Modern meeting management software allows users to connect to meetings remotely, to run and host them digitally and allows remote workers to join in with on-site meetings. The software itself can be hosted on local or remote computers, or it can be hosted online so that users may access it through an Internet web browser.
Meetings can be made more effective by making them more efficient and secure. With additional functionalities and integrations, modern meeting management software can also help fix some of the more common problems that exist with traditional meetings and even address challenges that come up with remote meetings.
Less Downtime to Make Meetings More Efficient
Perhaps the whole point of a meeting management solution is to make meetings more efficient, and there are several ways this can be achieved. Minimizing downtime means lowering the amount of time your staff members are doing nothing, catching up, or waiting for other people.
With an all-digital meeting management process, a user may receive pertinent documents before a meeting and then during a meeting, and each user may receive these documents at the same time. Better still, by examining how the software is used and how meetings are conducted, a manager or boss may discover new ways to make the meetings more efficient and productive over time.
Streamline, Share and Show Your Meeting Agenda
Making sure that your entire team can receive meeting agendas ahead of time is going to make things more efficient, but the agenda may also be streamlined and re-shared very quickly and easily. Quite often, agendas need to change, and people have to be notified. Changes in agenda used to be risky, especially if people have projects or reports due for meetings.
When businesses use meeting management software, any updates to the agenda can be shared to everybody, and you can set up push notifications and email notifications to inform each member – even the ones who are not logged into the software at the time of the agenda change.
Record The Meeting Minutes Ready For Transcribing
Today it’s easy enough to record live streams and record on-site meetings so that other employees can record the meetings ready to transcribe the minutes. Sections of the feed may also be snipped and used during the transcribing process.
The old-fashioned way of recording meetings with audio only is not suitable for many businesses, because people in meetings are often looking at documents and media, and without seeing the documents and media it can be difficult to understand what is going on with just audio alone. With integrated meeting management software, the entire meeting can be recorded, including any attached documents and media, and you can then create meeting minutes documents and share them on meeting-specific resource pages.
Collaborate Securely And Use e-Signatures
There are plenty of ways to set up virtual meetings and document workflows that result from them, but security is always a big issue. Given today’s security and governance challenges, it’s best to make sure you have the ability to set passwords and change access settings yourself.
The use of functions like e-signatures also means that contracts can be signed with a degree of security and reliability, even remotely. In addition, automated invites and reminders can be sent to secure email addresses, while reviews and suggestions can be done anonymously, too, which can help improve the business as a whole in addition to helping fix lingering problems and security risks.
Share Content Using Data Rooms
Moving content, products and data around a company is risky enough, even on a private and secure network, but it is even riskier when information needs to be shared with outside third-party entities too. The right meeting management software platform can use data rooms (VDR) to share things like financial information, tax audits and due diligence information with third parties like government officials, accountants, potential partners, investors and so forth.
There are actually several ways you can share information, but when you use integrated meeting management software, you are keeping all the sharing and communication within one system. This means that upper management can see what employees are sharing, what they are communicating with each other and who from the outside has access to what file repositories.
Set, Monitor and Validate Team Tasks Digitally
Whether you’re talking about project management, meeting management or even just communication, collaborative software is highly popular these days. It allows people from all over the world to work together on projects, often being able to set tasks, update their progress, upload content and so forth. Tasks can be set by managers and updated by workers, action points can be added, priorities can be set, and deadlines can be implemented and start counting down.
The great thing about collaborative software is that the entire team can see each other’s progress, which is very helpful if certain tasks are dependent on other people doing their parts first. One of the biggest perks of this feature is that it removes the need for too much communication between meetings. Instead of employees chasing other employees to find out if they have done certain pieces of work, they can just look at what’s happening in the meeting management solution’s meeting entries.
There are so many different types of software that enable businesses to work more efficiently and productively. If your business is heavily collaborative, consider experimenting with meeting management software.