{"id":35029,"date":"2020-11-25T00:00:00","date_gmt":"2020-11-25T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/smartphones-changing-the-way-business-professionals-work-and-live\/"},"modified":"2025-03-13T06:22:20","modified_gmt":"2025-03-13T13:22:20","slug":"meeting-management-tools","status":"publish","type":"post","link":"\/us\/en\/blog\/meeting-management-tools\/","title":{"rendered":"Meeting management tools: An in-depth guide"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Ah, meetings. Can\u2019t do business with \u2018em, can\u2019t do business without \u2018em.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But have you ever considered the idea that with <\/span><i><span style=\"font-weight: 400;\">better<\/span><\/i><span style=\"font-weight: 400;\"> meetings, you can do <\/span><i><span style=\"font-weight: 400;\">better <\/span><\/i><span style=\"font-weight: 400;\">business?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If you\u2019re in doubt, take it from us. We wrote <a href=\"https:\/\/www.ringcentral.com\/guide-to-better-meetings\/\" target=\"_blank\" rel=\"noopener noreferrer\">a guide on it<\/a>. <\/span><span style=\"font-weight: 400;\">And it\u2019s true\u2014better meetings do lead to better business, regardless of company, team size, or industry.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">But how do you get there? And what does it look like when you do?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Well, we\u2019re going to cover all of that in this article. And we&#8217;ll show you that effective meeting management tools don\u2019t just help you manage meetings, they make the entire meeting process\u2014from launching meetings, taking notes, sending out action items, and communicating with other team members\u2014easier and more productive. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">The best part? They help you have <\/span><i><span style=\"font-weight: 400;\">fewer <\/span><\/i><span style=\"font-weight: 400;\">meetings, too.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ready to learn more? Here\u2019s everything we\u2019ll cover:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><a href=\"#overview\"><span style=\"font-weight: 400;\">An overview of meeting management tools<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#prob\"><span style=\"font-weight: 400;\">The problems with single-solution apps for meeting management<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#benefits\"><span style=\"font-weight: 400;\">The benefits of streamlining your meeting management solutions<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#how\"><span style=\"font-weight: 400;\">How to know when you\u2019re ready for a meeting management tool<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#five\"><span style=\"font-weight: 400;\">The 5 most effective meeting management tools<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><a href=\"#which\"><span style=\"font-weight: 400;\">How to know which meeting management tool is right for you<\/span><\/a><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\">Shopping for an online meeting tool? (Or just curious about what to look for?) Grab the free checklist to help you choose the right one for your team or business.<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/video_conf_platform_checklist.pdf\" data-id=\"69d1693019bc0\" id=\"69d1693019bc0\">\n\t\t<button tabindex=\"on\"  on=\"tap:69d1693019bc0.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Get it now<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">See what you need to do (and know) as you're deciding on an online meeting app with this checklist!<\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div><input type=\"hidden\" name=\"Asset_ID__c\" value=\"ODAM-01510\" class=\"download-form-input\"><\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get it now\">Get it now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69d1693019bc0.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Happy shopping! <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<h2><b><a id=\"overview\"><\/a><br \/>\nAn overview of meeting management tools<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Meeting management tools, as you may suspect, are designed to help you manage meetings. Today, these tools typically come in the form of desktop or internet applications, platform technologies, and cloud-based software. They\u2019ve exploded in popularity and prominence over the course of the past 15 years, thanks in large part to the internet and the rise of the <\/span><span style=\"font-weight: 400;\">tech industry<\/span><span style=\"font-weight: 400;\">. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">And now, with <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/wfh-lessons-for-startups\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">remote work<\/span><\/a><span style=\"font-weight: 400;\"> growing at an exceedingly rapid rate, investing in effective meeting management tools is more important than ever before for the day-to-day success of your business.