Why should you invest in Meeting Management Software

Why should you invest in Meeting Management Software

In today’s digital era, meeting management software is not just good-to-have, but a necessity, especially for the organisations that waste considerable time, money and effort in preparing, conducting and reporting on meetings manually.

Meeting management involves the process of simplifying everything that makes up a successful meeting –from scheduling the meeting andcreating and distributing agendas and minutes, to following-up on action items assigned during the meeting. Avoiding any step in the meeting management process can result in ineffective gatherings that waste your time and require more meetings to sort things out. Employees spend approximately a quarter of their working hours in business meetings. If these meetings are not productive, it can be a significant cost for an organisation.

The best meeting management software facilitates the meeting management process so that businesses can boost their performance, save time, control their costs and conduct efficient meetings.

Here are a few reasons why it is advisable to invest in the right meeting management software.

• Boost employee productivity
Planning a business meeting involves multiple steps – such as preparing an agenda and distributing it among the attendees so that everyone knows the time and the purpose of the meeting. All of these steps can take considerable time that could otherwise be spent on more productive activities.
The best meeting management softwareenables volunteers, managers and attendees to easily and quickly prepare for a meeting. Software like meetingTRAC offers custom agenda templates that can be easily populated and automatically shared with participants ahead of each meeting.

• Save time and money
Conducting a meeting involves time as well as money. If the meeting is effective, both the time and money invested in the meeting pay off. However, if the meeting is unproductive, the time and money are wasted and lead to no results.

Meeting management software streamlines the meeting management process, enabling clubs and organisations to save their time, money and effort on preparing, conducting and reporting on meetings.

• Improve collaboration
Better meetings are better attended and lead to more collaborative experiences. With board meeting management software, businesses can make their meetings effective by efficiently scheduling the meeting, informing attendees about the meeting in advance, and distributing well-created agendas and minutes promptly. This promotes collaboration and eliminates any departmental silos that hinder smooth meeting management.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in real time.

meetingTRAC lightens the load on clubs, businesses, volunteers and community groups by saving time, reducing stress and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC board meeting management software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.

3 Benefits of Taking Meeting Minutes

3 Benefits of Taking Meeting Minutes

Every day, various important meetings take place in your organisation. Decisions made in these meetings involve considerable time and money and contribute to growth (and yes, growth is just as important in business as it is in not-for-profit organisations). With potentially crucial issues at stake in meetings, it is no wonder that meeting minutes are vital.

Meeting minutes serve as a record of what was discussed in a meeting, what actions need to be taken, who are the people responsible for those actions and when.

Unfortunately, some organisations overlook the need for taking meeting minutes and end up facing problems recalling what was discussed in their meetings. This can prevent organisations from making the right decisions in the future. One of the reasons why businesses neglect to take good minutes is the time and effort required in the process. Taking meeting minutes manually can be time-consuming and laborious. However, the right meeting agenda and minutes software automates the process. Thus, businesses can leverage the software and ensure that they do not overlook the need for recording meeting minutes just because it can be intimidating.

Benefits of taking meeting minutes
Businesses and organisations can enjoy the following benefits of recording meeting minutes:

1. Better follow-up
As an executive, you have to handle a lot of things – managing your team, deadlines, gauging the progress of the project, decisions made and more. Well-recorded meeting minutes help you with easy follow-up. In addition, you can review certain elements of a meeting – like the decisions taken – and assign a more detailed task to your team members.

2. Reference for those who were absent
It is likely that one or more people will be absent from a meeting. These individuals may have a crucial role to play in achieving the goals set in the meeting. Well-taken meeting minutes serve as a reference point to those who did not attend the meeting. Minutes provide complete information – such as what was discussed in the meeting, what was the action plan, what was the role of a specific individual and what was the deadline. Businesses can leverage meeting agenda and minutes software to take meeting minutes and share them with everyone in real time.

