The Ultimate Guide to Buying Meeting Management Software in 2025

Modern businesses run on meetings. From team huddles and client calls to high-stakes boardroom discussions. Yet, too often, meetings feel more like logistical nightmares than productive collaboration sessions. The culprit? Outdated processes, fragmented tools, and a lack of visibility across the meeting lifecycle. 

As we move through 2025, companies are rethinking how they manage meetings. They’re shifting from disconnected calendars, manual booking systems, and scattered communication to integrated meeting management platforms that save time, reduce costs, and improve both the employee and visitor experience.

If your organization is exploring a meeting management solution this year, you’re in the right place. This blog post breaks down the key considerations for buying meeting management software in 2025, based on insights from our new Meeting Management Buyer’s Guide — a comprehensive resource and guide created to help you choose the right solution for your needs.

🎯 Want to skip ahead? Download the full Buyer’s Guide here.  Ungated, completely free!

Who will benefit from this guide? Who should read this?

The Meeting Management Buyer’s Guide 2025 is most relevant for mid-size to large organizations (500-5000 employees) that manage a high volume of meetings, have complex meeting logistics and meeting administration, or operate in hybrid or multi-location environments.

The guide is tailored to decision-makers and stakeholders responsible for improving workplace efficiency, space utilization, employee experience, and operational cost management, overall responsible for how the workplace work and how meetings are managed.

For Workplace Experience / Facility Managers

• Your pain points: You're frustrated with no-shows, poor space utilization, manual coordination of services like catering and double booked rooms

• Read this guide because: You’re tasked with optimizing space and ensuring seamless meeting experiences across offices, providing a better both visitor and employee experience

• What you’ll gain: A framework for evaluating software that streamlines services and improves room usage insights.

For IT Managers / Workplace Technology Leads

• Your pain points: You're overloaded with requests for system integrations, calendar syncing issues between Microsoft Exchange and your 3rd party tool, security and compliance concerns, and tickets on missing meetings and bookings

• Read this guide because: You must ensure that any meeting platform integrates with existing infrastructure (e.g., Microsoft 365), meets compliance standards and any business request, and because data integrity matters.

• What you’ll gain: A checklist for assessing integrations, scalability, data security, and user management.

Operations or Office Managers

• Your pain points: You're juggling visitor sign-ins, service coordination, and internal meeting requests with little automation and a ton of friction, manual follow-up, and an instant stress if everything is under control

• Read this guide because: You’re on the front lines of execution and often stuck using legacy tools. You feel the pain, when the business suffers.

• What you’ll gain: Insight into how to evaluate tools that simplify workflows, improve employee satisfaction, and reduce admin time. And what to look for in those tools.

HR and Employee Experience Leaders

• Your pain points: You're employees are frustrated over meeting logistics, lack of collaborative spaces, and a poor hybrid experience.

• Read this guide because: Meeting management directly impacts culture, productivity, and retention. You must learn how Meeting Management directy impacts your employees productivity and thrival, and the overall impression of your workplace.

• What you’ll gain: A better understanding of how to create a frictionless, modern workplace.

CFOs and Procurement Leaders

• Your pain points: Rising real estate costs, underused meeting spaces, and hard-to-justify software investments. What to do?

• Read this guide because: You’re focused on ROI, cost-savings, and ensuring tech investments align with strategic goals.

• What you’ll gain: ROI models, usage analytics, and decision frameworks to support a strong business case.

Real Estate and Space Planning Teams

• Your pain points: Lack of visibility into actual room usage, difficulty forecasting space needs, and inefficient layouts. Rooms are always equiped wrong, and they are never available when your employees needs them,

• Read this guide because: You rely on accurate data to optimize physical workspace. But how do you get there? What system should you buy? And why?

• What you’ll gain: Tools and data insights that enable better planning, right-sizing, and strategic space decisions.

