Managing team meetings can feel messy. People show up late, action items get lost, and important notes disappear in email threads. Sometimes, meetings drag on without clear goals. Other times, key decisions never get written down.
This makes it hard to keep everyone on the same page, especially when teams are remote or spread across time zones. The right meeting management tool can help with this problem.
In this article, we’ll look at 8 of the best meeting management tools that make collaboration easier and more organized.
What is Meeting Management?
Meeting management is how you plan, organize, and run meetings in a clear and useful way. It helps make sure each meeting has a goal and includes the right meeting attendees. Whether the meeting is in person or online, good planning keeps things focused and productive.
In a business or office setting, meetings give people time to catch up, discuss tasks, and work together.
Teams or a council might meet to solve problems, share progress, or set plans for the future. These moments help everyone stay on the same page and support the company’s vision.
Without strong meeting management, time gets wasted, and people leave confused. But with a clear plan, every meeting becomes a chance to collaborate and move forward.
Using simple tools like agendas, time limits, short summaries, and reliable meeting platforms can help meetings stay organized and useful. When done well, meetings help turn ideas into action.
Built for product teams that need fast, clear design reviews. Explore CADchat today.
Meeting Management Software You Need to Check Out
If you want smoother, more organized meetings, the right software can help a lot. Whether you meet in person or online, these tools can save time and keep everyone on the same page.
Here are a few options worth looking into.
1. CADchat for Reviewing 2D & 3D CAD Files
CADchat is a cloud-based platform made for product teams that work with CAD files. It helps designers, engineers, manufacturers, and even non-technical teammates work together more easily.
With CADchat, your team can meet live or leave feedback anytime, all in one shared space. It works with all major CAD file types and helps avoid messy version issues or lost notes.
You don’t need screen sharing or heavy CAD software. CADchat lets everyone open and review CAD models directly. This means fewer delays, faster decisions, and better teamwork.
Key Features
- Live CAD model reviews – Open and edit 3D models together without using screen sharing or converting files
- Built-in manufacturability feedback – Let machinists and suppliers review and flag issues in real time
- Simple access for non-technical users – Give executives and other teams a way to view and comment on CAD files without needing CAD software
- Smart version tracking – Always work on the latest file with full edit and comment history
- Anytime collaboration – Leave comments directly on the model so feedback is clear, even when teams can’t meet live
- CAD interoperability – Work with all major CAD file formats without losing data or needing extra tools
Bring your whole team into the CAD file. No downloads, no confusion. Collaborate with CADchat today!
2. Miro for Visual Collaboration
Source: miro.com
Miro is a visual collaboration platform that helps teams move from ideas to outcomes in one shared space. With a flexible digital canvas, teams can brainstorm, plan, and execute work together in real time or asynchronously.
Miro supports every stage of a project, offering tools for product planning, UX design, technical diagrams, strategy sessions, and more.
Key Features
- Limitless digital canvas – A flexible workspace to add notes, diagrams, timelines, and files in one shared space
- Custom templates and workflows – Step-by-step formats to match team needs and structure complex projects
- Miro AI – Tools for summarizing comments, creating diagrams, and speeding up repetitive tasks
- Integrated communication tools – Record Talktracks, launch live calls, and share updates without leaving the board
- 160+ integrations – Connect with tools for task tracking, design, data, and development to keep everything in sync
3. SessionLab for Planning Meeting Agenda
Source: sessionlab.com
SessionLab is a tool designed to help teams and facilitators plan structured meeting agendas without using spreadsheets.
Its drag-and-drop interface lets users build, adjust, and organize sessions easily. As changes are made, the platform automatically updates timing, helping keep the agenda clear and on track.
Key Features
- Drag-and-drop agenda planner – Build sessions by moving content blocks and adjusting the flow visually
- Automatic timing updates – Let the tool recalculate time as changes are made to the agenda
- Collaboration tools – Invite others to edit or comment on the session in real time
- Printable agendas – Export professional-looking session plans for use with clients or teams
- Library of facilitation methods – Access 1000+ techniques and templates to add structure and variety to your meetings
4. Zoom for Standups & General Meetings
Source: zoom.com
Zoom provides a connected workspace where teams can meet, share updates, and collaborate in real time.
Whether you’re running daily standups, weekly check-ins, or larger team syncs, Zoom offers tools that support clear communication and consistent workflows.
Zoom also connects with tools you already use, including mail, calendar, tasks, and scheduling. With everything in one place, meetings become more focused and less fragmented.
