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Meeting Management Software
CBS News reports that professionals lose on average, 31 hours per month to unproductive meetings. This equates to four work days each month and if you factor in the salaries of these professionals, the cost associated is exponential.
This is the result of the numerous, non-formalized meetings which produce stockpiles of meeting minutes documents and various other types of data. This lack of structure, organization and archiving inhibits organizations from pushing forward with innovation and positive procedural changes.
In an attempt to improve the effectiveness of these meetings, organizations are turning to meeting management software as a solution. By enforcing proper preparation, standardizing meeting procedures, and streamlining the meeting minutes process, meeting management software is revolutionizing the way organizations are running meetings.
Benefits of Meeting Management Software
- Automate Pre-Meeting Activities
- Integration with Popular Email Clients
- Desktop and Online Access
- Meeting Agenda, Note, and Meeting Minutes Modules
- Attach supporting files and hyperlinks
- Metering tools for decision making
- Professional Meeting Minutes Styles
- Automatic distribution of Meeting Minutes and Tasks to attendees
- Online Archiving
- Permission System
- Dashboard and Analytics
3 Stages of Meeting Management Software
Meeting management is the process of coordinating the various components involved in running an effective meeting. Meeting management can be categorized into 3 stages; before the meeting, during the meeting and after the meeting. Meeting management software assists users in correctly addressing the components that make up the 3 stages.
1. Before The Meeting
Meeting management at this stage is critical. This stage builds the foundation for the meeting itself and is composed of the following:
- Scheduling the meeting
- Building the Agenda
- Assigning Pre-meeting Tasks
- Distributing the Agenda
2. During the Meeting
Meeting management at this stage is where the actual meeting takes place. This stage builds the material for the meeting minutes and is comprised of the following:
- Taking Attendance
- Discussing the Agenda Topics
- Taking meeting minutes
- Decision making
- Assigning tasks
3. After the Meeting
This stage involves the creation and archiving of the meeting minutes’ document and is comprised of the following:
- Consolidating meeting notes
- Creating the meeting minutes document
- Distributing the meeting minutes
- Archiving the meeting minutes
- Following up on tasks