Best Meeting Management Software - 2025 Comparison

In 2025, meeting management software spans a wide spectrum–from lightweight agenda builders to enterprise-grade collaboration systems.

This guide breaks down the landscape into five key categories:

• Dedicated Meeting Agenda & Productivity Tools
• AI-Powered Meeting Assistants and Note-Takers
• Performance-Focused Meeting Tools
• Collaboration & Video Conferencing Platforms
• Enterprise and Board Meeting Solutions.

We explore the strengths of each category, the types of meetings they're best suited for, and how they support features like agenda creation, note-taking, goal tracking, calendar integration, and team collaboration.

We also take a closer look at where PerformYard fits in—and whether it can enhance or even replace more traditional meeting tools.

Performance-Focused Meeting Tools

PerformYard

PerformYard isn’t a traditional meeting tool. It’s a performance management platform with powerful built-in support for one-on-one meetings.

Designed for manager-employee check-ins, it brings structure and accountability to recurring conversations that directly feed into performance reviews. With collaborative agendas, instant action plans, and seamless note-taking, PerformYard helps teams move beyond routine meetings and focus on real results.

PerformYard Meetings is a customizable, intuitive space that keeps managers and employees aligned. No more missed points or scattered notes. Both parties can contribute to a shared agenda, jot down updates, and convert discussion topics into trackable tasks. Over time, these conversations are automatically connected to broader performance data, ensuring feedback isn’t lost between reviews.

Unlike tools like Fellow or Docket, PerformYard doesn’t aim to manage all types of meetings. There’s no built-in video conferencing or templates for cross-functional syncs or client calls. But for performance-driven conversations, it’s unmatched. Use it alongside video platforms and broader meeting tools to streamline your check-ins and link them to real outcomes.

Dedicated Meeting Agenda & Productivity Tools

Dedicated meeting management tools excel at ensuring every meeting is prepared and documented. They’re great for internal meetings that occur frequently (so that you can maintain running agendas, carry over unfinished items, and track accountability). They also enhance client meetings by providing a professional structure and record.

These tools typically do not have their own video conferencing. They are used alongside Zoom, Teams, etc., and many offer integrations to make that seamless.

If your team struggles with disorganized meetings or poor follow-through on action items, adopting one of these may be invaluable.

Fellow.app

Fellow is a purpose-built tool for managing meetings more effectively. It lets teams co-create agendas, take collaborative notes, and assign tasks, all in one place. With calendar integrations (Google, Outlook), agendas are easily linked to meeting invites. Fellow also syncs with tools like Slack, Asana, Microsoft Teams, and Jira to streamline follow-ups.

It includes pre-built agenda templates for one-on-ones, team meetings, and client check-ins. External users like clients or vendors can access shared agendas and notes, making it ideal for client-facing meetings. Fellow emphasizes accountability by clearly assigning next steps.

It offers a freemium plan, with Pro pricing around $6/user/month. Great for teams looking to make meetings more structured and action-oriented.

Docket

Docket is a meeting management platform focused on collaborative agendas, decision tracking, and action items. It supports structured agendas with time allocations, note-taking, and task assignment. During meetings, attendees can contribute to shared notes, mark off agenda items, and track tasks to completion.

Docket integrates with Google and Outlook calendars, Slack, Microsoft Teams, and Zoom. The Zoom app displays a shared agenda and notepad directly in the meeting window, enabling real-time collaboration without switching screens. After meetings, Docket can send out summaries and action lists to participants.

Its clean interface works well across in-person, remote, and hybrid settings, with a free tier and affordable business plans. Docket is ideal for teams that value structured, documented meetings, whether internal or client-facing.

Hypercontext (formerly Soapbox)

Hypercontext lets you build collaborative agendas, track meeting outcomes, and even set team goals and OKRs in the same space. It’s described as helping managers with meetings and also “setting goals, and getting feedback–all in one place.”

It integrates with Slack, Microsoft Teams, Google Workspace, and more for workflow integration. Hypercontext is slightly unique in that it blends meeting management with ongoing performance and goal tracking, which can benefit teams looking to connect meeting discussions with broader objectives.

