8 meeting management tools to help you get organized

Meetings can quickly take over your calendar. From weekly team catch-ups to project meetings, these scheduled gatherings seem to occupy a lot of our time, energy, and focus. 

Sometimes a meeting is the best way to have a conversation, make a decision, or move a project forward. Most of the time though, they lose purpose and become a productivity zap. Recent research found that most of us spend 31 hours in unproductive meetings every month — a habit that needs to change. 

Reducing that figure often takes a meeting culture shift, but you can also find success by focusing on meeting management (and software that can help you build better meeting habits). These tools can help you plan, organize, host, and review online meetings more effectively — meaning you gain back some of that time and energy to use elsewhere. 

In this guide, we’ll explore 8 virtual meeting management tools that are worth considering. For each one we’ll explain what they’re best at, how much they cost, and whether they’re worth trying. 

1. Vowel

Best for: Forward-thinking teams that want an easy route to better and more productive meetings (that become searchable, shareable knowledge).

Vowel is a video conferencing and meeting management tool that helps busy teams host more productive meetings, without adding more to the to-do list. The platform’s impressive range of features include collaborative agendas, instant recordings, in-meeting notes, and live meeting transcription.

All these features make collaboration seamless, and reduce the need to rely on one person to capture meeting notes or a range of tools to run more effective meetings. 

Vowel stands out compared to other meeting management tools as it has HD video conferencing built-in — which means you don’t need to rely on a tool like Zoom or Google Meet to host your meetings. Instead, you can run your meetings in an environment designed with productivity, engagement, and better communication in mind. 

Key features: 

• Collaborative agendas and note taking

• AI-powered meeting summaries that instantly recap every meeting

• Engagement features like emoji reactions, hand raises, and text chat

• Real-time meeting transcription and searchable recordings

• Bookmark, clip, and share moments from meetings

• Meeting template library and meeting agenda examples

Free plan? Vowel offers a free plan which gives you access to all the basic features, with some time limits on meeting length, search history, and meeting participants. For longer meetings or large-scale meetings, the Business plan at $16.49 per member per month (paid annually) offers you this, plus advanced integrations and custom URLs.  

* Members are your paid team members — meeting guests are always free.

Should you try it? We might be biased, but we think Vowel is well worth exploring if you’re looking for an all-in-one platform to help you organize and host better meetings. There’s no need to add video conferencing or transcription software to the stack — Vowel is ready-to-go with all the features you need for a more productive, more engaging meeting experience. 

2. Fellow

Best for: Teams that want to track accountability.

Fellow is a collaborative meeting management tool that’s focused on collaboration, decision making, and accountability. The platform gives you space to plan agendas together, record meeting notes, organize thoughts, share feedback, and assign action items. You can also access a library of ready-to-use templates to shortcut your way to a more organized meeting process. 

Key features: 

• Collaborative agendas

• Digital notepads for to-do lists, OKRs, and action items

• Built-in feedback requests and sharing

• Agenda template library

• Integrations with popular tools like Zoom, Asana, Slack, and Zapier

Free plan? Fellow has a free version, for teams of up to 10 people. There are limits on features and integrations with the free plan, so you may need to upgrade to access the features you want. Pricing for paid plans starts at $9 per user per month.

Should you try it? Unlike Vowel, Fellow doesn’t have video call functionality built in. This means you’ll need to integrate it with another meeting tool like Zoom or Google Meet to enjoy its features right within your meeting. While that’s frustrating for some, it might be less of a hurdle if you don’t want to (or corporate says you can’t) say goodbye to Zoom. 

3. Hugo

Best for: Task-driven teams that rely on project management tools.

Hugo is an online meeting management tool that’s designed around keeping everything in one place. Through features like calendar syncing, shared notes, and task management, it can be a powerful add-on to the way you already work. Assign and track tasks directly in Hugo, or within your integrated project management tool. 

Key features: 

• Searchable and auto-organized meeting notes and tasks

• Task management that syncs with your existing tools

• Template library

• Integrations with key project and remote collaboration tools like Jira, Trello, Asana, and ClickUp

Free plan? Hugo has a free Basic plan for up to 10 users. You get access to unlimited docs and tasks, but only basic integrations. Paid plans start from $8 per user per month, which unlocks more integrations and extra features like user groups and team templates. 

Should you try it? Hugo’s numerous integrations and helpful features make it great for teams that want to add more functionality to their existing project management tool and save time switching between tools. It doesn’t include video call functionality, but could help you organize the moments before and after the call. 

4. Docket

Best for: Teams that want to plan ahead for success.

Docket helps teams stay focused, aim for consistency, and make planning meetings easier. The platform is designed to not only make prep easy, but follow up too. The tool includes features like collaborative agendas, templates with suggested agenda items, and action recording to improve the process from start to finish. There’s also a built-in timer, so you can quickly see whether you’re running to time or not.

Key features: 

• Collaborative agendas and workspace

• Built-in agenda timer to keep you on track

• Desktop app available, so you can stay productive when offline

• Template library 

• Integrations with tools like HubSpot, Slack, Zoom, and Dropbox

Free plan? Docket offers a free Basic plan, with a pared down version of features. To enjoy shared and custom templates, task reports, and more integrations you’ll want to upgrade to a Pro plan at $8 per seat per month. 

