Studies by CBS revealed that professionals lose almost 31 hours every month due to ineffective meetings; that’s almost four days a month. One of the main reasons behind ineffective meetings is insufficient planning and low-quality meeting management software.
Professionals now prefer meeting online to save time and, of course, money. In the case of remote working teams, online meetings are the most suitable solution. Therefore, the role of meeting management software is simply undeniable.
Today’s discussion is about meeting management software, its benefits, and some of the best board portal software providers in the market.
What is meeting management software?
Meeting management software are particularly dedicated tools that help professionals, executives, project teams, business employees, and board members to plan and organize business meetings.
These tools help in:
- Pre-meeting activities such as agenda preparation and distribution
- Audio/video conferencing
- Taking notes during the meetings
- Easy document access and sharing
- Recording, sharing, and archiving meeting minutes
- Decision tracking or follow up
Common examples of meeting management software include Zoom, Microsoft Teams, board portal software, etc.
Reasons to use meeting management software
Most businesses are already using meeting management tools, and it is high time for you if you are not using one. Here are some major reasons why you need a meeting management solution.
1. Pre-meeting preparations
Whether it is an online or physical meeting, a meeting management tool simplifies pre-meeting preparations. For instance, you can prepare meeting agenda online and ask for recommendations from other participants.
Tools like board management software have a wide range of meeting agenda templates which makes things easier. Similarly, meeting management tools are useful in setting meeting calendars.
Meeting management tools keep everyone notified about everything happening on the platform. Any changes in the agenda, new proposals, objections from members, etc., are immediately notified to the platform users. Users can also prioritize notifications as per their requirements.
3. Easy communication
One of the biggest reasons why you should use meeting management software is better and real-time communication between team members. These platforms not only keep you notified, but you can easily communicate with your team members. Real-time communication helps in better decision-making and task management.
Benefits of meeting management software
Now you know why meeting management tools are important. Here are some mentionable benefits of meeting management software.
1. Paperless meeting solution
It is not a secret that companies use a voluminous amount of paper, and most of the time, it is just a waste. Imagine if it is a board meeting; you need to prepare board books and create copies for all the participants; then comes meeting minutes and their copies. Can you imagine the cost of all this?
With meeting management software, all these expenses can be simply avoided. For a board meeting, using virtual board software makes it easy to prepare digital board books and send them to all members. Similarly, meeting agendas, minutes, and notes can be created, shared, and archived without using paper. The best thing is that meeting participants can easily access the required material whenever they want.
2. Simplified note-taking
Usually, one of the meeting attendees takes important notes during the meetings and shares them with absent participants, stakeholders, investors, and other concerned parties.
Taking notes in traditional form (pen and paper) has become ineffective now. That’s because the attendee may make a mistake, forget to add an important point, or may lose the notes too. Meeting management tools help you automate the note-taking process. You can easily share notes and archive them for future use.
When it comes to cybersecurity, you cannot trust every solution in the market. Software security is not a compromisable part. Secure meeting management tools such as virtual boardroom software have multiple security features that make sure your important data is safe from all sorts of cyber threats. For instance, you can prevent unwanted entries in your board portal and store and share documents in encrypted form.
4. Quicker access to information
Meeting management solutions are online tools, and you can easily access them from anywhere, anytime with your mobile phones, tablets, desktops, or any other recognized device. You can retrieve any document you want or share it with others. Do you know that modern-day virtual boardroom solutions allow you to access portal data without the internet?
Top 5 meeting management software in 2022
Based on their effectiveness, security, and customer reviews, here are the top 5 meeting management apps in 2022.
- Virtual board software (some of the best board portal software providers include Nasdaq, iDeals, Govenda, Diligent, and BoardMaps)
- Microsoft Teams
Zoom, Skype, Microsoft Teams, and Fuze are great options for regular meeting management. But if you are going to arrange corporate meetings, it’s recommended to go for extra security offered by board portals. Some of the best board portal software providers include Nasdaq, iDeals, Govenda, Diligent, and BoardMaps
Meeting management solutions are very handy when it comes to effective business meeting management. With these tools, you can automate your business meetings and save your company’s financial resources to a great extent. The best thing about meeting management software is its remote access which gives you the freedom to use your meeting software from anywhere, anytime.
This is a paid guest post.