3. A contract between team members
The documented meeting minutes can be used as a contract between team members. For example, when you include dates in a project, recording the consent of the teams solidifies that decision. This prevents conflicts between team members and helps everyone to be on the same page.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in real time.

meetingTRAC lightens the load on clubs, businesses, volunteers and community groups by saving time, reducing stress and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC minutes and meeting agenda management software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.

How to make your online meetings more productive

How to make your online meetings more productive

When it comes to conducting an online meeting, clubs and businesses need to be extra careful. This is because, in the case of an online meeting, non-verbal communication is limited or missing. The chances of misinterpreting others increase in a remote meeting as compared to an in-person meeting where the participants can see each other. Although a video call is better than an audio conference call, much of the non-verbal communication is likely to be missed.

Steps to run a productive online meeting
Here are three steps you can follow to create efficient online meetings.

Step 1: Prepare – share the meeting agenda
A meeting without an agenda lacks direction. If you do not have an agenda, you are more likely to get distracted and waste time. The key to an efficient meeting is preparing an agenda with action items and sharing it with participants ahead of the meeting so that everyone knows the purpose of the meeting and what is to be achieved. This will help participants prepare and contribute effectively to the meeting.

Preparing an agenda manually can be time-consuming and intimidating. meetingTRAC meeting agenda management software automates, expedites, and streamlines the process of agenda creation. meetingTRAC provides custom agenda templates that can be quickly populated and shared with team members electronically, in real time.

Step 2: Document – take minutes of meeting
Meeting minutes play a major role in running a successful meeting. They provide a record of what was discussed and the decisions made in the meeting, the actions arising, who will be responsible for executing the actions, and more. Meeting minutes serve as a reference point to future decisions. Thus, it is important that you record meeting minutes and share them with attendees so that everyone is well-aware of their responsibilities and can work toward accomplishing their tasks.

Just like agendas, creating meeting minutes manually can be laborious. When preparing manual meeting minutes is tedious, it gets put off or neglected altogether. meetingTRAC meeting management software offers meeting minutes templates that facilitate and accelerate the recording of minutes. Once created, these minutes can be instantly shared with participants via email.

Step 3: Follow up – manage your tasks
Setting goals is one thing, but you need to make sure that the agreed-upon actions are implemented successfully to achieve these goals. Often, people forget about their tasks, which prevents businesses from achieving their objectives.

meetingTRAC meeting management software helps in the efficient management of tasks. With well-defined meeting minutes, team members can stay aware of their responsibilities and work to accomplish their tasks within deadlines. Furthermore, managers can refer to meeting minutes and gauge the progress of each participant.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in real time.

meetingTRAC lightens the load on clubs, businesses, volunteers and community groups by saving time, reducing stress and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC minutes and agenda management software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.

The Dos and Don’ts of Effective Meeting Management

The Dos and Don’ts of Effective Meeting Management

Meetings are important for any business. They help make decisions that contribute to the company’s growth. However, not all meetings are effective. According to a recent report, on average, professionals worldwide spend two hours a week in pointless meetings.

Since meetings involve the time of various people, they should be effective and purposeful. Whether you are running a meeting for the first time or you have conducted meetings before, make sure that everything is prepared.

Here are the dos and don’ts of effective meetings that can help you make your meetings meaningful.

1. Do prepare
An effective meeting is well-structured. A meeting without a clear objective means wasting team members time that could otherwise be spent on other productive tasks.

Here are some ways you can prepare for your meetings:
•Set up an agenda: create a well-designed agenda mentioning the action items and the person responsible for each action item. Meeting agenda management software can automate and simplify the process of agenda creation while saving your time and effort.

• Distribute the agenda in advance: once you have created the agenda, share it with your team members ahead of the meeting. This will enable your team to understand the purpose of the meeting and come prepared.

2. Do leverage useful tools
Technology has benefitted businesses significantly. Although many organisations and clubs still rely on a manual meeting management processes, an automated solution can help save time, money and effort in preparing and managing meetings.