Key Features
- Video meetings – Host standups and team check-ins with HD video and screen sharing
- Team chat – Continue conversations before and after meetings in organized chat channels
- AI Companion – Get meeting summaries, action items, and help with follow-ups
- Whiteboard – Share ideas visually with a digital whiteboard that updates in real time
- Calendar and scheduler – Plan and join meetings quickly with integrated calendar tools
5. Google Meet for Quick Daily Meetings
Source: workspace.google.com
Google Meet offers a simple way to run short, focused meetings with your team, no matter where they are.
It works on any device and doesn’t require extra software. Whether you’re checking in from your desk, phone, or tablet, Google Meet makes it easy to stay connected and on track.
You can also meet right from Google Docs, Sheets, or Slides, helping your team act on ideas without losing time.
Key Features
- Join from any device – Start or join meetings from your browser, phone, or tablet without installing software
- Live captions – Display real-time subtitles to help keep conversations clear
- Noise cancellation – Block out background sounds so everyone can focus on the discussion
- Workspace integrations – Meet directly from Google Docs, Sheets, and Slides to collaborate faster
- Meeting recording and transcripts – Save meeting details for future reference with premium features
6. Calendly for Scheduling Meetings
Source: calendly.com
Calendly is a scheduling tool that helps individuals and teams book meetings without back-and-forth emails.
It connects with your existing calendars to show real-time availability and lets others choose a time that works for everyone. Calendly is used by professionals across industries, from solo users to large organizations.
Users can customize their meeting types, automate reminders, and integrate with tools like Zoom, Google Meet, Microsoft Teams, and CRMs. It also supports workflows for routing, round robin scheduling, and team availability.
Key Features
- Calendar integration – Sync up to six calendars to show accurate availability when booking meetings
- Custom event types – Create personalized meeting options with your preferred durations, locations, and buffers
- Automated reminders and follow-ups – Reduce no-shows with email and text notifications before and after meetings
- Team scheduling options – Use round robin, collective, or pooled availability to simplify group scheduling
- Workflow and CRM integrations – Connect with tools like Google, Microsoft, Zoom, Salesforce, and more to streamline scheduling
7. Otter.ai for Transcriptions & Note-taking
Source: otter.ai
Otter.ai is a tool that provides real-time transcriptions and automated meeting notes for teams and individuals.
It connects with Zoom, Google Meet, and Microsoft Teams to capture what’s said in meetings, turning conversations into structured summaries and action items. Otter.ai helps users stay focused during calls by handling the task of note-taking automatically.
With built-in summaries, action tracking, and integrations with common work tools, Otter.ai is designed to fit into daily workflows.
Key Features
- Real-time transcription – Capture spoken content during meetings and follow along live on the web or mobile
- Automated summaries – Generate short recaps to highlight key points from long discussions
- Action item detection – Identify and assign follow-up tasks with full meeting context
- AI chat for meetings – Ask questions or generate content based on past meeting notes
- Tool integrations – Connect Otter with apps like Slack, Salesforce, and HubSpot to streamline sharing and tracking
8. Zoho Meeting for Webinars
Source: zoho.com
Zoho Meeting is an online platform that supports hosting live video webinars for businesses of all sizes. It includes tools for presenting, interacting with attendees, and analyzing session performance.
Designed to help teams connect and share ideas remotely, it offers features for customizing the webinar experience and reaching larger audiences through livestreaming.
Webinars can be managed from one place with options for scheduling, registration, and follow-up. Hosts can also collect insights and view attendee engagement after the session ends.
Key Features
- Live video webinars – Present with video and screen sharing while interacting with attendees in real time
- Audience engagement tools – Use polls, Q&A, and post-webinar actions to connect with attendees
- Customization options – Edit registration forms, emails, and direct attendees to a custom web page after the session
- YouTube livestreaming – Stream sessions publicly and respond to comments during the broadcast
- Session analytics – View participation data and session history to assess performance and engagement
Get better results from your meetings with live, in-model collaboration. Book a demo with CADchat.
Why Are Meeting Management Tools Important?
Meeting management tools help you run meetings with more structure, less confusion, and better results.
Without these tools, meetings can be time-consuming and hard to manage. When used well, they support your team’s success by keeping everyone organized and on track.
Keep Track Of Tasks And Due Dates
Some tools let you assign tasks and set due dates right during the meeting. This means no one is left guessing what to do next.
For example, if you decide during a meeting to launch an email marketing campaign, you can set who will write the copy and when it should be ready. Everyone knows their part, and deadlines are clear.
Save Notes For Later Reference
Meeting tools help you store notes, files, and recordings in one place. You can check in later without digging through emails or chats.
If a question comes up weeks after the meeting, it’s easy to go back and find the answer. This helps your team stay on track and avoid repeated conversations.
