Best Meeting Management Tools: Ranked and Reviewed (2025)

Did you know that 49% of remote workers experienced exhaustion due to longer meetings during the pandemic? Meeting management tools are essential for seamless collaboration and productivity, especially with the rise in remote work. Zoom, for example, saw a surge in popularity with 300 million daily meeting participants globally by April 2020. If you’re looking to streamline your meeting planning and boost productivity, this article explores the top meeting management software solutions available.

Key Takeaways:

• Effective meeting management tools are crucial for seamless collaboration in remote work environments.
• Companies like Zoom have experienced a significant increase in meeting participants during the pandemic.
• This article provides rankings and reviews of the best meeting management software solutions.
• Meeting management tools help teams plan, schedule, and collaborate during and after meetings.
• Choose the right meeting management software based on your specific needs, features, and pricing.

What is Meeting Management Software?

Meeting management software is a valuable tool that helps teams effectively plan, schedule, and conduct meetings.

With the rise in remote work and the need for seamless collaboration, meeting management software has become essential for efficient virtual meetings.

These software solutions enable teams to create agendas, invite participants, record and transcribe meetings, capture insights, and collaborate with other teams.

Whether it’s a brainstorming session, team update, or project review, meeting management software streamlines the entire meeting process, helping teams plan and run productive meetings. It ensures that all participants are well-prepared and engaged, resulting in more efficient and effective discussions.

One of the key features of meeting management software is the ability to collaborate cross-functionally. Teams can easily share documents, assign tasks, and communicate before, during, and after meetings.

By providing a centralized platform for communication and collaboration, meeting management software improves coordination among team members, leading to better decision-making and increased productivity.

Overall, meeting management software empowers teams to make the most out of their meetings and work together efficiently, no matter where they are located.

Importance of Meeting Management Tools

Meeting management tools play a crucial role in maximizing the productivity of meetings. As remote work becomes more prevalent, it’s essential to have tools that enhance collaboration and streamline the meeting process. These tools offer a range of features that enable seamless planning, scheduling, and inviting participants to meetings.

One of the key advantages of meeting management tools is the ability to record and transcribe video meetings. This feature not only helps in capturing important discussions and decisions, but it also makes the content accessible to non-native English speakers. With automated transcription, team members can easily refer back to previous meetings and catch up on important details.

Collaboration is another area where meeting management tools excel. They facilitate real-time collaboration during meetings, allowing participants to share ideas, provide input, and work together towards project goals. After the meeting, these tools ensure that key moments and insights are accurately documented and shared among team members.

“Meeting management tools are a game-changer for remote teams. They enable us to plan and schedule meetings efficiently, record and transcribe important discussions, and collaborate seamlessly, even when we’re not physically in the same room.”

– Jane Smith, Marketing Manager at XYZ Company

With meeting management tools, remote workers can make the most of their meeting time, increasing productivity and minimizing time wasted on unnecessary meetings. These tools provide a structured framework for conducting meetings, ensuring that agendas are followed and action items are documented. The collaborative features also foster team alignment and enable effective communication, leading to better outcomes and increased efficiency.

Investing in meeting management tools is a smart move for any organization that values productivity, collaboration, and efficient meeting processes. These tools empower teams to plan and schedule meetings effectively, record and transcribe video meetings, and collaborate seamlessly, even in remote work environments.

Benefits of Meeting Management Tools	Features
Enhanced collaboration	– Real-time collaboration during meetings
Productive meeting planning	– Efficient planning, scheduling, and inviting participants
Record and transcribe video meetings	– Capture and preserve important discussions and decisions
Seamless collaboration	– Share key moments and insights, even after the meeting

In summary, meeting management tools are essential for organizations looking to optimize their meeting processes and improve collaboration. These tools enable efficient planning and scheduling of meetings, the recording and transcribing of video meetings, and seamless collaboration among remote teams.

Top 9 Meeting Management Software

When it comes to meeting management, having the right software can make all the difference. Here are the top 9 meeting management tools that cater to various needs:

1. Grain

Grain is a comprehensive meeting management software that focuses on turning video meetings into valuable assets. It allows users to record meetings, transcribe sessions, clip and share key moments, and build a shared video library for easy access to insights from previous conversations.

