Top 10 Meeting Management Software (In-Depth Reviews)

Good meeting management software organizes all of your online meetings well. It helps you to schedule meetings, arrange audio and video meetings with clients and staff, record conversations, and keep regular updates. 77% of all successful projects include a meeting management tool. With the world constantly shifting toward a virtual space every day, soon online meetings will replace the role of the time-consuming, tiring and costly offline meetings. 

How to Choose Desired Meeting Management Software?

From the large pool of available tools, here are a few pointers that you should keep in mind before picking up the meeting management service you want to enjoy:

1. Scheduling meetings beforehand.
2. Fast and clear audio and video communication. 
3. Recording the meeting. So, you may be able to revise the decisions taken and rewatch significant moments. The recording can also act as a document in the future. 
4. Task distribution and feedback system. Easy to administer.
5. Standard security measures protect valuable data and conversation information from hackers. Also, includes a well-organized structure for each entity in the system be a client, employee or partner only gets access to the info they are allowed to
6. Cost-effectiveness compared to the software’s attributes.

These are the standard features to look for in any meeting management system. Compare the software’s features with your requirements and make your pick. Here is a list of the 10 best meeting management software hand-picked by our experts for your convenience.

10 Best Meeting Management Software

1. ClickUp:

A collaborative meeting management software that combines the features of a to-do list, calendar, project management, communication, and document processing. The application is compatible with desktop, smartphone, and cloud-based systems.  It can help you get meeting notifications from different apps and assign the meeting to attendances. 

Key Features:

1. Whiteboard and documents for the meeting.
2. Online real-time chat.
3. Access control.
4. Data import and export.
5. Document storage and management.
6. Google chrome and email integration. 
7. Reminders.
8. Project planning, task scheduling, and calendar management. 
9. Real-time notification, and updates. 

Other Powerful Features:

1. Collaboration tools.
2. Template customization and management.
3. Statistics and projections
4. Activity tracking.
5. Team collaboration and tracking. 

Pricing: 

Personal use is free with 100 MB storage.

$5 per member per month for small teams with unlimited access.

$12 and $19 per member per month with more additional features for business class.

What Customers Like:

1. The versatility to maintain an office, business, and personal life all in one place. Schedule every next task and sync with third-party applications.
2. Track, report, and complement individuals working on a project. A place to manage the whole project from one place.
3. Various widgets and integrations are available to use. Create custom space.

What Customers Do Not Like:

1. It is not an actual database. So, to store bulk data, database software is required.
2. Some tools are difficult to use and understand by an average user.

Reading: ClickUp VS Notion: What Are Their Differences and Similarities?

2. Monday.com:

A cloud-based task management tool that focuses on people management more than project management. Offers a very user-friendly interface and lets you choose from various templates before creating your personal board. It also allows you to track the meeting and get meeting notifications. 

Key Features:

1. Custom template for user.
2. Assign tasks & track project progress.
3. Notification of task progress.
4. Contact other members directly via the Monday calling system. 
5. Contact info like email, and phone number are visible.
6. Integrate with other apps like Shopify, Outlook, Slack, Mailchimp, etc.
7. Visualize your project in various manners such as Gantt charts. 

Other Powerful Features:

1. Easy to learn.
2. Map integration.
3. Give different tags to various tasks in a project.
4. Easily create reports.

Pricing: 

Free for personal use.

Starts with 8$ per seat per month with basic features.

10$ and 16$ per seat per month with more additional features.

What Customers Like:

1. The workload and tracking feature keeps everything on schedule.
2. Commenting on all ongoing tasks.
3. Real-time updating of all progress. 
4. Easy and flexible software to learn and maintain.

What Customers Do Not like:

1. Sometimes data is not saved after reload.
2. Interface and usage difference in PC and smartphones.
3. Doesn’t support live chat. 

Related Reading: Asana vs Monday: What is My Thought After Using Them?

3. Ntask:

A simplified management tool for achieving higher productivity. One of the most affordable and flexible meeting management systems available in the market. It has group chat and calls and task management which can help you manage meetings. 

Key Features:

1. Built-in file annotation. Mark images, videos, and documents inside the tool.
2. Kanban boards make the process of assigning tasks and time management way easier.
3. Project visualization with Gantt charts.
4. Group chat and calls.
5. Everyone with their own workspace.
6. Integrate with zoom, calendar, office 365, slack, etc. 
7. Automatic notifications.

Other Powerful Features:

1. Percent-complete tracking. 
2. Expense tracking and budgeting.
3. Mobile integration.

Pricing: 

Free for personal use.

$3 for premium access.

$8 for business class access.

What Customers Like:

1. Budget-friendly.
2. Cost estimation system.
3. Perfect for small and medium-sized businesses.

What Customers Do Not like:

1. A bit complicated interface.
2. Comparatively fewer extensions and integration.

4. Microsoft Teams:

An essential part of the Microsoft 365 system. Syncs smoothly with other Microsoft productivity tools. 

Key Features:

1. Group and one-on-one chat.
2. Access control.
3. Meeting scheduling.
4. Breakout room.
5. Multi-factor authentication.
6. File sharing. 
7. Meeting summary. 
8. Integrated with office 365. Direct access to email, Onedrive, and Skype.

Other Powerful Features:

1. Conversation search.
2. Contact search.
3. Mentions.
4. Customizable notification.
5. Updated whiteboard. 

Pricing: 

Available with Office 365 subscription.

$4 per user per month for premium access.

What Customers Like:

1. Direct integration with Office 365.
2. User-friendly interface.

What Customers Do Not like:

1. ‘Hosting authority’ can’t be transferred.
2. Sometimes audio issues and slow performance are noticed.

5. GoToMeeting:

A meeting management solution. An affordable and efficient tool for remote office management.

