In the era of digitalization when companies are expanding their horizons and operations across regional boundaries, meeting management tools have come in real handy.
You can’t practically be in different places to run your business, talk to your clients, or manage your remote teams, but virtually you can be – thanks to these handy tools.
What to Look for When Selecting Meeting Management Software?
If it’s your first time selecting a meeting management tool, chances are that you’re overwhelmed with all these options available to you and the features they come with. To make things easy for you, I have come up with an essential list of factors you must consider when selecting the right meeting management software for you:
Let’s get to them:
Features
Different meeting management apps come with different features. While some may suit your organization, you can give others a pass. However, what you need here is a list of must-have features. This will help streamline the process for you.
Once you know what you want, the process ahead will become easier. You can follow the same practice when it comes to selecting mind-mapping software or live chat tools.
Ideally, the right meeting management tool must have the following features:
- Mobile application
- Transparency/Visibility of meeting details
- Meeting recording
- Real-time interactions
- Screen sharing
- Privacy and security
Pricing
Next comes pricing! There are many free meeting management software and tools available. But they come with limited features and functions. If you’re opting for a paid one, make sure it has all the features your business needs. Also, it should fall within your budget bracket.
Group Size
Some meeting management tools are more suited for big organizations because they can support a higher number of attendees. On the other hand, small businesses can benefit from tools with limited capacity. It all boils down to the size and scale of your business.
Support
You have an important meeting to attend with a potential investor but the software refuses to run. Not only will it impact the reputation of your company but may cost you a potential opportunity to expand your business as well.
This problem can be averted if the selected software is backed by quick and effective customer support.
Reviews and Ratings
Lastly, don’t forget to go through reviews and ratings of different meeting management software and tools before making the final call. Look for ‘real’ reviews. You can find them in online communities, such as Quora and Reddit.
Top Meeting Management Software and Tools in 2023
Here are my picks for the best meeting management software and tools in 2023:
1. Google Meet
A robust video conferencing tool from Google, supported by speech-to-text technology.
- Starting from: Free
- Pricing Model: NA
A simple and minimalistic tool, Google Meet helps your team stay connected via video conferences. Its integration with Google Calendar makes it easier for scheduling while connectivity with other apps, such as Drive, Sheets, Slides, Forms, etc., makes file sharing convenient.
It allows screen sharing and recording. The highlighted feature for me, however, is the digital whiteboard. It enables the team to share ideas and give feedback in real-time. As many as 250 members can attend a meeting, which can last for a maximum of 24 hours. That’s a lot. (But, I hope no one ever has to attend a 24-hour meeting).
Features
- Backed by speech-to-text Technology
- Attendance tracking reports
- Digital whiteboard
- Breakout room
- Extensive host controls
- Option to add co-hosts to meetings
Pros
- Can support up to 25 co-hosts
- Easy to host or attend a meeting
- Simple interface
- Free of cost
- Mobile app available
Cons
- Allows integration with Google apps only
- The text-to-speech feature doesn’t always show accurate results
2. GoToMeeting
A flexible virtual meeting platform fully loaded with exhilarating features.
- Starting from: $12
- Pricing Model: Subscription-based
- Free Trial: Demo available
Making its way to the list of best meeting management apps, GoToMeeting features a clean interface yet is supported ably by advanced features. Among them, Breakout Rooms stand out the most. It allows the host to split attendees into small groups.
The Call Me feature is another one that has gotten my attention. Instead of sending an email, it calls your number when the meeting is about to start.
It has both Android and iOS applications, which means, you can attend meetings while on the go using your handheld devices.
Another personal favorite feature of GoToMeeting is its ability to transcribe meetings. This eliminates the need for having to take notes during the meeting, as the tool does it for you. The best part? You can view transcriptions of previous meetings as well.
It can integrate with a host of productivity software and tools for enhanced convenience. These include but are not limited to Microsoft Teams, Outlook, Salesforce, Google Calendar, etc.
The only problem I have with this tool is that you have to restart the meeting altogether when it suffers a network issue, even if it’s momentary. It can be a real problem if you have a large number of attendees.