Should you try it? Docket is worth considering if you’re already tied to using a specific video call software. If you’re looking for an enhanced in-meeting experience or need more robust accountability, other meeting management software might serve you better. 

5. Range

Best for: Hybrid or remote teams that want to host fewer, better meetings

Range stands out from other meeting management software tools on this list, as it’s actually designed to help you cut down on meetings. Through async and live check-ins, status updates, and goal tracking, this tool helps you remove the need for unnecessary meetings. When you do meet, you can build shared agendas, run icebreaker rounds, and capture action items at the end of the meeting.

Key features: 

• Check-ins to cut down on time spent in meetings

• Shared agendas that you can add to via Slack or email

• Interactive spinners and icebreaker tools to help engagement

• Template library

• Integrations with key tools like Microsoft Teams, Slack, Zoom, and Asana

Free plan? Range has a free plan for up to 12 users. This includes check-ins, culture building elements, and unlimited integrations. For better search history and unlimited teams, you’ll want to upgrade to their Standard plan for $8 per team member per month.

Should you try it? Range is a great option if you want a tool that both helps you reduce meetings and helps you optimize better for those that remain. Too many meetings remains a major remote work challenge, something that this tool aims to tackle. With no built-in video meeting technology, you’ll need to add one of the usual suspects (Zoom, Meet) to enjoy its features during your meetings. 

6. Calendly

Best for: Client-facing teams that want to streamline their scheduling workflow.

Calendly is a niche tool that helps you schedule meetings faster and in a more effective way. Instead of emailing back and forth with clients or external partners, you can send them a Calendly link and take the guesswork out of scheduling meetings. Other features like routing forms, embeds, and meeting polls allow you to customize the experience further, so you have more control over when and who you meet. 

Key features: 

• Scheduling for one-on-one and team meetings

• Calendar availability and polls to find the best meeting time

• Routing forms to screen people before they book

• Calendar embeds to capture potential client calls directly from your website

• Integrations with tools like Zoom, Slack, Microsoft Teams, and Salesforce

Free plan? Calendly offers a free Basic plan that gives you an introduction to the essential features and meeting invitations. Access to more linked calendars, email reminders, and metrics are reserved for their paid plans. Essentials is billed at $10 per seat per month, but larger sales or customer success teams could benefit from the team collaboration features in the $20 per seat per month Teams plan.

Should you try it? Calendly is focused on one area of meeting management — scheduling — and it does it well. This is a tool you add to your software stack, instead of as an all-in-one. For other features like agenda planning, transcription, notes, and action items, you’ll have to look elsewhere. 

7. Hypercontext

Best for: Goal setting and accountability for teams. 

Hypercontext is a meeting management tool that looks beyond meetings and considers the wider impact of morale, engagement, and productivity within a high-performing team. The platform includes features like shared agendas, integrated feedback, and goal tracking to help managers lead their team towards success from one place. 

Key features:

• Collaborative and customizable agendas

• Built-in meeting notes and action item tracking

• Goal setting and tracking

• Template and conversation starter library

• Integrations with popular tools like Slack, Zoom, Google Meet, and Microsoft Teams

Free plan? Hypercontext has a free Basic plan which includes unlimited 1:1 and team meetings, automated meeting minutes, and conversation starters. Their Pro plan at $7 per person per month adds next steps tracking and conversation insights. For goal setting and milestones, you’ll want their Business plan billed at $11 per person per month. 

Should you try it? Hypercontext was built with high performing and goal-oriented teams in mind, so it’s very focused on accountability and next steps. If you’re looking for something more relaxed or your goals lie elsewhere, another meeting management tool might fit your needs better. 

8. Mindup

Best for: A more minimalist approach to meetings for purpose-driven teams.

Mindup is a meeting management tool that aims to reduce distractions and simplify the process of planning, hosting, and following up on remote meetings. Behind the minimalist styling, features like collaborative agendas, agenda reminders, meeting recaps, and assignable actions help you streamline the process from start to finish. There’s also space to set the meeting purpose, which is a nice touch for purpose-driven teams. 

Key features: 

• Collaborative, drag-and-drop agendas

• Meeting purpose prompt to guide the discussion

• Meeting prep and recap emails to participants

• Template library

• Integrations with Google Calendar, Microsoft 365, and Slack

Free plan? Mindup has a free plan which gives teams access to interactive agendas, templates, action assignment, and integration with one tool. For private meeting notes, custom templates, and unlimited meeting history, you’ll want their Pro plan at $7 per user per month. 

Should you try it? At present, Mindup doesn’t have an integration with video call tools like Zoom or Google Meet. This means it’s reserved as a place to plan your agenda and recap afterwards. To create a better in-meeting experience, consider a tool like Vowel instead. 

Host more productive meetings with the right meeting management software

Once upon a time, meeting agendas were scrawled together in a Word document (or often not at all). Action items were lost after the meeting (or recorded in separate notebooks so no one was aligned).

But with a meeting management tool like Vowel, collaborative agendas and notes pair perfectly with features like AI-powered summaries, meeting notes, and action items — making it easier than ever to streamline your meeting workflow. 

Better meetings mean better team engagement, accountability, and collaboration. If you want to give Vowel a test run, try it for free — you’ll get a 30-day free trial of our Business Plan (no credit card required!), so you can explore all the features in detail.