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How to Choose the Best Meeting Management Software

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What Even Is Meeting Management Software?

Here Are Some of the Benefits You Can Get from Using MMS:

1. Automate the meetings scheduling process

You can use meeting management software to automate your scheduling process. Instead of manually entering all the details about your upcoming events into an online calendar or spreadsheet, you can simply upload them using the software. This way, you don’t have to worry about forgetting anything.

2. Manage attendees & RSVP’s

Another benefit of meeting management software is its ability to manage attendee lists. With this feature, you can easily add new people to your list as well as update existing ones.

3. Track minutes

With meeting management software, you can keep track of and digitally take notes on what was discussed during every meeting. Tracking meeting minutes is important because new team members, or members of the team who couldn’t make the meeting, now have all the relevant information at their fingertips. They can easily read over these minutes to catch up on what was said or even refer back to them in future instances.

4. Create reports

If you want to know how your business performed over a certain period of time, meeting management software allows you to generate customized reports. You can get detailed information such as attendance rates, average response times, and many others.

5 Meeting Management Tools Worth Using

There are hundreds of different types of meeting management software available on the market. But not all meet the needs of every company. Let’s take a look at some of the different tools available to you:

1. Avoma

Avoma is more than just a meeting management software. Avoma is an AI-powered meeting lifecycle assistant that is with you from start to finish and even after your meeting is over.

2. nTask

nTask is one of the most popular meetings management apps. It has been around since 1998 and currently boasts more than 1 million users. nTask offers features like agenda creation, event tracking, and live chat.

3. Calendly

Calendly is another great tool for managing your meetings. Calendly’s goal is to make scheduling meetings easy and effective. They do this by providing a simple interface where you can create events, invite people, set agendas, track responses, and much more.

4. Fuze

Fuze is a contact center and communications platform designed specifically for businesses that have conferencing needs — particularly those who are running international conferences.

5. Lucid Meetings

Lucid Meetings is a cloud-based meeting management solution that offers many useful features. Lucid Meetings is one of the most popular solutions for virtual meetings because of its ease of use and intuitive user interface.

How Do You Know Which Meeting Management Software Is the One for You?

In order to know which meeting management software is right for you and your business, you need to understand which meeting features are most important and what features you will then require from the software.

1. Track the meeting process touchpoints

You need to ensure that the software you choose covers all of the touchpoints along your meeting process. This includes scheduling, recording, managing participants, and communicating with attendees.

2. Log all the meeting pain points

Identifying the issues that you are having during your meeting lifecycle is one way of identifying the features you need your software to have. The software needs to account for all of these pain points but also be flexible enough to accommodate any other potential issues that may arise.

3. Monitor how long your meetings last

Some meeting management software does not have the functionality or the capacity to handle long meetings. If you want to avoid wasting time and money on unnecessary meetings, it is essential that you find software that can handle longer meetings without breaking them down.

4. Survey your employees

Ask your employees for feedback surrounding their experiences during your meetings and for their opinion on what they believe could be improved about the entire meeting process.

5. Examine your budget

Budget plays a big role in software choice.

6. Do you need to share your screen?

Screen sharing is a vital meeting component if you are conducting online meetings where not everyone is in the same room... or maybe even in the same country. Screen sharing allows a person to view the presentation being shown by another while simultaneously viewing notes taken by the presenter.

7. Take note of how many people are in your meetings

Certain meeting management software has a limit on the number of attendees that can join your meetings.

8. Are there any follow-up tasks?

If there will be tasks that need to be completed post-meeting then choosing a meeting management software that has the ability to create meeting notes and lists with action items is the best way to go.

9. To file share or not to file share

File sharing is an option that many people choose when using meeting management software. This means that files can be shared between participants and stored within the software itself. However, this comes with its own set of problems such as file size limits and privacy concerns.

Conclusion

In conclusion, there are many meeting management software tools available, it is all about picking the right one for you.

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