In many organizations regular meetings are the instrument to better internal relations within staff, to coordinate the workflow, to resolve and discuss incoming issues, etc, in other words they are vitally important. However, the managers should not overdo with assembling meetings as there were cases when people spent more time at meetings than at doing their actual work. To avoid a situation when too much (or not enough) working meetings are scheduled per one project, or per period of business activity, meeting collaboration software can be used. Such meeting collaboration tools are created to cover the following needs:

• Create schedules of meetings where these events are embedded into a project’s general timeline;
• Control hours allotted for regular meetings to keep workflow balance;
• Introduce meetings-related calendars and associated information to the staff;

Specific Example of Meeting Collaboration System:

VIP Task Manager is a client-server program that can be recognized as meeting collaboration software for small and medium projects. The key feature of this meeting collaboration system is its wide spectrum of use, so in other words it has the following capabilities:

• Planning and collaborating at project tasks, appointments, documents and objectives;
• Using the meeting collaboration tools, such as sharable Calendar to map out meetings on daily, weekly, monthly and yearly patterns;
• Sharing and co-editing the meeting collaboration notes such as meetings agendas, overviews, or packages of associated documents;
• Distributing automatic notifications at meetings scheduled (so everyone concerned in the team can get a notice);
• Categorizing and prioritization meetings within the overall project’s or business’s workflow;