<\/span><\/p>\n<h3 class=\"heading h3\"><b>What meeting management tools are typically used for<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">These days, there are dozens of tools for just about every aspect of a meeting. Seriously, pick any step in the process and there\u2019s an app for it. There are tools for <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/find-best-phone-service-for-small-business\/\" target=\"_blank\" rel=\"noopener noreferrer\">cloud-based phone calls<\/a>, interactive <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/best-video-conferencing-for-small-businesses\/\" target=\"_blank\" rel=\"noopener noreferrer\">video conferencing<\/a>, <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/best-messaging-app-for-android\/\" target=\"_blank\" rel=\"noopener noreferrer\">messaging<\/a>, meeting scheduling, note-taking, and on and on and on. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Shameless plug incoming: There are very few tools, if any, quite like <\/span><a href=\"https:\/\/www.ringcentral.com\/office\/how-it-works.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">RingCentral Office<\/span><\/a><span style=\"font-weight: 400;\">\u00ae. <\/span><span style=\"font-weight: 400;\">Why? Because not only does it manage meetings\u2014it reinvents the way you and your company go about the entire meeting process, from pre- to post-meeting.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">We\u2019re going to take a deeper look at why streamlined, connected apps are more effective for meeting management, but first, let\u2019s talk about the problems with single-app solutions.\u00a0<\/span><\/p>\n<p><a href=\"https:\/\/ringcentral.valuestoryapp.com\/meeting-value-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter size-full wp-image-48150\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2021\/03\/meetingvaluecalculator.png\" alt=\"meeting value calculator\" width=\"2000\" height=\"880\" \/><\/a><\/p>\n<h2><b><a id=\"prob\"><\/a><br \/>\nThe problems with single-solution apps for meeting management<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">There\u2019s nothing <em>wrong<\/em> with getting a single meeting management app if that\u2019s all your company needs. However, chances are, if you\u2019re at a point where your company needs a meeting management tool, then you\u2019re going to need something that does more than just one thing.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Even if you do just need one aspect of your meetings managed, how long is that going to be the case for? If you plan on growing over the course of the next year, <\/span><span style=\"font-weight: 400;\">that single tool<\/span><span style=\"font-weight: 400;\"> you invest in could very well be obsolete for you in a matter of mere months. (Or, it could still be effective but not effective enough, requiring you to invest more capital into yet <\/span><i><span style=\"font-weight: 400;\">another <\/span><\/i><span style=\"font-weight: 400;\">tool.)<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And what happens then? You fall into the trap of buying more and more tools over time, each one with a different purpose, yet no interconnectivity between them. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Add in the accumulating monthly costs, getting everyone in your company trained to use them, and the frustration of having to toggle from tool to tool, and pretty soon your meeting management solutions will be costing you more time and money than they will be saving you time and money.\u00a0<\/span><\/p>\n<h3><b>The problems<\/b><\/h3>\n<h4><b>#1 Lack of interconnectivity across tools<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Without interconnectivity, what good is a meeting? Even if it\u2019s the tech we\u2019re talking about\u2014tech for meetings\u2014but there\u2019s no interconnectivity, then there are going to be issues.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Connection and communication are at the heart of any good meeting. And that has to be reflected in your meeting management tools. If it\u2019s not, you\u2019re going to end up with lackadaisical meetings, mismanaged calendars, and disorganization.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">#2 Multiple meeting tools come with high monthly costs<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">The bills for meeting management tools get costly\u2014fast.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This is <\/span><span style=\"font-weight: 400;\">high tech<\/span><span style=\"font-weight: 400;\"> we\u2019re talking about, and innovative products aren\u2019t exactly cheap. Nor should they be. With that being said, it\u2019s your responsibility as a business leader to avoid the red by making sound financial choices, and one choice you have is what you invest in for meeting technology.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You\u2014and your bottom line\u2014are better off preparing for the present day <\/span><i><span style=\"font-weight: 400;\">and <\/span><\/i><span style=\"font-weight: 400;\">the future by making a bigger upfront investment in an all-in-one meeting management tool (like RingCentral Office), rather than trying to save a few bucks in the short-term by going with a lesser, single-solution tool. Pretty soon those smaller apps will add up and cost more, yet do significantly less, than the streamlined solution.