from the IT department for a meeting discussing HR policies. However, you can share the meeting minutes with everyone to keep them updated.
Step 3: Define roles and responsibilities
Clearly define roles and mention if any updates are needed from the attendees during the meeting. This way, each attendee knows what they need to do.
Step 4: Create and send out the meeting invite
Your invite should include the agenda, meeting length, date, time, and location. Schedule a meeting at a date and time that works for every attendee.
Additionally, if the meeting participants are present physically, mention the conference room.
B. During the meeting
While the meeting takes place, assign a notetaker to record meeting minutes.
Step 5: Create meeting minutes and archive them
The notetaker should start documenting the meeting once the discussion begins.
They can either take written notes or use an enterprise meeting management software to transcribe discussions and action items.
Meeting minutes will also include the member responsible for each action item and the expected due date.
Once everyone has gone through the meeting minutes, you can archive them in a shared folder to stay accessible for all at any time.
C. After the meeting
Once the discussions are done and decisions are made, here’s what you need to do next:
Step 6: Schedule follow-up meetings
Check whether you need to schedule a follow-up meeting. This will solely depend on the action items and their next steps decided during the meeting.
Now you know the steps involved in meeting management. Great!
But conducting meetings on an enterprise level is a different ball game.
3. How Can You Conduct Enterprise-level Meetings?
Scheduling meetings at an enterprise level must be made cost-effective and productive with meeting management software!
It can help you automate pre-meeting activities, manage schedules, send invites, draft agendas, take meeting minutes, and more.
Additionally, it can assist you in workflow management.
Meeting management software is also vital for enterprises as they need to coordinate with remote teams scattered worldwide.
Which Meeting Software Will Empower Your Team Avengers?
Remember when hosting video calls was only possible in Sci-fi movies?
We’ve come a long way.
Now you can connect with your team from miles away with a click and the right meeting tracking software that can go beyond team interactions to facilitate task management.
It’s the most comprehensive task management and meeting management software to make team interactions more productive. Use the Notepad for ideas, Checklists to track to-do’s, and Time Tracking to analyze meeting durations.
Ready to save your team’s productive time?
Get ClickUp for free today and start hosting meetings like superheroes!