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Top 20 Meeting Management Software (Pricing, Reviews)

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 20 best meeting management software that you can try out in 2021. We’ll also go through the basics of meeting management, the steps involved, and how to create a meeting agenda

All set?

Let the app war begin. 

20 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. 

Now, it may be challenging to reach Thor in Asgard, but selecting the right meeting management tool doesn’t have to take infinity. 

Here are some of the best meeting management software available today: 

1. ClickUp

Download ClickUp on any device

ClickUp is one of the highest-rated task management software and productivity tools used by productive teams worldwide. 

Whether you want to take meeting notes, manage an agenda, or define action items, you can do it all with a single software: ClickUp! 😄

Moreover, while scheduling your weekly 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 an enterprise meeting management software: 

A. Add powerful context with rich text editing 

ClickUp has an extensive editor menu that lets you format your text with lists, headings, highlights, and more. 

Rich text editing in ClickUp task descriptions

Use Slash Commands to quickly add rich text editing to any ClickUp task description

You can also add emojis, images, and videos directly into the task description or in comments during a meeting. 

B. Organize notes and ideas with Notepad

Notepad is your personal space to jot down thoughts and ideas for an upcoming meeting.  

Use it to write a meeting note and convert it to tasks later.
Moreover, you can add rich editing to your notes with /Slash Commands. 

Simply type / in a Notepad entry and select editing options like headers, bold font, and more.

Slash commands and checklists in ClickUp's Notepad feature

Use Slash Commands in ClickUp’s Notepad feature to add Checklists, headers, and styling to instantly organize your thoughts

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 a meeting. It’s like creating mini-tasks with comments for your team members, so nothing slips through the cracks.

With an 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. 

Assign comments in ClickUp task descriptions

Assign comments to the team in ClickUp tasks to easily turn your thoughts into action items

D. Streamline repetitive work with Recurring Tasks 

You can set tasks to repeat 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
Recurring Tasks to streamline repetitive work in ClickUp

Set Recurring Tasks to streamline your work by choosing your meeting schedule and previewing it in your calendar in ClickUp

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 like this:

Natural language for Recurring tasks in ClickUp

Use natural language to set recurring due dates in the task 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 
  • 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.
  • Zoom integration: start your Zoom meetings right inside your ClickUp tasks 

ClickUp pricing  

ClickUp offers a Free Forever Plan with unlimited tasks and members. Its paid pricing plan starts as low as $5/user per month. 

ClickUp customer ratings

  • Capterra: 4.7/5 (2200+ reviews)
  • G2: 4.7/5 (3200+ reviews)

2. Beenote

Beenote home page

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 agenda templates
  • Integration with Microsoft 365, Teams, and Google Calendar

Beenote pricing

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

3. Calendly

Calendly home page

Calendly organizes meetings online through a link. 

This meeting organizer 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
  • Integrations like ClickUp  

Calendly pricing

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)

4. Chanty

Chanty home page

Chanty is an easy-to-use meet scheduling and team collaboration tool.  

Use it to keep your team 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 members with @mentions
  • Save ideas or reports with pins
  • Share code snippets to save time

Chanty pricing

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 home page

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

6. HubSpot

HubSpot home page

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

HubSpot pricing 

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 home page

Lucid Meetings is a popular 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)

8. MeetingKing

MeetingKing home page

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 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

MeetingKing pricing 

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

Microsoft Teams home page

No meeting software list is complete without Microsoft Teams

It’s one of the most widely used board meeting software, 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. 

Microsoft Teams key features     

  • Video conferencing to make meetings more personal
  • Digital whiteboarding to collaborate on ideas
  • Screen sharing capability
  • Integrates with management tools 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)

10. NetSuite

NetSuite home page

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 teams and is a unified business management suite. 

NetSuite CRM also allows you to manage everyday activities from mobile devices like setting calendar reminders for 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 pricing

Netsuite costs $499.00/month. 

NetSuite customer ratings

  • Capterra: 4.1/5 (700+ reviews)
  • G2: 3.9/5 (1200+ reviews)

11. Nextiva 

Nextiva home page

Nextiva is a meeting management system that lets you talk to anyone through phone, text, email, or instant messaging. 

It’s a great meeting software 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.

Captain America from the Avengers in battle hearing Cap, it's Sam. Can you hear me? On your left.

Nextiva key features     

  • Supports video and audio meetings
  • Encrypted screen sharing and file sharing
  • Offers live streaming and webinar hosting
  • Easy ticket management

Nextiva pricing 

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)

12. Odoo

Odoo home page

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

Odoo pricing 

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)

13. Pipedrive

Pipedrive home page

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

Pipedrive pricing 

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)

14. Plutio

Plutio home page

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 pricing 

Plutio’s basic plan starts at $15/month. 

Plutio customer ratings

  • Capterra: 4.6/5 (130+ reviews)
  • G2: 4.4/5 (30+ reviews)

15. Scoro

Scoro home page

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 pricing

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)

16. Skype  

Skype home page

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

Skype pricing 

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)

17. Slack

Slack home page

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 pricing 

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)

18. WebEx

WebEx home page

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 pricing 

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)

19. Zoho One

Zoho One home page

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)

20. Zoom 

Zoom home page

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 auto-generate transcripts. 

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. 

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)
  • Integrates with popular apps like Slack and ClickUp

Zoom pricing 

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)

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.

Meeting Management Basics

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. 

Remember when Nick Fury had a board meeting with the World Security Council? 

It didn’t turn out to be too productive. 🙈 

Nick Fury from The Avengers turning away like a boss in the control room

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. 

If it’s a virtual event or a remote team meeting, add the link to the meeting room and other relevant details. 

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.

Like ClickUp.

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!

Captain America at the end of battle in the Avengers calling Avengers Assemble

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