7 Best Meeting Management Software For Super Efficient Workflows

Jam-packed diaries and different time zones can make planning a team-wide meeting nearly impossible. Even when you do find a time, your team may join but continue working on other tasks in the background. So, how can you make sure you're making the best use of everybody's time and attention? You get a killer tech stack.

With the right meeting management tools, you can streamline planning, add clear agendas, and have enough time to think about driving engagement. As a result, meetings are more productive, interactive, and easy to attend.

To help you define the right stack for your business, we've compiled a list of the seven best meeting management software tools that will boost your team’s productivity in 2023!

How we evaluate the options on this list

For effective meetings, you can either use an all-in-one tool, or pay for several different tools to prepare, host, and analyze your meeting. So, if you’re creating and handling meetings in your organization, you should look for a tool that comes with these features:

• Calendar integrations. Access your team’s calendars to avoid getting double booked. With this integration, you can also book meetings faster and add access meeting information right from the calendar app.
• Meeting automation. If you’re in sales or marketing, chances are you’re having the same conversations over and over again. Depending on the software, you could automate part of your event, play attendees a video, and join a few minutes later to answer questions.
• Recurring meetings. Calendars usually let you create recurring events, but not all video conferencing tools do. Look out for this feature when you choose a meeting management tool as it will help you reduce time spent on event creation.
• Live engagement features. Meetings aren’t supposed to be one-way, monologue-type video calls. But you can’t also have everyone speaking at the same time. Engagement features promote interaction in an organized manner—polls, Q&A tab, or on-screen timer.
• Breakout rooms. Organize people into smaller groups and send them to separate rooms for better engagement. Breakout rooms are great for providing a less intimidating environment for sharing ideas and promoting face-to-face collaboration online.
• File sharing and digital whiteboards. Achieve high levels of interaction by using a virtual whiteboard that allows attendees to share their thoughts on screen in real time. You can also collaborate by sharing files in-app and giving everyone the same level of context.
• Post-meeting engagement features. Make team meetings more accessible by sharing the call recording and encouraging anyone who missed it to watch later. This helps increase your attendance and engagement rates.
• Analytics. Some tools give you access to a set of metrics. These vary per platform, but if you’re using Livestorm, you’ll get access to: contact records, participation information, chat conversations, and historical events and participant data

7 Best meeting management software to try

Meeting management platforms help you prepare, structure, host, and analyze your company meetings. Here’s a list of the 7 meeting management tools that we recommend to streamline online meeting management on hybrid and remote teams:

1. Livestorm
2. Lucid Meetings
3. Microsoft Teams
4. Calendly
5. HubSpot
6. Otter.ai
7. Hypercontext

1. Livestorm: Best all-in-one meeting management solution

Livestorm is a video engagement platform that lets you prepare, host, and analyze any kind of video meeting for up to 3,000 participants. So, not only can you host webinars, team meetings, one-on-ones, or webcasts, but you can also create registration forms and access metrics.

You can manage your entire meeting from end-to-end without third-party tools, and almost any you do use can integrate with Livestorm natively or using APIs or Zapier. For example, you could
Use note-taking apps like Notion or schedulers like Calendly to enhance your Livestorm experience.

Livestorm’s meeting management features

Hosts and facilitators will benefit from using Livestorm for meeting management because it’s browser-based and easy to use, and comes with several engagement and automation features.

• Customizable registration pages to allow guests to sign up for meetings or events and choose their preferred date.
• Calendar integrations with Google Calendar and Outlook to set up Livestorm meetings from the apps you use every day.
• Meeting automation to send automated email reminders or save time by sharing automated videos during meetings.
• Recurring meetings to avoid the hassle of creating meetings and inviting people every week or month, and struggling to find an open slot.
• Live engagement features to promote virtual interactions like polls, emoji reactions, on-screen timer, Q&A tab, and virtual backgrounds.
• Transcriptions and live interpretation to ensure everyone is able to understand what’s going on.
• Embedded PowerPoint or Visme presentations to avoid switching between tabs to skip slides and see people’s faces.
• Breakout rooms to encourage people to collaborate in smaller groups and promote focus.
• File sharing through the Handouts plugin to share relevant documents with everyone on your team.
• In-app collaboration through Miro or Mural virtual whiteboards so everyone can brainstorm on the same screen.
• Automatic call recordings to keep track of your sessions. Send them automatically through email to allow team members that couldn’t meet to catch up on their own time.
• Analytics dashboard and participation report to calculate your video engagement score (VES) and use data on your decision-making process.