Features
- Personal meeting rooms
- “Call Me” features
- Screen sharing
- Drawing tools
- Presenter control
- Transcriptions
- Cloud recording
- Diagnostic reports
- Desktop sharing
Pros
- One-click meeting attend
- Calls you when the meeting is about to start
- Secure (videos and audio are encrypted)
- Transcriptions available
- Mobile applications available
Cons
- Messaging is only available during meetings
- Mobile app may lag at times
- Meeting needs to be restarted if there’s a network issue
3. ZoHo One The Business Suite
A complete Business Suite, ZoHo One is all that your business needs for smooth operations
- Starting from: $37 per employee/month
- Pricing Model: Subscription-based
- Free Trial: Available
Much more than a meeting management tool, Zoho One – The Business Suite is like an operating system that can replace your cloud applications and paper-based processes. It comes with tons of integrated applications that support sales, marketing, and communication.
It can serve as a meeting schedule for virtual meetings and webinars. You can also use it to conduct online training sessions, discuss ideas with your teams (using the chat feature), and broadcast demos.
On the flip side, it may not suit small businesses due to its high cost.
Features
- A complete OS
- Customization tools
- Meetings synchronizations with the calendar
- Screen sharing
- The option to record meetings
Pros
- Can replace many cloud applications
- An all-in-one tool for business management
Cons
- Expensive. May not cater to small businesses
- No meeting reminders
- Mobile application available
4. Stratsys Meetings
A cloud collaboration tool designed to make your meetings more efficient and productive.
- Starting from: $30/month
- Pricing Model: Subscription-based
- Free Trial: Available
If you are looking for simple meeting management software that gets the job done without any overtly advanced features, Stratsys Meetings perfectly fit the bill.
This tool ensures everyone is prepared for the meeting. You can share the agenda and assign tasks even before the meeting has started, which helps to cut time and make meetings more productive since everyone in the team will be aware of their responsibilities beforehand.
In addition, it comes with a built-in to-do list. You can add actions/things to do during the meeting. The app also sends notifications daily to complete those tasks.
The flip side? The interface is very plain, but it doesn’t exactly look very professional as compared to other meeting management tools.
Features
- Set agendas for meetings
- Action item tracking
- Personal to-do list
- Attendee management
- Meeting management
- Scheduling
- Meeting preparation tools
- Third-party integrations
- Collaboration tools
Pros
- Easy to use
- Mobile apps available
- The option to attach documents
- Task management
Cons
- Interface can be better
- Lack of formatting options for notes
5. Calendly
A lightweight, easy-to-use meeting management tool that doesn’t cost a dime (for basic plan)
- Starting from: Basic plan free. $8 for the Essential plan
- Pricing Model: Subscription-based
- Free Trial: Available
Calendly may not be as feature-rich as some other tools in the list, but it serves the purpose. It’s lightweight, easy to use, and free to use, making it ideal for a small business.
The best part of this tool is its scheduling component. As users can set their availability, scheduling meetings become a breeze, thereby reducing the chances of no-shows. It sends out automatic reminders and offers integration triggers. These features further enhance its usability.
Features
- Set your availability
- Supports Calendly integrations
- Automatic reminders
- Facilitates scheduling for in-person and virtual meetings
Pros
- Lightweight
- Reduces no-shows
- Easy to use
- Free basic plan
Cons
- Essentially is a one-function app
- Narrow functionality
6. Zoom
A comprehensive meeting management tool worth the hype.
- Starting from: Basic plan free. $149.90 for the Pro Plan
- Pricing Model: Subscription-based
- Free Trial: Available
Most people were introduced to Zoom during the COVID-19 pandemic when offices had to shut down and meetings became virtual. However, it’s been in service long before that.
Zoom is basically an answer to all your meeting management-related concerns. Suitable for every type of organization, regardless of its scale, it is a complete video meeting tool laced with advanced features.
Despite the galore of features, Zoom has a simple design, which makes it easier to set up meetings and attend them. The tool also supports segmentation as it allows to create both public and private team chats.
Its custom background feature also deserves a mention. You can choose from available images or create your own and set it as your background during the meeting.
The only drawback is that the free plan limits the meetings to 40 minutes. Also, unlike Google Meet and some other meeting managing tools, it requires the user to download the software to be able to use it.
Features
- HD video quality
- Supports up to 1000 attendees
- Record meetings
- Message encryption
- Screen sharing
- Facilitates public and private group calls
- Supports file sharing
- Custom background settings
Pros
- The free plan comes with unlimited one-to-one meetings
- Mobile app available
- Easy to use
- Simple yet appealing interface
- Multiple integration options
Cons
- The 40-minute meeting limitation can be a bummer
- Too many subscriptions required to use advanced features
- Cloud file sizes can be inconsistent
7. Slack
A reliable communication tool for remote teams that supports chat sessions, audio and video calls, and integrations.
