Meeting Manager Standard: Complete Guide to Features & SetupMeeting Manager Standard is a meeting management tool designed to simplify planning, execution, and follow-up for teams of all sizes. This guide walks through core features, setup steps, best practices for adoption, common use cases, and troubleshooting tips so you can get the most value from the product.
What is Meeting Manager Standard?
Meeting Manager Standard is a platform for organizing agendas, scheduling meetings, capturing decisions and action items, and sharing minutes. It focuses on improving meeting efficiency by providing structured workflows, templates, participant management, and integration points with calendars and collaboration tools.
Key Features
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Structured Agendas
Create multi-item agendas with time allocations, goals, presenters, and supporting documents. Agendas can be saved as templates for recurring meeting types. -
Scheduling and Calendar Integration
Sync with major calendar systems (Google Calendar, Microsoft Outlook) to find times, send invites, and automatically update events when changes occur. -
Participant & Role Management
Assign roles (chair, timekeeper, scribe, presenter), track RSVPs, and manage permissions for viewing and editing meeting materials. -
Real-Time Collaboration
Co-edit agendas, take collaborative notes, and annotate documents during meetings with live updates for remote participants. -
Action Items & Decisions Tracking
Create action items linked to agenda items, assign owners, set due dates, and track completion. Record formal decisions and link them to meeting minutes. -
Templates & Recurring Meetings
Use templates for common meeting types (standups, project reviews, board meetings) and configure recurring schedules with consistent agendas. -
Minutes & Exporting
Generate meeting minutes automatically from notes, decisions, and action items. Export to PDF, Word, or shareable links. -
Notifications & Reminders
Automated reminders for attendees, due dates for action items, and summary emails after meetings. -
Integrations & API
Connect to third-party apps (Slack, Teams, Confluence, Jira) and use APIs or webhooks to automate workflows and sync data. -
Security & Permissions
Role-based access control, single sign-on (SSO) support, and encryption in transit and at rest.
Benefits
- Improved meeting efficiency and shorter meetings through timeboxed agendas.
- Clear accountability via assigned action items and owners.
- Better continuity between meetings with linked minutes and decision histories.
- Easier onboarding for recurring meeting roles using templates.
- Centralized repository for meeting artifacts and searchable histories.
Who Should Use Meeting Manager Standard?
- Team leads and project managers who run regular recurring meetings.
- Executive assistants organizing leadership calendars.
- Product managers coordinating cross-functional work.
- Boards and committees that require formal minutes and decision records.
- Remote and distributed teams needing real-time collaboration during meetings.
Setup & Installation
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Account Creation and Subscription
- Sign up for a Meeting Manager Standard account via the product website or through your organization’s admin. Choose the appropriate subscription tier and enter billing details if required.
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SSO and Authentication
- Configure Single Sign-On (SAML, OAuth) if your organization uses centralized identity management. Set password policies and enable multi-factor authentication (MFA) for added security.
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Invite Users and Assign Roles
- Import users individually or in bulk via CSV or directory sync (SCIM). Assign administrator, organizer, editor, or viewer roles based on responsibilities.
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Calendar & App Integrations
- Connect Google Workspace or Microsoft 365 calendars. Install connectors for Slack, Teams, Jira, Confluence, and other tools your team uses.
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Configure Templates and Defaults
- Create default meeting templates, time allocations, and automatic reminders. Set up recurring meeting patterns and standard agenda structures.
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Security & Permissions Settings
- Define folder-level or meeting-level permissions. Configure data retention and export policies to comply with company governance.
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Onboarding & Training
- Run short training sessions, create quick-start guides, and provide example templates. Encourage teams to start with a single recurring meeting to practice workflows.
Creating an Effective Agenda
- Start with the meeting goal and expected outcomes.
- List agenda items with owners and time allocations.
- Attach relevant documents or links to each item.
- Prioritize items and indicate decision points versus informational updates.
- Include time for parking-lot items and future topics.
Example agenda structure:
- Welcome & Objectives (5 min) — Chair
- Project Status Updates (15 min) — Team Leads
- Roadblock Discussion (20 min) — All
- Decisions & Action Items (10 min) — Chair/Scribe
- Wrap-up & Next Steps (5 min) — Chair
Running Meetings with Meeting Manager Standard
- Start on time and display the agenda.
- Use the timekeeper role to enforce timeboxes.
- Capture notes and decisions directly in the meeting workspace.
- Create action items in real time and assign owners with due dates.
- Use the parking lot to defer non-urgent topics.
- If remote, enable screen sharing and encourage camera use for engagement.
Post-Meeting: Follow-Up & Tracking
- Send automated meeting minutes and action item summaries.
- Track action item completion and send reminders for overdue tasks.
- Review decision history before the next meeting.
- Use dashboards to monitor meeting health metrics (action item completion rate, average meeting length, attendance).
Best Practices & Tips
- Keep agendas concise and timeboxed.
- Limit the number of attendees to those essential for decision-making.
- Use templates for recurring meeting types.
- Make decisions explicit and document their rationale.
- Review past action items at the start of each meeting to maintain accountability.
Common Use Cases
- Weekly team standups and status meetings.
- Cross-functional project steering committees.
- Executive leadership and board meetings with formal minutes.
- Client calls with shared agendas and follow-up tasks.
- Sprint planning and retrospectives integrated with development tools.
Troubleshooting & FAQs
- Sync issues with calendars: check connector permissions and re-authenticate the calendar account.
- Users not receiving invites: verify email addresses and spam filters; check notification settings.
- Action items missing: ensure the scribe has saved the meeting notes and that exports are enabled for that role.
- Access errors: validate role permissions and SSO configuration.
Implementation Checklist
- Create admin and organizer accounts.
- Configure SSO and security settings.
- Integrate calendars and collaboration apps.
- Build templates and at least one recurring meeting.
- Train users and run a pilot with a small team.
- Collect feedback and iterate on templates and defaults.
Final Thoughts
Meeting Manager Standard centralizes meeting planning, execution, and follow-up into a single workflow, reducing wasted time and increasing accountability. With proper setup, templates, and adherence to best practices, teams can reduce meeting overhead and make meetings a productive part of their workflow.
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