2. Webex

Webex, owned by Cisco, is a meeting management software designed for large enterprises. It offers features like scheduling and recording meetings, audio and video conferencing, file sharing, and interactive polls to enhance audience participation.

3. Vyte

Vyte simplifies scheduling and eliminates the back-and-forth of meeting invites. It integrates with calendars, syncs everyone’s availability, and allows participants to vote on the best meeting time. Vyte ensures seamless scheduling for all attendees.

4. Parabol

Parabol is an online meeting tool specifically designed for Scrum masters and leaders. It offers digital Kanban boards, sticky notes, planning cards, multiplayer grouping, and guided discussions to enhance collaboration and track action items more effectively.

5. GoTo Meeting

GoTo Meeting is a user-friendly video conferencing software suitable for both small and large groups. Its features include browser-based meetings, screen sharing, unlimited cloud recording, automatic transcriptions, and a commuter mode for easy audio control.

6. Fellow

Fellow is a meeting management tool focused on improving collaboration through one-on-one meetings, task-setting, and accountability. It provides meeting agenda templates, action item tracking, meeting notes, and real-time feedback to enhance productivity and team collaboration.

7. Hypercontext

Hypercontext aims to enhance one-on-one and team meetings by providing customizable meeting agendas, real-time note-taking, post-meeting follow-ups, and goal tracking. It empowers managers and teams to have more productive and efficient meetings.

8. Chanty

Chanty is a meeting management software that focuses on team collaboration and task management. It offers team chat, file sharing, task management, and audio/video calls, all in one unified workspace.

9. Magic Minutes

Magic Minutes automates the agenda, notes, and minutes generation process. It captures meeting content, generates automated agendas, and extracts action items and decisions, saving teams time and effort in meeting documentation.

These top meeting management software solutions provide a range of features and benefits to help teams plan, run productive meetings, and collaborate effectively. Choosing the right software can make meetings more efficient, improve collaboration, and drive overall productivity.

Grain

Grain is a comprehensive meeting management software that focuses on turning video meetings into valuable assets. With Grain, I can easily record both live and recorded sessions, ensuring that no important discussions or insights are missed. The automatic transcription feature saves me time by providing accurate transcripts of my meetings, which I can refer to later for clarity or share with team members who couldn’t attend.

One of the standout features of Grain is the ability to clip and share key moments from my meetings. This allows me to highlight important discussions, decisions, or action items and easily share them with my team. It’s a great way to keep everyone informed and ensure that we’re all on the same page.

Another valuable aspect of Grain is the shared video library. Using this feature, my team members can search, discover, and review insights from previous conversations. It’s like having a repository of knowledge that we can refer back to whenever we need to refresh our memories or gather information for a new project.

Grain has been incredibly helpful in multiple aspects of my work. When it comes to talent hiring, I can review and share candidate interviews with my team to make more informed hiring decisions. For product teams, Grain helps capture important insights and discussions that contribute to the development process. Additionally, analyzing prospect conversations allows me to refine our sales approach and tailor our messaging accordingly. Moreover, Grain helps preserve institutional knowledge by archiving valuable conversations that can be referenced in the future.

Overall, Grain offers a user-friendly and efficient solution for managing my video meetings, making it easier to share key moments, collaborate effectively, and build a comprehensive video library. Whether I’m working remotely or in the office, Grain has become an indispensable tool for enhancing productivity and communication within my team.

“Grain turns video meetings into valuable assets, allowing users to record, transcribe, clip, and share key moments with team members. Its shared video library helps preserve institutional knowledge and facilitates easy access to insights from previous conversations.”

Webex

Webex, owned by Cisco, is a leading meeting management software designed specifically for large enterprises. With its robust features and user-friendly interface, Webex simplifies the process of scheduling, recording, and conducting meetings.

One of the key features of Webex is its comprehensive scheduling capabilities. Users can easily set up meetings and invite participants with just a few clicks. The software offers flexible options for scheduling, allowing users to choose the most suitable date, time, and duration for their meetings.

Furthermore, Webex provides seamless integration with popular calendar apps, ensuring that meeting schedules are synchronized and conflicts are minimized. This integration streamlines the entire scheduling process, saving users time and effort.