Key Features:

1. Audio and video conferencing. 
2. Meeting scheduling and recording.
3. Presentation and whiteboard.
4. Switch presenter.
5. Hand raising.
6. One-click joining.
7. Supported in both PC and smartphone.
8. Chatting.
9. Integration with other apps.

Other Powerful Features:

1. Notification blocker.
2. Password protection.
3. Remote control. Participants can control the cursor on a shared screen. 

Pricing: 

$12 per month with 150 participants’ access.

$16 per month with 250 participants’ access.

What Customers Like:

1. Affordable price. 
2. Standard video and chat conferencing.
3. Easy access.

What Customers Do Not like:

1. No built-in file-sharing system.
2. Other apps like skype, zoom allow the base service for free.
3. Audio issues are present sometimes.

6. Zoom:

Audio and video conferencing app with various quality features. A popular choice for educational and business institutions. Supported by Windows, Linux, Android, and other operating systems.

Key Features:

1. High-quality audio and video conferencing.
2. Meeting scheduling.
3. One-to-one and group chatting.
4. Availability of end-to-end encryption.
5. Access control.
6. Meeting recording.
7. Assignable permission setting.
8. Meeting reminders.
9. Light, dark theme, and virtual background.

Other Powerful Features:

1. Calendar scheduling. 
2. Waiting room.
3. Customizable personal meeting id.
4. Camera focuses on video calls.
5. Attention indicator. 

Pricing: 

Free with limited access.

$150, $200, and $240 with more additional facilities in each stage. 

What Customers Like:

1. Simple and intuitive interface.
2. Stable calls.
3. Improved whiteboard.
4. Decent UI, UX design.
5. Abundant integration options.

What Customers Do Not like:

1. Limited cloud storage.
2. Login is required each time.
3. A bit complex chatting system while switching between the group and one-to-one texting.

7. Google Meet:

Google has been constantly evolving to serve its customers in various innovative and productive software. Google Meet is just another meeting management tool offered by Google for cloud audio and video conferencing. 

Key Features:

1. Join meetings from Gmail. 
2. Digital whiteboard. 
3. Improved video quality in low light. 
4. Noise cancellation.
5. Google docs, spreadsheet, and slide integration.
6. Automatic captioning in English, French, German, etc. language. 
7. Breakout room.
8. Cast meeting to another display. 

Other Powerful Features:

1. Up to 24 hours call duration.
2. Q&A option in meetings.
3. Get feedback through polls.
4. Background changing and blurring.
5. Direct youtube live stream. 

Pricing: 

Free for personal use.

$8 for accessing additional features.

What Customers Like:

1. Soothing UI, UX design.
2. Easy to learn, set up and conduct meetings.
3. Good for a free video-conferencing service.
4. The subtitle function is ideal for any educational conference.

What Customers Do Not like:

1. Bugs may be noticed with the background changing functionality sometimes.
2. Not a perfect software to be used in large groups.

8. HubSpot Meetings:

An efficient and flexible cloud-based meeting scheduling app. Lets you organize meetings with clients and colleagues without the help of an assistant. 

Key Features:

1. Integrate with Gmail, outlook, and office 365.
2. Custom meeting type. 
3. Email notifications.
4. Meeting scheduling.

Other Powerful Features:

1. One-click setup.
2. Custom forms.

Pricing: 

Starts at $45 per month per 1000 members.

Professional package at $800 per month per 2000 members with additional features.

What Customers Like:

1. Attract the right people for your business by sharing relevant content.
2. Contact leads via personalized texts.
3. An efficient sales and marketing tool.

What Customers Do Not like:

1. Complicated interface at the beginning.
2. Relatively costly.

9. Cisco Webex:

According to Cisco Webex’s official website, the meeting tool has outperformed all of its competitors in business value creation, vendor support, ease of data integration, product strategy, and rate of improvement. 

Key Features:

1. Audio and video conferencing.
2. Background voice removal.
3. Webcam optimization.
4. Recording.
5. Meeting scheduling.
6. Compatible for both PC and smartphone.
7. AI functionality including voice command, closed captions, searching, etc.
8. Activity dashboard.
9. Group chat.

Other Powerful Features:

1. Switch presenter.
2. Survey tools.
3. Mentions.
4. Webex peek.
5. End-to-end encrypted calling.

Pricing: 

Basic use is free.

Packages start from $13.5 and more with additional features.

What Customers Like:

1. Large files can be shared.
2. Simple UI design.

What Customers Do Not like:

1. Consumes a large portion of CPU RAM. requires a good device for the app to work well. 
2. Not too smooth on mobile.
3. Webex help center is reported to provide a sloppy service.

10. Skype:

Skype is the simplest business communication software. It is also a good app to be connected with friends and family. 

Key Features:

1. Schedule and manage meetings.
2. Live subtitles.
3. Skype translation. Skype will translate a real-time conversation into a different language. 
4. Recording. 
5. One-on-one and group texting.
6. End-to-end encryption. 

Other Powerful Features:

1. Polling.
2. Broadcasting to a large group. 

Pricing: 

Skype pricing varies depending on the geolocation.

What Customers Like:

1. A user-friendly and comfortable interface.
2. Standard text features.
3. High call quality.
4. A balanced tool for both personal and business life.

What Customers Do Not like:

1. Spam calls. Strangers can contact you but you won’t know the details. 
2. Takes a bit more time to start. 

Make Your Decision

Choose the program you need, depending on your required functions. After determining the ones that satisfy your interests, compare your team preference keeping the budget in mind with the offered features of your chosen meeting management program. But you can first use the software during the short time trial period offered by many programs before sealing the deal. We recommend ‘zoom’ for video calls, ‘Microsoft Teams’ for maintaining a large team, and ‘skype’ for regular personal and business purposes.