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Meeting Management
Quixy Editorial Team
August 10, 2023
Reading Time: 6 minutes

How often have you walked back from a meeting and forgotten the details about the action points you discussed? How often have you attended meetings without any action points? Meeting complaints like poor preparation, disorganized notes, no agenda, and improper tracking of action items is common in workplaces. The best way to avoid them is by recording the Minutes of the Meeting.

But can an easy-to-use, customizable Meeting Management solution solve the problem? That can streamline everything from scheduling to the closure of all action items.

Before we try to find answers to these questions, let us find out the top benefits of meeting management solutions.

Top 5 Benefits of Meeting Management Solution

1. Increased participation in the meeting

With a meeting management solution, you will have all the notes, points of discussion, and action items in place. These notes and action items can be referred to any time you need. This acts as a guide for employees and ensures maximum participation.

2. Paperless meeting

In the absence of a meeting management solution, you might waste some paper, for example, meeting notes, stick-on notes, notebook. But with meeting software, you no longer need a single sheet of paper to save or write notes. You can simply add the required information into the system and refer to it whenever needed.

3. Improved collaboration

Online meeting management tools work as the best solution to enhance collaboration among the team. With meeting management software, meetings will be an open forum where everyone is encouraged to participate, engage in productive conversation, raise the proper questions, and debate the action items that have been set on the agenda.

4. Access to information in real-time

According to the survey, 60% of the information is lost a day after a meeting, and you are down to 40% in the next three days. The best part about a meeting management solution is that you get to keep minutes of meetings. It enables you to jot down all the important points and access this information in real-time. With the action items you extract from a meeting, you can set reminders and escalations and ensure they are closed with a meeting solution.

5. Improved participation by Remote Teams

A hybrid workplace model has become the need of the hour for companies to retain talent. To ensure that you do not lose information and to enable remote workers to participate, a meeting management solution plays an important role.

Watch Webinar: Capture and Manage Meeting minutes on Quixy

The solution to meeting problems

Using meeting apps is one thing but are they in tandem with your organization and team workflows? That’s the issue with ready-to-use apps.

Let Quixy take note of this. (Pun Intended)

Quixy’s no-code platform provides you with an easy-to-use, flexible, and customizable Meeting Management solution that can be easily and seamlessly integrated with other business workflows you automate on the Quixy platform. Whether it’s a board meeting with attendees from remote locations or a small internal team meeting, you can use Quixy’s Meeting Management solution to set up and manage any kind of meeting.

Also read: Everything you should know about No-Code Development

How? Let’s see.

Using Quixy’s customizable Meeting Management solution, you can create meetings and track the action items generated in the meetings with automated reminders and escalations that can be configured according to your organization’s needs.

You can create groups comprising team members attending the meeting and save it. These groups can be project team, development team, testing team, sales team, compliance team, change management team, etc. An admin can be assigned to each group.

From now on, while scheduling a new meeting, the user doesn’t even have to add all the members. Instead, they can just select the group that has been created.

Create Group

Meeting Management solution - create group

The user can create a new group, select the group members, and assign an admin to the group.

Create Meeting

Once done, the business user can create or schedule their meetings at any point in time.

Meeting Management solution - create meeting

The user can enter the meeting title, date, and time of the meeting and the meeting location.

They can also add the points to be discussed or the agenda of the meeting.

Create Meeting

Users can create recurring or one-time meetings. One or multiple reminders can be configured to remind the attendees about these meetings.

Users can select the group type, and all the members in the group will be displayed. The user need not select individual members who are attending the meeting.

Once the user creates the meeting, notifications will be sent to the group admin to approve the meeting. Once approved, all the attendees are notified about the meeting.

Also Read: 25 Incredible Meeting Statistics: Virtual, Zoom & Productivity

Manage Meetings

All the meetings can be accessed through an actionable report that gives an insight into the meetings scheduled, conducted, and closed.

Meeting Management solution - managing

Meeting reminders can be sent to all the attendees with just a click of a button.

Meetings can be edited, canceled, and closed using this screen.

Add Action items

Meeting actions can be added here. Action item owners can be added, and the due date assigned for each action item.

Add action

Action item information, e.g., due date, etc., can be edited anytime. The action item owners are notified of any changes in case the change is not done by them.

Meeting Management solution - edit

Action item owners can view and update the status of the action items. Remarks and progress can be added to each action item without having to necessarily change the status.

Reports and Insights

Using Quixy’s customizable Meeting Management solution, managers can use the dashboard to access action items from all their meetings with the option to send reminders to the action item owners. They can also use the document generator feature in the Quixy platform to build reports with meeting minutes, adding the action items and the corresponding status dynamically.

reports & Insights

Employees can also access their action items and update the corresponding status using the mobile app or from their computer.

Summary

With Quixy’s customizable Meeting Management solution, you no longer have to worry about missed action items from your meetings!

Quixy is an innovative no-code platform that helps you automate any business process and build simple to complex enterprise-grade applications in hours and days instead of weeks and months, all without writing any code. Get Started Today! Empower your organization with automation and customized app development without coding.

Frequently Asked Questions(FAQs)

What is a meeting management system?

A meeting management system is your trusted assistant for organizing and handling meetings. It helps schedule, send invites, create agendas, take notes, and follow up, making meetings more productive.

How do you manage meetings effectively?

Effective meeting management involves setting clear objectives, having a structured agenda, encouraging participation, keeping discussions on track, and ensuring follow-up actions are documented and completed.

What are the 5 elements of a meeting?

A successful meeting usually includes a clear purpose, an agenda, active participation, efficient time management, and documented outcomes. These elements help ensure the meeting’s effectiveness

What makes a meeting successful?

A successful meeting is one where participants feel their time was well spent. It achieves its objectives, encourages collaboration, and leads to clear actions or decisions.

What are the 5 P’s of meeting management?

The 5 P’s of meeting management are Proper Planning Prevents Poor Performance. A well-planned meeting, with clear objectives and an organized agenda, sets the stage for a productive and successful gathering.

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