Getting your meetings to work better can be challenging, but there’s plenty of advice, books, webinars, and even entire seminars available. Despite all these excellent resources, you constantly overlook meeting room management as critical for successful meetings. That’s why meeting management software is the need of the hour.
There is no mention of establishing a meeting agenda or enforcing a strict schedule. You are talking about how you manage it rather than how meetings themselves are conducted. By integrating technology into automated office meetings, we can increase a meeting’s efficiency by knowing when and where it will occur, if it needs to be moved from one conference room to another, and when and where it will occur. Here are the key features you should look for in the meeting management software you choose for your business.
There is one essential requirement of any meeting management software that is it must allow for total transparency. Transparency means the ability to see and access the details of a meeting, the schedule, and information on the meeting location. Getting everyone on the same page saves time and decreases the time spent asking questions about a meeting’s topic, length, or location, increasing the effectiveness.
When you have recurring meetings scheduled, what is the frequency of skipping or switching these meetings? What is the amount of space wasted because other company employees know that a conference is scheduled once a week during a specific period? Allowing participants to check in two meetings reduces wasted conference room space, and everyone knows when a meeting is about to begin.
- You Can Update, Cancel, Or Move The Meetings
On the same note as our last point, meetings need to be as flexible as businesses. Meeting software should facilitate quick updates, cancellations, or relocations of meetings. The changes should also be visible across the shared calendar, so other team members can keep up to date on what’s happening via their mobile devices.
Having that functionality integrated with your company’s email system isn’t any more significant work than integrating the functionality with your company’s calendar system. As a result, all attendees will get updates on meetings and won’t need to go to the calendar manually.
- Processes That Are Integrated Into Automated Ones
You should look for meeting management software that integrates your automated office technology and supports the latest calendaring tools. You need a system that fits seamlessly into your current processes, from voice-activated software and hardware in the meeting room to automated scheduling.
- Wayfinding And Digital Signage Integrated
Employees can access the meeting management solution from digital signage and way-finding displays besides using computers, tablets, or smartphones to reserve workspaces. When you manage a vast corporate campus, this is especially useful for your organization. Employees can access A meeting details screen, a list of nearby rooms, and walking directions. The workforce can also see how long before the end of a meeting without interrupting their coworkers. Since employees don’t need to return to their desks in between meetings, this increases productivity. They can simply move on to their next meeting.
- Other Technologies Used In The Workplace
Meeting management solutions easily integrate with your other business software systems, such as your calendar software (Google Calendar, Outlook, or iCloud Calendar). It is possible to create events using the employee’s default tool and auto-sync with the meeting management software or vice versa. You can share the details of events between programs automatically, with no manual data transfer required.
The Final Word
There’s more to running better meetings than just strategy and schedule; sometimes, it’s just about management. You will have a good meeting experience with the proper software, so make sure you understand all these must-have features.