It offers a free version and affordable paid plans (around $5-7/user/month), making it a good choice for small businesses or startups.

Hugo

A collaborative meeting notes platform (now part of Visme since a recent acquisition) that was known for its calendar-linked note system. It allowed teams to prepare agendas and take notes that were automatically organized by meeting and linked to the attendees and topics.

Hugo offered dozens of integrations (with tools like Asana, Dropbox, HubSpot, etc.) to sync tasks and share insights. While the brand might be evolving, its concept–a centralized, searchable repository of meeting knowledge–is shared by many modern tools.

ClickUp

Primarily known as a project management tool, ClickUp has built-in Docs and Whiteboard features that teams use for meeting agendas and notes. In one platform, you can create a meeting doc (agenda), collaborate on notes in real time, and then convert any checkbox item into a ClickUp task for follow-up. This all-in-one approach appeals to teams who prefer minimizing the number of apps in use. ClickUp even introduced AI-powered meeting summaries and transcription features​.

While not solely a meeting management app, its inclusion of meeting-specific features and templates makes it an option for those already using it for project tracking.

AI-Powered Meeting Assistants and Note-Takers

AI meeting assistants have emerged as powerful complements to your meeting workflow. These tools focus less on scheduling or manual agenda creation, and more on automating the capture of what happens during a meeting (notes, transcripts, action items). They can be especially useful for both internal and client meetings where you want detailed records or need to easily share meeting content.

Avoma

Avoma is an AI-powered meeting assistant known for automatic meeting transcription, summaries, and action item detection. It integrates with video conferencing tools (like Zoom and Teams), joins meetings, and creates transcripts, then highlights follow-ups, questions, and key topics using AI.

Avoma also syncs with calendars and CRMs like Salesforce and HubSpot, making it especially helpful for sales and customer success teams. Users can review, edit, and share meeting summaries post-call.

While it reduces the need for manual note-taking, its advanced features come with a higher price tag and a bit of a learning curve.

Fireflies.ai

Fireflies is another popular AI meeting notes tool. It integrates with virtually all video conferencing platforms and phone systems to automatically record and transcribe meetings. Fireflies then provides a searchable archive of all your conversations. It can also generate “smart summaries for Zoom, Google Meet, Microsoft Teams, Webex and several other platforms.”

Fireflies is useful across various departments. For instance, a product team can transcribe user interviews, or HR can record an interview for later review.

Fireflies offers a free tier (with limited transcription minutes) and paid plans for more usage. One limitation noted by users is that the free version’s quota can be low if you have many meetings​.

Grain

Grain focuses on recording meetings and making it easy to extract and share key highlights. After connecting Grain to your meeting (commonly used with Zoom), it not only transcribes the call but also lets you create video clips of important moments. This is especially popular for sales or user research: you can grab a 30-second clip of a client’s feedback directly from the meeting recording and share it with your team.

Grain uses AI to aid note-taking and summarization, and it integrates with Slack, Notion, and other apps for sharing insights. It’s oriented toward “customer conversations.” The idea is to help capture insights from customer meetings and share them company-wide.

Others

There are many other AI meeting assistants, such as MeetGeek, Otter.ai, tl;dv. All these tools are generally not standalone meeting management platforms, but rather add-ons that complement your primary meeting software.

Collaboration & Video Conferencing Platforms

The following platforms are excellent for real-time communication, and are often the backbone for both internal and client meetings. They each have basic support for agendas/notes. For teams that simply need to meet and have light note-taking, these may suffice. But if you require more structured meeting workflows (agendas with time allotments, decision logging, persistent action item tracking), you might supplement these with dedicated meeting management software.

Microsoft Teams

Microsoft Teams is a popular platform for internal meetings, offering video conferencing, chat, and file sharing within the Office 365 ecosystem. It integrates tightly with Outlook for scheduling and calendar, and it now supports collaborative meeting agendas, notes, and task lists.

Using the new Teams Meeting Notes (powered by Microsoft Loop), users can “add an agenda, notes, and tasks for others to see and edit directly in Teams.” This means agendas can be prepared and shared in advance, and participants can co-edit notes during the meeting. Action items can also be recorded and later tracked via Microsoft To-Do or Planner integration.