Another notable feature of Webex is its advanced meeting recording functionality. Users can record their meetings with a single click, capturing all audio, video, and screen-sharing content. This feature is especially useful for participants who are unable to attend the meeting in real-time or need to review certain sections later.

Additionally, Webex offers powerful video conferencing capabilities. Users can conduct high-quality video conferences with multiple participants, facilitating engaging and interactive discussions. The software also supports audio via call-in or VOIP, allowing participants to join meetings using their preferred audio method.

For added convenience, Webex provides a mobile app that enables users to stay connected even when they are on the go. The app allows users to send messages, make calls, and attend meetings from their mobile devices, ensuring seamless collaboration regardless of location.

Webex also offers robust file-sharing functionality, enabling participants to easily share and edit files during meetings. This feature promotes efficient collaboration and ensures that all relevant documents are accessible to the participants.

In addition to its core features, Webex enables users to host large virtual events and add interactive polls to improve audience participation. These features enhance engagement and provide a platform for interactive discussions and feedback.

To summarize, Webex is a powerful meeting management software that caters to the needs of large enterprises. With its comprehensive scheduling capabilities, advanced meeting recording functionality, video conferencing features, and mobile app, Webex offers a complete solution for effective and productive meetings.

Vyte

Vyte is an intuitive meeting management platform that simplifies the scheduling process and eliminates the back-and-forth of meeting invites. With Vyte, you can say goodbye to the endless email chains and time-consuming coordination efforts. This platform seamlessly integrates with your calendars, making it easy to create one-on-one or group meetings without any scheduling conflicts.

One of the standout features of Vyte is its ability to sync everyone’s calendars, ensuring that you and your team are always on the same page when it comes to meeting availability. This eliminates the hassle of manually checking everyone’s calendar and streamlines the scheduling process.

What sets Vyte apart is its unique voting feature, which allows participants to vote on the date and time that works best for them. This democratized approach ensures that everyone’s availability is taken into consideration, leading to greater meeting attendance and productivity.

Whether you need to schedule internal team meetings, client calls, or interviews, Vyte has you covered. Its user-friendly interface, seamless calendar integration, and innovative voting feature make it a top choice for individuals and businesses looking to streamline their meeting scheduling process.

Key Features	Benefits
Calendar integration	Effortlessly sync and manage your calendars in one place
One-on-one and group meetings	Plan and schedule meetings with individuals or multiple participants
Voting on meeting time	Ensure availability and maximize attendance with participant voting

Parabol

Are you a Scrum master or team leader looking to enhance your retrospective meetings? Look no further than Parabol, the ultimate online meeting tool designed to empower Agile teams. With Parabol, you can conduct powerful guided sessions that unlock your team’s potential and drive collaboration to new heights.

Parabol offers a range of features tailored specifically for Scrum masters and leaders. Let’s dive into some of the key functionalities that make Parabol a game-changer for retrospective meetings:

• Digital Kanban boards: Visualize your team’s progress and track action items effortlessly with Parabol’s intuitive and customizable Kanban boards.
• Sticky notes: Capture and organize ideas by creating virtual sticky notes, making it easy to collect insights and spark discussions.
• Planning cards: Prioritize tasks and allocate resources effectively by using Parabol’s planning cards feature, ensuring your team stays focused on the most important objectives.
• Multiplayer grouping: Foster collaboration and engagement by allowing team members to work together in smaller groups during retrospective sessions.
• Guided discussions: Facilitate productive conversations and ensure everyone’s voice is heard with Parabol’s guided discussions feature, which prompts participants to reflect on specific aspects of the retrospective.

Parabol is the perfect tool to guide your retrospectives, helping you identify areas for improvement, celebrate achievements, and set actionable goals. With built-in timers and automatic summary generation, you can stay on track and make the most out of every meeting.

Realize the Full Potential of Your Scrum Team

“Parabol’s guided sessions empower Scrum masters and team leaders to unlock the true potential of their Agile teams. With its intuitive features and seamless collaboration capabilities, Parabol revolutionizes retrospective meetings and propels teams towards greater success.” – Agile Innovators Magazine

Retrospective meetings are crucial for continuous improvement, and Parabol simplifies the process, allowing you to focus on what really matters: fostering collaboration, encouraging innovation, and driving positive change within your Scrum team.