Livestorm’s pricing

Livestorm has four different plans that can be adjusted based on the number of participants and active contacts (kept on the internal CRM). The prices are based on an annual billing cycle.

• Free plan: Livestorm offers a forever free subscription for individuals hosting great virtual meetings of up to 20 minutes and 30 attendees.
• Pro: Starts at $88 per month for meetings of up to 4 hours and 100 attendees. Prices for paid plans vary according to the number of active contacts.
• Business and Enterprise: These two plans require a custom quote for meetings with up to 3,000 attendees and 10,000+ active contacts.

Alternatives to Livestorm

Unlike most virtual meeting platforms, Livestorm is the all-one solution for any kind of event. You could choose another popular platform like Zoom, Lucid Meetings, Webex, or Microsoft Teams, but you won’t find the same range of use cases or management tools without paying for additional packages.

2. Lucid Meetings: Best for learning how to meet efficiently

Like a lucid dream, this meeting management platform allows you to feel as close to team members as if you were all together in the same room. Lucid Meetings can be used for creating detailed agendas. But this tool is mostly known for providing users with meeting management training along with the technology to host online calls.

Lucid Meetings’s meeting management features

This meeting software comes with multiple features that let you manage, host, and evaluate your sessions. Lucid Meetings also comes with a vast library of e-books and content that teaches you how to meet more efficiently. You can use it to:

• Set up meetings: Schedule meetings from the platform or through calendar integrations. Create recurring meetings, add an agenda, and take real-time meeting notes.
• Engage the audience: Lucid Meetings lets you create a speaker queue, screen sharing, on-screen timer, and motions and voting.
• Follow-up post-meeting: Send a meeting satisfaction survey, download productivity and attendance reports, send the recording to everyone automatically, get a searchable transcript and an automated meeting minute, and create alerts for action items.

Lucid Meetings’s pricing

Prices for Lucid Meetings’ meeting management software vary depending on the number of hosts and attendants.

• Teams: $12.50 per host per month. Supports up to 20 hosts and 50 regular participants. If you host meetings for external guests, you can host up to 200 people.
• Business: $249 per month. Lets you have up to 100 hosts and 250 regular attendants. Hosting meetings for external people has no guest limit.
• Enterprise: Custom quote up to 10,000+ users, you can host it on-premise or on the cloud.

Alternatives to Lucid Meetings

• Alternative online meeting software: Livestorm, Webex, Microsoft Teams, and Zoom.
• Alternative training platforms: Lighthouse Lessons, Skillsoft, Udemy, and Coursera.

3. Microsoft Teams: Best for enterprise meeting management

Formerly Skype for Business, Teams is Microsoft’s messaging and collaboration tool for individuals and corporations. It lets you chat via direct message, stream videos to Yammer, and host 1:1s, board meetings, or webinars. Teams is great for enterprise-level businesses as it lets you access your co-workers' schedules and chats in an organized manner.

Microsoft Teams’s meeting management features

You can use Teams to collaborate with peers and managers online without using multiple apps. Popular features include:

• Instant or planned meetings: Teams lets you move from chats to video calls in just one click, but you can also schedule recurrent and focused meetings through the scheduler. It syncs with Outlook calendars so you can always see people’s most updated availability.
• Multitasking mode: If you’re sitting in a meeting but also working on something else, you can open picture-in-picture mode. All controls will be easily accessible while you’re working on something else so you can unmute yourself or turn off your camera.
• Engagement features: Teams lets you encourage meeting interactions with functionality like polls, collaborative whiteboard, breakout rooms, hand raises, and live reactions emojis. You can also take notes and share them with the team automatically after the meeting ends.

Microsoft Teams’s pricing

Microsoft Teams has multiple plans that offer Teams functionality as a standalone plan, or more advanced ones as part of Microsoft 365.

