In times of complex legal requirements and digital transformation, traditional meeting management is no longer enough. Companies are faced with the challenge of making their meeting processes simple and efficient – and, above all, saving time.
In this article, we therefore explain what meeting management means, which roles are important in it, compare classic and digital meeting management and show how future-proof tools can optimize these processes.
Definition of meeting management
Meeting management covers all tasks relating to the preparation, implementation and follow-up of formal meetings, whether in executive committees, supervisory boards, project teams or staff meetings. Meeting management includes:
The aim is to ensure that meetings run smoothly, transparently and comprehensibly, especially when legal requirements and compliance rules need to be observed. Professional meeting management increases the quality of decisions, optimizes time resources and strengthens governance within the company. In many countries, there are legal requirements for recording minutes and securing documents, for example, which makes meeting management even more relevant.
The role of the meeting manager
Meeting managers take on central operational tasks. This includes planning and coordination, such as agreeing on dates, organizing rooms and technology and inviting participants. He or she is also responsible for moderation and structuring to ensure that the agenda is adhered to and that discussion rounds are moderated in a targeted manner. Finally, a meeting manager is also responsible for documentation and follow-up by taking minutes, distributing the results of meetings and following up on open points.
The role of meeting manager requires organizational skills, legal understanding and the ability to efficiently network different stakeholders. Especially in regulated sectors such as banking, insurance or the pharmaceutical industry, meeting management is an integral part of the governance structure.
Traditional versus digital meeting management
The way in which companies organize their meetings has changed fundamentally in recent years. While paper documents, manual processes and physical meetings used to dominate, more and more companies are now relying on digital solutions to work more efficiently, securely and flexibly. The choice between traditional and digital meeting management is therefore not just a question of technology, but also of strategy and governance quality.
Classic meeting management
Traditional meeting management involves the largely manual organization of meetings, in which all steps – from scheduling and creating the agenda to documentation – are carried out analogously or using general office tools. Typical features of this type of classic meeting management are invitations sent by email or on paper, agenda items created in Word or Excel and meeting documents that are printed and sent by post. Notes and minutes are often created on paper or stored as simple PDFs, and tasks are often tracked in separate lists or not systematically at all.
Digital meeting management
Digital meeting management uses specialized software solutions, so-called board portals or meeting management apps, to simplify and professionalize the entire process. All information is managed centrally, shared digitally and updated in real time. Typical features of digital meeting management are
Advantages of digital meeting management
Switching to digital meeting management offers companies, public institutions and supervisory bodies numerous advantages, not only in terms of efficiency, but also in terms of security, traceability and governance. Compared to the traditional approach, many processes can be significantly optimized. The most important advantages of digital meeting management are
After all, modern meeting management must not only comply with legal requirements, but also meet the demands of a modern, digital way of working.
DiliTrust Board Portal – How to successfully master digital meeting management
The DiliTrust Board Portal combines the goals of modern meeting management in one tool:
Application example: A supervisory board that meets every six months sends out invitations via the portal, in good time and with an agenda, distributes meeting documents, enters notes and records resolutions directly in digital form. After the meeting, open tasks are automatically entered into a task tracking system, including notifications. Everything is data protection compliant and auditable.
Conclusion
Efficient meeting management is no longer just administrative support, it is part of modern governance. The transition from analog to digital management creates transparency, security and, above all, efficiency thanks to innovative AI technologies. he transition from analog to digital management not only creates transparency and security, but above all increases efficiency thanks to innovative AI technologies. AI makes it possible to fully automate the preparation and follow-up of meetings, minutes and numerous other tasks. The DiliTrust Board Portal combines all the necessary modules: Invitation, document management, minutes, compliance and task tracking in one tool.
If you want to professionalize and legally secure your digital committee work, especially in changing times with high complexity, digital meeting management is indispensable. Save time and valuable resources in just a few clicks. Find out more now. Get to know the DiliTrust Board Portal