Key Features	Benefits
Digital Kanban boards	Visualize progress and track action items effectively
Sticky notes	Collect and organize ideas for meaningful discussions
Planning cards	Prioritize tasks and allocate resources efficiently
Multiplayer grouping	Foster collaboration and engagement within your team
Guided discussions	Ensure productive conversations and comprehensive insights

GoTo Meeting

When it comes to reliable and user-friendly video conferencing software, GoTo Meeting is at the forefront. With its emphasis on ease of use and a minimalistic UI, GoTo Meeting offers a seamless meeting experience for individuals and teams alike.

One of the standout features of GoTo Meeting is its browser-based video meetings, which eliminate the need for participants to download any software or plugins. This makes it incredibly convenient for attendees to join meetings from any device with an internet connection.

Screen sharing is another powerful feature of GoTo Meeting, allowing presenters to share their screens with participants, enhancing collaboration and visual communication. This is particularly useful for remote teams working on projects or presentations together.

Another advantage of GoTo Meeting is its automatic transcription feature, which transcribes meetings in real-time. This makes it easy for attendees to revisit and reference important information discussed during the meeting, eliminating the need for manual note-taking.

GoTo Meeting offers browser-based video meetings, screen sharing, automatic transcriptions, and a user-friendly UI, making it an ideal choice for both small and large groups.

Additionally, GoTo Meeting provides unlimited cloud recording, allowing users to capture and store their meetings for future reference. This feature is particularly useful for those who need to share meeting recordings with absent team members or to review important discussions.

Lastly, GoTo Meeting offers a commuter mode that provides easy audio/mute control for individuals on the go. This feature allows participants to seamlessly transition between different meeting environments without any disruptions, ensuring a smooth meeting experience.

Key Features	Benefits
Browser-based video meetings	Convenient and accessible for all participants
Screen sharing	Enhances collaboration and visual communication
Automatic transcriptions	Eliminates the need for manual note-taking
Unlimited cloud recording	Allows for easy sharing and reviewing of meeting recordings
Commuter mode	Seamless audio/mute control for individuals on the go

Fellow

When it comes to seamless collaboration and effective meeting management, Fellow is the go-to tool. It empowers teams to enhance their work through one-on-one meetings, task-setting, and accountability. Fellow provides a variety of features that streamline the meeting process and drive collaboration.

One of the standout features of Fellow is its selection of meeting agenda templates. These templates help you plan organized and focused meetings, ensuring that all necessary topics are covered. By setting clear agendas, you can make the most of your one-on-one meetings and stay aligned with your team’s goals.

Tracking action items is a key aspect of effective meeting management, and Fellow makes it simple. With this tool, you can easily assign and track action items that arise during meetings. This promotes accountability and ensures that tasks are completed on time, driving productivity and collaboration.

Collaborative note-taking is made easy with Fellow. You can capture meeting notes, share them with participants, and collaborate on them in real-time. This enables everyone involved to contribute their insights, ideas, and feedback, fostering a culture of open communication and collaboration.

Real-time feedback is essential for personal and professional growth. Fellow enables you to provide and receive feedback during your meetings, creating opportunities for continuous improvement. This feature encourages constructive dialogue and strengthens team relationships, leading to better outcomes and increased productivity.

Additionally, Fellow allows you to invite external collaborators to your meetings. This inclusivity empowers you to bring in experts, stakeholders, or consultants to contribute to your discussions and share their expertise. With Fellow, you can keep all your meeting agendas and action items in one place, ensuring that nothing gets lost in the shuffle.

Why Choose Fellow?

Fellow is not just a meeting management tool; it is a catalyst for collaboration and productivity. Here are some key reasons why Fellow should be your go-to choice:

• Efficient one-on-one meetings: Foster stronger relationships and clearer communication with focused and impactful one-on-one meetings.
• Streamlined meeting notes: Capture, share, and collaborate on meeting notes in real-time, promoting knowledge sharing and teamwork.
• Task and action item tracking: Ensure accountability and drive productivity by assigning and tracking action items that arise during meetings.
• Real-time feedback: Create a culture of continuous improvement by providing and receiving real-time feedback during meetings.
• External collaboration: Collaborate with external collaborators, bringing in diverse perspectives and expertise to your discussions.