• Free plan: For individuals, not businesses. You get hour-long group meetings of up to 100 participants and unlimited chat for other non-business accounts.
• Essentials: $4.00 per user per month, billed annually. Meetings up to 30 hours and 300 participants and unlimited chat.
• Microsoft 365 Business Basic: $6.00 per user per month, billed annually. All Teams essentials but with additional storage and features like the virtual whiteboard.
• Microsoft 365 Business Standard: $12.50 per user per month, billed annually. All business basic features and desktop 365 and webinars.

Alternatives to Teams

• Other async team communication apps: Chanty, Slack, or Flock.
• Other online meeting platforms: Livestorm, Lucid Meetings, Webex, or Zoom.

4. Calendly: Best for scheduling meetings with guests

Calendly is a scheduling service that syncs with your calendar. This tool is great for individuals and teams that work with external people, so they can choose a time that works for both without having to go through a long email chain. Calendly also simplifies scheduling for groups as you can review multiple calendars of external people at the same time (depending on your plan).

Calendly’s meeting management features

Calendly integrates with a large suite of third-party tools (including Livestorm) so you can automatically include a link to your preferred meeting app in the invite. Calendly connects with Livestorm and Google Meets to name a few, so you can schedule meetings and host them on your preferred app. Here are additional features.

• Analytics dashboard: Spot your scheduling trends visually. Use this to identify your most popular meeting days and times, repeated meeting topics, and their average length.
• Customizable workflows: Calendly helps you increase your show-up rates by creating custom workflows that send automated reminders to your meeting participants.
• Routing forms: Create custom registration forms to identify the requester's needs and redirect them to the appropriate person in case you aren’t them.

Calendly’s pricing

This scheduler comes with different plans that adjust to your meeting management needs.

• Basic: Free forever with limited functionality.
• Essentials: $8 per user per month comes with automation tools.
• Professional: $12 per user per month for more integrations and customizable forms.
• Teams: $16 per user per month for team alignment features.
• Enterprise: Available on a custom quote for teams of over 30 people with specific security requirements.

Alternatives to Calendly

Sprintful, Zoho Bookings, Hubspot meeting scheduler, and YouCanBookMe.

5. HubSpot: Best CRM with scheduling capabilities

HubSpot is a customer relationship management (CRM) tool that integrates with hundreds of different apps. It comes with free meeting scheduling software similar to Calendly. You can also use HubSpot to create knowledge bases where you can host meeting minutes or relevant meeting-related documents. HubSpot integrates with Livestorm for event funnel creation and to send automated email cadences as event reminders.

HubSpot’s meeting management features

HubSpot scheduling tool for meeting management comes with these key features

• CRM sync: Avoid getting your email full of your meeting information. Get all of your meeting and attendees’ data on the HubSpot CRM, so you can review their profiles and access information they’ve already shared with you.
• Integrations with calendars: HubSpot integrates with Google Calendar and Office 365 so you can add meetings to your calendar and automatically adjust your availability.
• Schedule group or individual meetings: People who open your calendar can either choose to plan a group meeting with your team and find a slot that works for all, or access information about others they need to meet and set up individual meetings with them.

HubSpot’s pricing

The scheduling tool is free to use with some limitations. You get to unleash the full potential of the platform when you pay for the Sales Hub. Prices start at $375 per month for up to 5 users.

Alternatives to HubSpot

• Similar scheduling tools: Calendly, Sprintful, and Zoho Bookings.
• Other CRMs: Salesforce, Pipedrive, Salesmate, and Marketo (all of these also integrate with Livestorm).

6. Otter.ai - Best meeting transcription tool

Otter.ai is a powerful transcription tool that can record meetings and transcribe them live or on demand. That means you can invite Otter.ai’s meeting assistant to your calls and get it to transcribe as you speak. Or, you can then upload the meeting recording to the Otter.ai app and get a transcribed file.

Otter.ai meeting management features

Otter.ai is great at capturing everything you say in a meeting so you can share it with team members that couldn’t attend or that are in a different time zone. It’s also a way for busy employees to reduce their meeting times as they can listen to the recording at 1.5x or 2x speed. These are some of the best features.

• Slide captures: If you invite the AI-powered Otter.ai meeting assistant to sit in on the meeting, it will automatically capture shared slides and add them to the transcript.
• Click on words and listen: Transcripts are never perfect but Otter.ai makes it easy for you to adjust weird interpretations. Once you click on a word, you can listen to the recording at the exact moment when they said it. So, you can play, edit, and update the transcript easily.
• Automated notes and summary: This tool comes up with a summary of the call and provides you with a list of topics and notes that you covered with a timestamp for easy review.