- Starting from: $7.25 per month (free version available)
- Pricing Model: Subscription-based
- Free Trial: Not available, but the free version makes up for it.
Slack claims to be the digital HQ of your company, but does it live up to its name?
To put it simply, it does. This communication tool has made its way to the list of best meeting management tools mainly due to the fact that it supports both audio & video calls and chat sessions. Also, the interface is simple yet appealing.
Another reason why this tool ranks higher on my list is its ability to collaborate with many other tools. Huddles, Fuze, Google Drive, Cisco Webex Meetings, LiveWebinar.com – the options are abundant.
Lastly, it’s suitable for both large and small-sized organizations. However, remember that the free version comes with limited functionality. I’m especially not satisfied with messages disappearing after 90 days.
Features
- Users can create different channels
- Chat sessions
- Audio and video calls
- Workflow builder
- File sharing
- Enterprise data management
Pros
- Easy to use
- Simple interface
- Integration with many tools
- Mobile version available
- Public and private channels
- Security
- 24/7 support
Cons
- Messages disappear after 90 days in the free version
- Limited customization options
8. Fuze
A SaaS product that can cater to three different needs of your organization; meetings, callings, and contact center operations.
- Starting from: $15 per month
- Pricing model: Subscription-based
- Free Trial: Demo available
Fuze, now an 8×8 company, is a fully-integrated meeting management tool that’s suitable for every organization. It is quick, lightweight, and simple.
It’s a cloud-based tool that supports every type of business communication; from audio and video calling to webinars. It has all the features that a meeting management tool must have, but what sets it apart from others is customization.
Its modern and slick yet simplistic design is easy on the eyes. The software is backed by enterprise security, which guarantees data safety.
My only concern here is users will have to pay for all three bundles irrespective of whether they use them or not.
Features
- Compatible with other devices
- Advanced security
- File sharing
- Integrations available
Pros
- Appealing interface
- Mobile application available
- Easy to use
- Can support up to 1000 participants
- HD video supported
Cons
- A little on the pricier side
- A lot of negative reviews on call quality
- Users must pay for all bundles
9. HubSpot
A free tool with a simple design and great interface, perfect for small businesses.
- Starting from: Free
- Pricing model: NA
HubSpot Meetings is a simple schedule that comes with an integrated calendar. It comes sans any extravagant features but serves the purpose since it efficiently does what it is meant to do – manage your meetings.
It can be integrated with HubSpot CRM, one of the best CRM tools and software, and several other free tools.
With this tool, you can get access to HubSpot without paying any extra charges. For the uninitiated, it’s an educational resource, similar to an encyclopedia.
This tool, however, is more suitable for those who are existing users of HubSpot CRM. It doesn’t offer great value on a standalone basis since there are so many better options out there.
Features
- Automatic scheduling
- Integrations with HubSpot CRM and other tools
- Access to HubSpot academy
- Sync with Office 365 calendar and Google Calendar
- Supports organization of group meetings
- Creates email sequence
- Free to Use with HubSpot CRM
- Available in the form of a WordPress plugin
Pros
- Simple design
- Free of cost
- Lightweight
Cons
- Limited functionality
- Limited sync and integration options
10. Lucid Meetings
An online meeting management tool that prepares you beforehand to make your meetings productive.
- Starting from: Free personal account, $12.50 per month/host
- Pricing model: Subscription-based
- Free Trial: Available
Lucid Meetings is similar to Stratsys Meetings in terms of features since it also allows the host to set an agenda and define meeting roles for other members. However, what sets it apart is the speaker queue features. It ensures there is no overlapping among speakers. Also, it’s more affordable as compared to Stratys Meetings.
With the use of this software, you can be fully ready for the meeting. This will make your meetings more productive and time-efficient.
Features
- Agenda creation and management
- Screen sharing
- Meeting timer
- Meeting templates
- Screen sharing
- Call recording
- Transcriptions
Pros
- An affordable version of Stratsys Meetings
- Audio transcriptions can come in handy
- A simple interface
- Free personal account available
Cons
- Lacks video tools
- No video recording
This concludes my list of the best meeting management tools and software. Have any questions or need assistance selecting the right one for your company? Leave your comments below, I’ll surely get back to you.