With Fellow as your meeting management tool, you can unlock the full potential of your team’s collaboration and productivity.

Hypercontext

Hypercontext is an essential tool in every manager’s toolkit, designed to elevate the effectiveness of both one-on-one meetings and team meetings. With its powerful features, Hypercontext streamlines the meeting process and enhances collaboration, leading to better outcomes and increased productivity.

One of the key features of Hypercontext is its customizable meeting agendas. Managers can create structured agendas tailored to their specific needs, ensuring that important topics are covered and goals are addressed. This helps keep meetings focused and on track, saving valuable time for everyone involved.

Real-time note-taking is another standout feature of Hypercontext. During meetings, managers can capture important points, action items, and decisions directly within the platform. This ensures that nothing gets overlooked and that all relevant information is documented for future reference.

Post-meeting follow-ups are made easy with Hypercontext. Managers can easily share meeting summaries, action items, and next steps with team members, fostering transparency and accountability. This enables teams to stay aligned and informed, ensuring that progress continues even after the meeting concludes.

Tracking goals is a crucial aspect of effective meeting management. Hypercontext allows managers to embed goals within meeting agendas, making it easier to align discussions and decisions with broader objectives. This feature promotes goal transparency and facilitates progress tracking over time.

Additionally, Hypercontext provides a vast collection of conversation starters. These prompts help kickstart meaningful discussions, break the ice, and encourage participation from team members. With hundreds of conversation starters at their fingertips, managers can ensure that every meeting begins with engaging and productive dialogue.

Overall, Hypercontext equips managers with the tools they need to lead efficient and impactful meetings. By streamlining the meeting process, fostering collaboration, and providing valuable features like customizable agendas, real-time note-taking, post-meeting follow-ups, and goal tracking, Hypercontext empowers managers and teams to achieve their meeting goals and drive success.

Chanty

When it comes to efficient team collaboration and task management, Chanty is a top-notch meeting management software. With its comprehensive features like team chat, file sharing, task management, and audio/video calls, Chanty provides a unified workspace that enables teams to communicate, collaborate, and stay organized.

With Chanty, team members can easily communicate and share ideas, ensuring that everyone stays on the same page. The intuitive file sharing feature makes it simple to exchange documents, presentations, and other important files, promoting seamless collaboration.

Task management is made effortless with Chanty’s user-friendly interface and powerful features. Users can create tasks, assign them to team members, set deadlines, and track progress, ensuring that no task falls through the cracks. The task management feature helps teams stay organized and ensures that everyone understands their responsibilities.

Chanty’s audio and video call capabilities allow teams to have real-time discussions, conduct virtual meetings, and foster face-to-face connections, even when working remotely. The clear and reliable audio and video quality enhance communication, resulting in more effective collaboration and decision-making.

Whether you’re working on a small project or managing a large team, Chanty provides the tools you need to streamline communication, boost productivity, and ensure that tasks are completed efficiently. With Chanty, you can create a productive and collaborative work environment that drives success.

Key Features of Chanty	Benefits
Team chat	Facilitates real-time communication and quick exchange of ideas
File sharing	Promotes seamless collaboration with easy document sharing
Task management	Efficiently assign, track, and complete tasks
Audio/video calls	Enables face-to-face discussions and virtual meetings

Magic Minutes

Are you tired of spending valuable time manually creating agendas, taking notes, and writing minutes for your meetings? Look no further, because Magic Minutes is here to streamline your meeting management process.

As a leading meeting management software, Magic Minutes automates the agenda, notes, and minutes generation process, saving you time and effort. With Magic Minutes, you can focus on the content and discussions, while the software takes care of the administrative tasks.

How does Magic Minutes work? First, it captures meeting content by recording and transcribing the discussions. It then uses advanced technology to extract key information from the conversation, such as action items and decisions made. With this data, Magic Minutes automatically generates agenda points, meeting notes, and minutes.

Imagine the convenience of having automated agendas for your meetings. No more manual agenda creation or searching through emails to find the meeting objectives. Magic Minutes ensures that everyone is on the same page and knows exactly what needs to be discussed.