External clients can join Teams meetings via web links, though they might have limited access to internal meeting notes by default.

Overall, Teams excels in video conferencing, screen sharing, and integration with productivity tools, but its structured meeting agenda features are more recent additions and may not be as feature-rich as dedicated meeting management apps.

Zoom

Zoom is a ubiquitous choice for client calls and remote meetings due to its ease of use and high-quality video/audio. It primarily focuses on video conferencing and webinars, with features like screen sharing, recording, breakout rooms, and chat.

Historically, Zoom did not offer extensive built-in agenda or note-taking capabilities, but this has changed with the introduction of Zoom Notes in late 2023.

“Zoom Notes allows users to create and share content within a Zoom Meeting and collaborate with others on the call for real-time inputs,” enabling participants to work on agendas and meeting notes without leaving the Zoom app.

However, task tracking in Zoom is still limited. Action items would need to be noted manually (or via an integrated app like Asana or Trello).

Zoom integrates with calendars (Google, Outlook) for scheduling and has a rich marketplace of third-party app integrations (for polling, documents, CRM, etc.).

Google Meet

Google Meet is another widely used free platform (included with Google Workspace and Gmail accounts) for video meetings. It provides browser-based video conferencing with screen share, recording (for paid tiers), and chat.

While Meet itself doesn’t have an integrated agenda or notes feature comparable to Teams or Zoom Notes, users often use Google Calendar invites (adding agenda descriptions) and Google Docs for meeting notes. And it’s seamless if your organization uses Google’s suite. You can attach a Docs agenda to a Calendar event, and multiple people can edit it live.

For basic needs or quick client calls, Google Meet is accessible and cost-effective (no time limits for 1:1 calls, though group calls have a 60-minute limit on free accounts). Like Zoom, Meet is strong in video ease-of-use but relies on external tools for structured agenda and minutes.

Cisco Webex

Cisco Webex is an enterprise-grade conferencing solution known for its security and webinar capabilities. It offers video meetings, screen sharing, and a persistent workspace for teams (with messaging and file sharing).

Webex has features for meeting transcripts and AI-powered highlights in its Assistant, but agenda management is typically done via its calendar invites or third-party integrations.

Webex is common in large organizations and can handle internal and external meetings well (guests join via link similar to Zoom). However, like other pure conferencing tools, Webex is often paired with separate tools for detailed agenda planning or task management.

Enterprise and Board Meeting Solutions

For completeness, it’s worth noting there are enterprise-level meeting management solutions aimed at formal board meetings or high-compliance environments. These aren’t typically needed for day-to-day team or client meetings, but they represent the high end of meeting software.

For example, Diligent Boards is a platform for managing board of directors meetings and governance processes. It allows secure distribution of board packets, agenda scheduling, voting on resolutions, and tracking of approvals. It is described as a “#1 Board Portal software to streamline board meeting collaboration and increase efficiency.”

In addition to meeting management, it offers tools for risk management and compliance (e.g., managing sensitive documents, minutes archiving, and even ESG reporting). This is truly enterprise-grade and is used by corporate secretaries and executives. Accordingly, pricing is on the higher end and usually by enterprise license.

Another option is Boardable. This is targeted at nonprofit organizations and boards. It helps with agenda creation, task assignments, and has a central hub for board documents. It’s a bit more focused on simplicity and affordability for nonprofits compared to Diligent.

Finally, there are other options like OnBoard, BoardEffect, Nasdaq Boardvantage. These have similar feature sets, such as agenda prep, voting, minutes, annotations on documents, etc.

Meeting Management Software Comparison Table

Below is a side-by-side comparison of key features across several notable meeting management solutions, ranging from video platforms to dedicated agenda tools and specialized software:

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Note: Google Meet and Cisco Webex are not in the table above, but feature-wise they are similar to Zoom in video capabilities. Google Meet offers basic video conferencing with calendar integration (Google Calendar) but no native agenda tool. Cisco Webex has strong video/meeting features and offers AI meeting summaries in higher tiers, yet agendas are typically handled externally or via its calendaring. Both can be supplemented with the dedicated tools (Fellow, Docket, etc.) for agenda and notes if needed.