Otter.ai pricing

Otter.ai is available at different prices depending on your meeting length and transcription needs.

• Basic: Free for individuals transcribing up to 300 minutes a month—30 minutes per meeting.
• Pro: $8.33 per month for individual users to transcribe 1200 minutes a month—90 minutes per call.
• Business: $20 per user per month for businesses with transcribing needs of up to 6000 minutes a month—4 hours per session
• Enterprise: Available for a custom price.

Alternatives to Otter.ai

• Similar dedicated meeting transcription software options: Hyperia, Fireflies.ai, and Notes by Dubber.
• Alternative meeting software with transcription capabilities: Livestorm, Google Meet, Zoom, and Lucid Meetings.

7. Hypercontext: Best for agenda management

This is a meeting management app that helps you handle one-on-one and team meeting agendas, set goals, gather feedback, and assign responsibilities. Hypercontext makes everyone accountable for improving the quality of calls as everyone gets access to the meeting agenda for team collaboration. It also streamlines task management and the note-taking process with an automated solution.

Hypercontext meeting management features

With time, meetings can often get derailed from the initial intention, so Hypercontext offers several features to avoid that from happening.

• Track goals and OKRs: Write your departmental or individual OKRs into the Hypercontext workspace and automatically add them to meeting agendas. That way, you can start every call by reviewing relevant OKRs. Hypercontext has a wide pool of goals and suggestions that you can use if you run out of ideas during meeting preparation.
• Shared meeting agendas: With Hypercontext, everyone gets access to a collaborative meeting agenda and tons of agenda templates. You can also add notes as you host the meeting, assign tasks, and mark topics as done so everyone gets an updated meeting report based on the agenda.
• Topic tracking: Meetings can become all about work and not about recognizing the people that are on the other side of the screen. To avoid that, Hypercontext analyzes your all-time agenda items and topics and comes up with a matrix that tells you in which topics you spend most of the meeting time. That way, you’ll see if you’re spending too much time on work-related topics and not enough on motivating or celebrating team wins, for example.

Hypercontext’s pricing

There are three different Hypercontext plans that vary depending on features and access to metrics.

• Basic: Free forever for people who want to create agendas and get automated meeting minutes.
• Pro: $7 per user per month for managers that want to set the next steps directly from meetings.
• Business: $11 per user per month for goal-driven businesses.

Alternatives to Hypercontext

Fellow, Asana, ClickUp, Notion, and Coda.

Which meeting management tool is best for you?

There’s no one best meeting management software tool, but one of these apps might be the right one for you.

If you’re looking for a tool that lets you do most of your meeting management without having to pay for third-party apps, you can’t go wrong with Livestorm. It’s a complete online meeting platform, with calendar integrations, automation and engagement features, and a detailed analytics dashboard. The only meeting-related thing you can’t do with Livestorm is take notes directly from the app, but you can always integrate it with Notion through Zapier to keep a record of your events.

If you can’t host meetings without meeting agendas, then Hypercontext or Lucid Meetings are the right tools for you. The first one is an agenda and task management app for meetings. And Lucid Meetings is a video conferencing tool that comes with superb meeting management features–like including a team agenda.

Frequently asked questions about meeting management software

What is meeting management software?

Meeting management software refers to virtual tools that help you either plan, host, or analyze your meetings. You often need multiple apps to properly prepare and conduct your meetings. But, you can also get a tool like Livestorm that lets you manage almost everything that involves:

• Scheduling
• Hosting
• Engaging
• Recording
• Transcribing
• Sharing
• Analyzing the meeting

Without getting an additional app.

How do you keep track of multiple meetings?

To keep track of multiple meetings you need to have all your availability information in one calendar. You can do this by using a scheduling tool or by syncing your personal and work calendar. To keep track of the content of each meeting, you can use note-taking apps or AI-powered transcription tools.

How do you handle meetings effectively?

To handle meetings effectively you need a tool or a suite of apps that lets you:

• Schedule recurring events
• Send email reminders
• Create collaborative agendas
• Host engaging calls
• Record the sessions and share them with participants
• Analyze participation