<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">#3 Training your teams to use new apps is inefficient<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Getting your team on board with a new meeting management tool is hard work. Not only do you have to create (or purchase) training materials, but you also have to use precious employee time on training. And if you\u2019re purchasing a new tool every year or so, pretty soon you\u2019re going to be burning a lot of time, money, and resources on training.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">And for what? Tools that exist in a single app like RingCentral Office could be learned in half the time on the same platform.\u00a0<\/span><\/p>\n<h4><span style=\"font-weight: 400;\">#4 Having multiple single-solution apps slows productivity\u00a0<\/span><\/h4>\n<p><span style=\"font-weight: 400;\">Computers may have increased productivity, and the internet sure has, but when there\u2019s too much technology for any given employee to learn and operate, trouble arises.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">When it comes to meetings, they\u2019re hardly manageable when the tools designed for them are impossible to manage themselves. How can we realistically expect employees to be productive when they have to launch a meeting on one app, ask a team member to join said meeting in a different app, and take meeting notes in yet <\/span><i><span style=\"font-weight: 400;\">another <\/span><\/i><span style=\"font-weight: 400;\">app? We can\u2019t. It\u2019s simply unfair to do so.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Plus, too much tech frustration and <\/span><a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/efficiency-vs-effectiveness\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">operational inefficiency<\/span><\/a><span style=\"font-weight: 400;\"> will jeopardize employee satisfaction, and, if unaccounted for, drive your team members to job sites in search of something else.\u00a0<\/span><\/p>\n<h3><b>The solution<\/b><\/h3>\n<h4><b>Invest in an all-in-one meeting management tool<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">It sounds straightforward and easy. It\u2019s not.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">With an ocean of apps to choose from, it\u2019s hard to know which one is right for your company. It\u2019s especially difficult to find the absolutely best tool that doesn\u2019t just manage meetings, but helps your business have more productive\u2014and fewer\u2014ones.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The key is to be patient. You need to understand that it\u2019s going to take a lot of time to research and demo a variety of meeting management tools before you find the perfect one for you.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Yet, regardless of how long it takes to find, the one thing you should be looking for in your meeting management solution is consolidation.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In other words, <\/span><span style=\"font-weight: 400;\">the best app<\/span><span style=\"font-weight: 400;\"> for you is going to be one that can streamline all of your meeting functions and technology, bringing it all together on a single platform that is easy to use with a clean user interface and intuitive user experience.\u00a0<\/span><\/p>\n<h2><b><a id=\"benefits\"><\/a><br \/>\nThe benefits of streamlining your meeting management solutions<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">When all of your meeting management tools are on one platform, it becomes incredibly simple for you and your teams to communicate with each other, schedule meetings, create and distribute agendas, share notes, and manage action items.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Essentially, all of the core functions of meetings\u2014including pre- and post-meeting tasks\u2014should happen on a single, streamlined tool.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, take RingCentral. At its core, RingCentral is a communications tool. Yet with immense plug-in and add-on capabilities (including integrations with <\/span><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-microsoft-outlook\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Microsoft Outlook<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-for-google-calendar\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Gmail<\/span><\/a><span style=\"font-weight: 400;\">), you\u2019re able to turn RingCentral into the best meeting management tool in the world.\u00a0\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">All of the sudden, your communication tool has now become your all-in-one meeting management tool. With the appropriate add-on in place, RingCentral now makes it super easy to schedule RingCentral meetings in the native calendar app, it improves productivity (and sanity) by reducing the number of apps your employees need to use on any given day, and it enables you to track and manage all business communications from a single place. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">Not to mention all of the irreplaceable things RingCentral already does for you\u2014from organizing workflows with team messaging, file sharing, and task management to making personal, productive meetings via HD audio and video a reality.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This all sounds great, right?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It is, and <\/span><a href=\"https:\/\/www.ringcentral.com\/whyringcentral\/casestudies.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">our case studies<\/span><\/a><span style=\"font-weight: 400;\"> are evidence of how much RingCentral can help a business, but that doesn\u2019t mean your company is necessarily ready for it\u2014or any meeting management tool for that matter.\u00a0<\/span><\/p>\n<h2><b><a id=\"how\"><\/a><br \/>\nHow to know when you\u2019re ready for a meeting management tool<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">\u201cMeeting management\u201d may sound beautiful and make your eyes light up, but that doesn\u2019t mean the technology designed to do it will help your company.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">At least, maybe not yet.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It all really depends on the size of your business. For companies that only have a couple of meetings every day, a meeting management solution probably isn\u2019t best. It\u2019s too costly and time-intensive to justify implementation. Plus, it wouldn\u2019t get enough usage to make it worth it.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The same goes for businesses that are on the smaller side, have tried out a few <\/span><span style=\"font-weight: 400;\">meeting management tools<\/span><span style=\"font-weight: 400;\"> in the past, and are now trying to reimagine their meeting experience. No meeting management tool is going to reinvent the way meetings are done. It might seem like tech can do anything, but trust us, no technology can fix truly poor meeting habits or quell big egos. That type of work has to be done by a company\u2019s people, not their technology.<\/span><\/p>\n<p><b>So, with that being said, you\u2019ll know you\u2019re ready for a meeting management tool when:<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Meetings take up half of your day, every day of the week<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">You can\u2019t function optimally at your job without being able to schedule, launch, and conduct meetings in the click of a button or two<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Your employees begin complaining that they\u2019re in too many meetings\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Meetings feel more like a chore and less like an opportunity to get some work done<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Nothing good comes out of meetings (e.g., no concrete action items, decisions made, etc.)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">If you\u2019re experiencing any of these things\u2014perhaps you\u2019re experiencing a few\u2014then the next section is for you, as we feature the most effective meeting management tools.\u00a0<\/span><\/p>\n<h2><b><a id=\"five\"><\/a><br \/>\nThe 5 most effective meeting management tools<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">When it comes to <\/span><span style=\"font-weight: 400;\">meeting management<\/span><span style=\"font-weight: 400;\">, there are plenty of tools to do plenty of things. In fact, there are so many that we had to break down our list of most effective meeting management tools into different categories.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Ready? Let\u2019s dive in.<\/span><\/p>\n<h3><b>Best meeting management tool for scheduling<\/b><\/h3>\n<p><b>Calendly\u00a0<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Calendly connects with up to six of your calendars to automatically check availability and help you seamlessly schedule meetings with your team, customers, and prospects:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-45389\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2010\/04\/calendly-meeting-scheduler-1024x682.png\" alt=\"calendly meeting scheduler\" width=\"1024\" height=\"682\" \/><\/p>\n<h3><b>Best meeting management tool for communication<\/b><\/h3>\n<p><b>RingCentral Office<\/b><\/p>\n<p><span style=\"font-weight: 400;\">An all-in-one workspace for every type of conversation\u2014including video, phone, and messaging\u2014makes RingCentral Office the must-have communication tool for meeting management at any modern business:<\/span><\/p>\n<div class=\"rc_custom_video\"><a class=\"rc_custom_video__link\" href=\"https:\/\/www.youtu.be\/9xaL89hYeFs\">\n\t\t            <picture><source srcset=\"https:\/\/i.ytimg.com\/vi_webp\/9xaL89hYeFs\/maxresdefault.webp\" type=\"image\/webp\"><img decoding=\"async\" class=\"rc_custom_video__media\" src=\"https:\/\/i.ytimg.com\/vi\/9xaL89hYeFs\/maxresdefault.jpg\" alt=\"\">\n\t\t            <\/picture>\n\t\t        <\/a><br \/>\n\t\t        <button class=\"rc_custom_video__button\" aria-label=\"Play video\"><svg width=\"68\" height=\"48\" viewBox=\"0 0 68 48\"><path class=\"rc_custom_video__button-shape\" d=\"M66.52,7.74c-0.78-2.93-2.49-5.41-5.42-6.19C55.79,.13,34,0,34,0S12.21,.13,6.9,1.55 C3.97,2.33,2.27,4.81,1.48,7.74C0.06,13.05,0,24,0,24s0.06,10.95,1.48,16.26c0.78,2.93,2.49,5.41,5.42,6.19 C12.21,47.87,34,48,34,48s21.79-0.13,27.1-1.55c2.93-0.78,4.64-3.26,5.42-6.19C67.94,34.95,68,24,68,24S67.94,13.05,66.52,7.74z\"><\/path><path class=\"rc_custom_video__button-icon\" d=\"M 45,24 27,14 27,34\"><\/path><\/svg><br \/>\n\t\t        <\/button>\n\t\t    <\/div>\n<p><span style=\"font-weight: 400;\">Plus, with <\/span><a href=\"https:\/\/www.ringcentral.com\/video.html\"><span style=\"font-weight: 400;\">RingCentral Video<\/span><\/a><span style=\"font-weight: 400;\"> built into the app, you can schedule a meeting&#8230;<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-45390\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2010\/04\/Scheduling-a-meeting-in-RingCentral.png\" alt=\"Scheduling a meeting in RingCentral\" width=\"900\" height=\"543\" \/><\/p>\n<p><span style=\"font-weight: 400;\">&#8230; Join a meeting, and <\/span><span style=\"font-weight: 400;\">see your meetings for the day in the app in just a matter of moments.\u00a0<\/span><\/p>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral helps you have more productive meetings by booking a product tour:<\/p>\n<p class=\"p1\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Choose a time<\/button><\/p>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udcb0<\/span> You can also <a href=\"http:\/\/www.ringcentral.com\/roi-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><span class=\"s2\"><b>use this calculator<\/b><\/span><\/a><b> <\/b>to see roughly how much your business could save by using RingCentral to support your team&#8217;s communication with each other\u2014and clients.<\/p>\n<hr \/>\n<h3><b>Best tool for managing large-scale projects between meetings<\/b><\/h3>\n<p><b>Trello<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Trello uses digital boards, lists, and cards to help teams capture, organize, and track action items. As you might suspect, Trello is helpful in ways that go beyond meetings:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44152\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/09\/trello-project-managment-tool-1024x524.png\" alt=\"trello project managment tool\" width=\"1024\" height=\"524\" \/><\/p>\n<h3><b>Best note-taking tool to help manage meetings<\/b><\/h3>\n<p><b>Notion<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Notion is a collaborative and customizable workspace that allows you to not only take meeting notes, but also to organize them in a clear, intuitive folder structure\u2014all within the app:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44119\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2015\/03\/notion-note-taking-app-1024x640.png\" alt=\"notion note taking app\" width=\"1024\" height=\"640\" \/><\/p>\n<h3><b>Best <\/b><b>agenda creation for <\/b><b>meetings\u00a0<\/b><\/h3>\n<p><b>SoapBox<\/b><\/p>\n<p><span style=\"font-weight: 400;\">SoapBox enables you and your team to create a shared meeting agenda, take notes during the meeting itself, and then share next steps and action items\u2014all from the same app:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-45391\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2010\/04\/soapbox-agenda-creation-1024x687.png\" alt=\"soapbox agenda creation\" width=\"1024\" height=\"687\" \/><\/p>\n<div class=\"tip\">\n<div class=\"tip-heading\"><b>\ud83d\udca1 Pro-tip:\u00a0<\/b><\/div>\n<p>Some video conferencing software will have built-in integrations with calendars so that you can add your agenda <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/meeting-invite-templates\/\" target=\"_blank\" rel=\"noopener noreferrer\">right into the invite<\/a>, so you may not need a separate agenda creation tool!<\/p>\n<\/div>\n<h2><b><a id=\"which\"><\/a><br \/>\nHow to know which meeting management tool is right for you<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Now that you\u2019ve seen some of the very best meeting management apps out there, you\u2019re probably wondering which tool is right for you.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s not easy figuring that out. Most of the time, there\u2019s more than one meeting management solution you need to truly optimize all your company\u2019s meetings. If that\u2019s the case, then <\/span><a href=\"https:\/\/www.ringcentral.com\/solutions\/small-business.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">RingCentral Office<\/span><\/a><span style=\"font-weight: 400;\"> is your go-to tool since it can handle both the actual conferencing aspect of meetings and also post-meeting follow-ups.