Additionally, the software generates comprehensive meeting notes that capture all the important details and decisions made during the meeting. Say goodbye to the tedious task of taking notes during the meeting and trying to capture every word. Magic Minutes does it all for you, accurately and efficiently.

But it doesn’t stop there. Magic Minutes goes a step further by providing an organized and structured layout for the meeting minutes. With its intuitive and user-friendly interface, you can easily share the minutes with the team, ensuring that everyone has access to the same information.

Save time and eliminate the possibility of missing important details with Magic Minutes. Let the software handle the administrative tasks, while you focus on productive discussions and collaboration during your meetings.

Key Features of Magic Minutes:
Automated agenda generation
Accurate and comprehensive meeting notes
Automated minutes generation
Effortless sharing and collaboration

Comparison and Conclusion

Now that we have explored the top meeting management software solutions, let’s compare them based on their unique features, pricing, and limitations. By analyzing this information, you can make an informed decision on the best meeting management software that suits your specific needs and preferences.

Grain stands out with its focus on turning video meetings into valuable assets. The ability to record and transcribe meetings, clip and share key moments, and build a shared video library sets it apart. On the other hand, Webex, designed for large enterprises, offers features like scheduling, recording meetings, and hosting large virtual events.

Vyte simplifies scheduling by eliminating the back-and-forth of meeting invites, allowing participants to easily vote on the date and time of the meeting. Parabol, specifically designed for Scrum masters, provides powerful guided sessions with digital Kanban boards and guided discussions to improve collaboration.

Other notable options include GoTo Meeting, suitable for both small and large groups, Fellow, which enhances collaboration through one-on-one meetings and task-setting, and Hypercontext, which empowers managers and teams with customizable meeting agendas and goal tracking.

While Chanty emphasizes team collaboration and task management, Magic Minutes automates the agenda, notes, and minutes generation process. Based on your requirements, consider these options and choose the best meeting management software that maximizes productivity and collaboration in your remote work environment.

FAQ

What is meeting management software?

Meeting management software helps teams plan and run productive meetings, collaborate cross-functionally, and streamline meeting-related tasks.

Why are meeting management tools important?

Meeting management tools are important because they enable efficient planning and scheduling of meetings, recording and transcribing video meetings, and seamless collaboration during and after meetings.

What are the top meeting management software solutions?

The top meeting management software solutions include Grain, Webex, Vyte, Parabol, GoTo Meeting, Fellow, Hypercontext, Chanty, and Magic Minutes.

What is Grain?

Grain is a comprehensive meeting management software that allows users to record and transcribe meetings, clip and share key moments, and build a shared video library.

What is Webex?

Webex is a meeting management software owned by Cisco that offers features like scheduling and recording meetings, audio and video conferencing, and file sharing.

What is Vyte?

Vyte is a meeting management platform that simplifies scheduling and eliminates the back-and-forth of meeting invites by integrating with calendars and allowing participants to vote on meeting times.

What is Parabol?

Parabol is an online meeting tool designed for Scrum masters and leaders, offering features like digital Kanban boards, planning cards, multiplayer grouping, and guided discussions.

What is GoTo Meeting?

GoTo Meeting is a video conferencing software that provides browser-based video meetings, screen sharing, unlimited cloud recording, and commuter mode for easy audio control.

What is Fellow?

Fellow is a meeting management tool aimed at improving collaboration through one-on-one meetings, task-setting, and accountability, with features like meeting agenda templates and real-time feedback.

What is Hypercontext?

Hypercontext is a meeting management tool designed to enhance one-on-one and team meetings, offering customizable agendas, real-time note-taking, and goal tracking.

What is Chanty?

Chanty is a meeting management software focused on team collaboration and task management, offering team chat, file sharing, task management, and audio/video calls.

What is Magic Minutes?

Magic Minutes is a meeting management software that automates the agenda, notes, and minutes generation process, capturing meeting content and extracting action items and decisions.

Can I compare the features of these meeting management software solutions?

Yes, you can compare the features, pricing, and limitations of the top meeting management software solutions discussed in the article to make an informed decision.

Source Links

• https://www.trustradius.com/meeting-management
• https://grain.com/blog/meeting-management-software
• https://adam.ai/blog/best-meeting-management-software-solutions/