The best online meeting software like meetingTRAC offers complete meeting management solutions – such as quick scheduling of meetings, creation and distribution of agendas and minutes, easy follow-ups, automated task reminders and more. It saves your time and money spent on meeting management, thereby enabling you to focus on what matters most in your club or business.

3. Don’t invite everyone
Meetings with too many people get off track. Research from Stanford University suggests that no more than seven people should be invited to a meeting. The effectiveness of a meeting declines rapidly when more than seven people are involved.
• Send an invite to team members who are to be involved in the meeting
• Only invite people who can contribute to what is on the agenda
• Leverage meeting and agenda management software to automatically invite your participants

4. Do not limit the communication
The key to an effective meeting is participation from each team member. However, engagement can be affected if you fail to create an environment with open communication.
• Encourage participation from each attendee
• Build trust in the meeting room and invite creative ideas.

meetingTRAC for Efficient Meeting Management
meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in realtime.

meetingTRAC lightens the load on clubs, businesses, volunteers and community groups by saving time, reducing stress and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC meeting agenda management software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.
Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.

4 Signs you need Meeting Management Software

4 Signs you need Meeting Management Software

Meetings are crucial for clubs and organisations. They help drive decisions that fuel business growth.

Even in today’s digital era, many organisations follow a manual practice of meeting management. This requires significant time, money and effort. Instead, many organisations have shifted to meeting management software.

Meeting management software is equipped with tools that automate and streamline meeting management tasks – such as scheduling meetings, creating and distributing meeting agendas and minutes, and following up on meetings and action items. Meeting management software saves time, money and effort in preparing, conducting and reporting on meetings.

Here are some signs that you need meeting management software:

1. Limited time and resources
Your people and your time are resources that are limited. It is important to ensure that the right resources are allocated to the right tasks. With a manual meeting management process, so much time is taken upcarrying out meeting management tasks manually. This prevents your people from focusing on other important tasks that matter the most.

Meeting management software automates and streamlines the meeting management process, leaving team members with sufficient time to concentrate on important, productive tasks that contribute to business growth.

2. Manual creation and distribution of agendas
Agendas are crucial since they give direction to meetings. Team members who follow manual meeting management processes waste most of their time in preparing and distributing agendas.

Meeting agenda management software allows automatic creation and distribution of meeting agendas. Complete meeting management software like meetingTRAC provides custom agenda templates that can be quickly populated and shared with team members electronically in real time.

3. Manual recording of meeting minutes
Meeting minutes are a great wayto track the progress of the decisions made during a meeting. Meeting minutes provide clarity on who is accountable for the jobs and action items assigned during the meeting. Recording meeting minutes in detail requires significant time and effort.

Meeting management software like meetingTRAC provides easy-to-populate minutes templates that facilitate the recording of minutes. These templates can be instantly shared with attendees. This saves time and frees people up to spend time actually accomplishing business results, not merely spending more time on paperwork.

4. Manual filing
Businesses often need to refer to older meeting files, either to make decisions or check what was decided in the past. With paper-based files, it can be challenging and time-consuming to sort files. Adding to this problem is the inability to access meeting files when team members are outside of the office.

meetingTRAC meeting management software provides centralised access to meeting files that can be accessed anytime, from anywhere across the globe.

meetingTRAC for Efficient Meeting Management

meetingTRAC is smart and easy meeting management software that automates scheduling and agenda templates, allowing minutes and actions to be recorded and distributed electronically in realtime.

meetingTRAC lightens the load on clubs, businesses, volunteers and community groups by saving time, reducing stress, and empowering clubs and organisations to get on with what really matters. In addition, meetingTRAC helps save money in preparing, running and reporting on meetings.

meetingTRAC meeting management software is easy to integrate into any organisation, can run on any computer or mobile device and does not require any software download.

Sign up for a 7-day free trial to explore how meetingTRAC can help you drive efficient meetings.