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For example, if everyone has their own follow-up tasks to do after a meeting and you want to keep track of everything, you can create a team chat with all the attendees from that meeting with one click in the RingCentral app:<\/span><\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-44984\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/11\/Team-Connect.gif\" alt=\"Team Connect\" width=\"848\" height=\"472\" \/><\/p>\n<p><span style=\"font-weight: 400;\">If you think that you&#8217;ll need only one solution to your meeting woes, then it\u2019s extremely important that you invest in the right one. Otherwise, your meeting troubles will continue. If that happens, you\u2019ll likely get caught in the trap of buying expensive software that promises to solve the problem, when in reality, it probably only adds to it.\u00a0<\/span><\/p>\n<p><b>So, to successfully find out which meeting management tool is right for you, we suggest you&#8230;<\/b><\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li><b><span style=\"font-weight: 400;\">Take note of every touch point of your company\u2019s current meeting process\u00a0<\/span><\/b><\/li>\n<\/ul>\n<ul>\n<li><span style=\"font-weight: 400;\">Keep track of pain points in launching a meeting vs. conducting one vs. follow up\u00a0<\/span><\/li>\n<\/ul>\n<ul>\n<li><span style=\"font-weight: 400;\">Capture how long each meeting lasts for at least one week<\/span><\/li>\n<\/ul>\n<ul>\n<li><span style=\"font-weight: 400;\">Make note of how long you think each meeting <\/span><i><span style=\"font-weight: 400;\">should <\/span><\/i><span style=\"font-weight: 400;\">have lasted<\/span><\/li>\n<\/ul>\n<ul>\n<li><span style=\"font-weight: 400;\">Survey your employees about meetings at your company (what works vs. what doesn\u2019t)<\/span><\/li>\n<\/ul>\n<ul>\n<li><span style=\"font-weight: 400;\">Consolidate the findings, analyze them, and prioritize your meeting management needs<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<h2><b>Making the most out of your meeting management tools<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">We\u2019ve said it before and we\u2019ll say it again: meeting management tools will not fix bad meeting habits.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Your company needs to have productive <\/span><a href=\"https:\/\/www.ringcentral.com\/online-meetings\/overview.html\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">meetings<\/span><\/a><span style=\"font-weight: 400;\"> without a meeting management tool in order to experience even more productive meetings <\/span><i><span style=\"font-weight: 400;\">with <\/span><\/i><span style=\"font-weight: 400;\">one. If you begin introducing meeting technology at a company with disorganized, chaotic meetings, then you\u2019re going to be left with even more chaos. And we know you don\u2019t want that. Nobody does.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">That\u2019s why, in order to truly make the most out of your meeting management tool, you need to first make sure your company\u2019s meetings are in order. If they are, then maximizing the impact of your meeting management tool all comes down to three things:<\/span><\/p>\n<p>&nbsp;<\/p>\n<ul>\n<li><b><span style=\"font-weight: 400;\">Education about how to use the tool<\/span><\/b><\/li>\n<\/ul>\n<ul>\n<li><span style=\"font-weight: 400;\">Widespread implementation of the tool<\/span><\/li>\n<\/ul>\n<ul>\n<li><span style=\"font-weight: 400;\">Company-wide commitment to learn by using the tool<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><span style=\"font-weight: 400;\">If you do these three things, in order, you should be in great shape with your meeting management tool, regardless of what it is. But you have to remember: this is a long-term investment, and progress will be slow. Yet, day-by-day and meeting-by-meeting, you\u2019ll begin to realize the incredible advantage of having a tool that streamlines meetings and makes them more <\/span><span style=\"font-weight: 400;\">efficient<\/span><span style=\"font-weight: 400;\">\u2014to the point that, somewhere down the line, you won\u2019t even need to have most of them.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Did someone say fewer meetings? Now <\/span><i><span style=\"font-weight: 400;\">that\u2019s <\/span><\/i><span style=\"font-weight: 400;\">something we can all get behind.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Ah, meetings. Can\u2019t do business with \u2018em, can\u2019t do business without \u2018em.\u00a0 But have you ever considered the idea that with better meetings, you can do better business? If you\u2019re in doubt, take it from us. We wrote a guide on it. And it\u2019s true\u2014better meetings do lead to better business, regardless of company, team &#8230;<\/p>\n","protected":false},"author":29,"featured_media":45392,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[17475,778],"class_list":["post-35029","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-better-meetings","tag-meetings"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Meeting management tools: An in-depth guide | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"Meeting management tools are a dime a dozen. 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