Improve Communication With Stakeholders
With a good meeting tool, you can send out summaries or action items right after the meeting. This keeps stakeholders of your organization updated, even if they didn’t attend.
Whether it’s your manager, your client, or a supplier, they get access to the right information without delay.
Stay Organized For Future Events
You can use past meetings to plan future ones. Meeting tools let you copy agendas, review past notes, and bring up data from earlier discussions.
This helps you stay organized and saves time when planning recurring events like monthly check-ins or project reviews.
Connect Meetings To Your Business Tools
Many meeting tools connect with your other software, like calendars, project boards, or email marketing tools. This makes it easy to create follow-ups, send invites, and track work in one place.
Everything works together, so your team spends less time switching between platforms and more time getting things done.
Choose The Right Meeting Platform To Communicate Better
Not all teams work the same way, so it’s important to choose a meeting platform that fits how you communicate.
Some teams meet in person, while others rely on video calls or chat. Good platforms support different meeting styles and make it easy to talk, share files, and take notes in real time.
Look for tools that work across devices and give everyone a chance to speak up, no matter where they are. A good platform helps your team stay close, even when working apart.
Ready To Make CAD Meetings Easier? Try CADchat
CADchat is a simple and smart tool built for product teams that work with CAD files. It helps designers, engineers, manufacturers, and non-technical team members work together in one shared space.
It’s perfect for design reviews, whether your team is meeting live or working at different times. With CADchat, you can look at CAD models together in real time or leave comments that others can check and reply to later.
Everyone can give feedback, even if they don’t use CAD software. No screen sharing, no long email threads, and no confusion over file versions. Everything stays in one place.
Built For Real Teamwork
CADchat is designed for product teams that need to work together across roles, locations, and time zones. It gives everyone the tools to collaborate on CAD models, whether they are online at the same time or not.
Engineers, designers, and manufacturers can meet live or leave notes for each other to review later. This flexibility helps teams keep projects moving without having to schedule extra meetings.
Clear Feedback Without Confusion
Instead of using screenshots, emails, or separate chat apps, teams can leave comments directly on the 3D model inside CADchat. Every message stays tied to the exact part of the design it refers to.
You can see who gave feedback, what they said, and when they said it. This keeps conversations easy to follow and helps teams avoid mistakes and repeated questions.
Supports All Major CAD File Types
You do not need to convert files or switch formats to work inside CADchat. It supports all the major CAD file types your team already uses.
You can open, review, and edit the original file without losing data or creating new versions. This makes collaboration smoother and keeps your design work consistent and accurate.
Simple To Use For Non-Technical Teams
Many business teams need to give feedback on product designs, but do not use CAD tools. CADchat makes it easy for anyone to view and comment on CAD files without needing special software or training.
This makes collaboration with suppliers, managers, marketing, and sales easier and more productive.
Keeps Everything In One Place
With CADchat, all your design files, comments, and decisions are saved in one digital workspace. You don’t have to search through inboxes, chats, or folders to find what you need.
Everything is organized and connected to the right file. This helps your team stay on track and cuts down on confusion during the project.
Helps You Make Faster Decisions
CADchat removes delays that usually come from slow feedback and miscommunication. Teams can meet live or give input when it works best for them.
This speeds up design approvals and reduces the risk of late changes or rework. When decisions happen faster, your product gets to market sooner.
FAQs About Meeting Management Tools
What is a meeting management tool?
A meeting management tool is software that helps teams plan, organize, and run better meetings. It covers the entire meeting process, from agenda creation to assigning tasks and sharing meeting minutes.
Many tools now come with more advanced features like agenda builders, collaboration tools, and integrations with platforms like Microsoft Teams to save time and keep everyone on the same page.
What are the 5 P’s of meeting management?
The 5 P’s of meeting management are purpose, product, people, process, and preparation. They help guide how you plan, conduct meetings, and follow up.
Using meeting management software with tools for agenda items, meeting materials, task tracking, and meeting minutes makes it easier to stick to these practices and run more effective meetings.
What is the 40/20/40 rule for meetings?
The 40/20/40 rule means spend 40% of your effort preparing the agenda and materials, 20% managing the live session, and 40% on follow-ups like assigning tasks and reviewing notes.
Meeting management tools make it easier to support this rule by helping with planning, tracking action items, and sharing updates for the next meeting.
What are the 4 P’s of the meeting?
The 4 P’s are purpose, participants, process, and payoff. These keep your focus on why you’re meeting, who should be there, how to structure the discussion, and what results you want.
Meeting management solutions make it simple to manage participants, share agenda items, and track follow-up tasks so everyone knows what to do after the meeting.