Buying meeting management software isn’t a one-person decision — it’s a collaborative process that involves a team of stakeholders, each bringing their own needs, goals, and priorities to the table. From IT and Facilities to HR, Operations, and Finance, every department has a unique perspective on what the right solution should deliver. That’s why this guide is designed not just for one role, but for your entire organization. It helps align cross-functional teams around a shared understanding of requirements, provides a structured framework for evaluation, and supports a prioritized, strategic decision on what to buy — and why.

Ready? Let's get started! 

Why Meeting Management software matters more than ever

Meetings aren’t going away any time soon. They’re evolving. With hybrid work, increased pressure to optimize space, and a renewed focus on employee productivity, companies can’t afford to leave meeting logistics to chance or luck.

In today’s fast-paced, hybrid, and digital-first work environment, psychical, in-person meetings are still the backbone of collaboration. And that’s a good thing!

A physical meeting is more than just a gathering of people in a shared space: it represents collaboration, trust-building, decision-making, information sharing and revenue generation. In industries like corporate finance, legal, consulting, professional services or at large corporate offices, where client relationships and strategic discussions drive business growth, in-person meetings are a high-value asset.

For many businesses, especially those in financial services, law firms, investment banking, and consulting, meetings are where:

• Deals are negotiated and closed
• Client relationships are nurtured and strengthened
• Strategic decisions are discussed and finalized
• High-value engagements generate revenue

A successful meeting can mean landing a new client, securing an investment, or making a game-changing decision. Inefficiencies in managing such meetings, therefore, directly impact workplace experience, client experience and potentially revenue.

Without a proper meeting management solution, meetings often become a source of frustration rather than productivity.

Download the full Buyer’s Guide

Meeting management software offers a centralized way to handle:

• Booking rooms and desks

• Managing visitors and services (like catering or AV)

• Synchronizing calendars and availability

• Tracking meeting space utilization

• Enforcing policies and workflows

The result? Fewer scheduling conflicts, less admin work, more efficient use of space, and better experiences for employees and guests alike.

Managing meetings is a team sport: all stakeholders has special needs and requirements

Many different stakeholders and involved parties in managing meetings organization. have different needs.

Managing meetings isn’t just about booking a room—it’s a complex process that involves multiple stakeholders across Conference Services, Hospitality, Workplace Logistics, Facilities Management, IT, Kitchen, Reception, Security, and more. Each of these teams plays a crucial role in ensuring that meetings run seamlessly, efficiently, and professionally. And are key to make a workplace work.

A unified meeting management solution ensures that everyone is on the same page, aligning teams with asingle source of truth to enhance efficiency, transparency, and collaboration.

Download the full Buyer’s Guide

Without a centralized platform for managing meetings, teams work in silos, leading to inefficiencies, miscommunication, and a poor employee or guest experience. A unified meeting management solution ensures that:

• Every stakeholder has real-time visibility into meeting schedules and requirements.
• Automations eliminate manual work, reducing errors and last-minute scrambling.
• Data-driven insights help businesses optimize space, reduce costs, and improve collaboration.

Signs it’s time to upgrade your Meeting Management approach and system

You may already be feeling the pain of inefficient meeting processes if:

• You rely on email or spreadsheets to coordinate meetings and services.

• You experience double bookings or frequent no-shows.

• You lack visibility into how rooms are being used.

• Visitors are left waiting without proper check-in procedures.

• Your facilities or IT teams are bogged down by manual requests.

If any of this sounds familiar, it’s time to consider a platform built for the modern workplace. Download the full Buyer’s Guide and learn how to get started.

What to look for in a Meeting Management solution (2025 Edition)

When evaluating software, you need more than a long list of features. You need the right capabilities aligned to your organization’s goals.

When evaluating meeting management software, it’s crucial to look beyond just room booking and instead consider a holistic, end-to-end platform that covers the entire meeting lifecycle. The right solution should seamlessly integrate with your existing workflows, enhance employee productivity, optimize space usage, and ensure security and compliance.

According to our Buyer’s Guide, here are the core categories to assess:

1. Calendar and Booking Integration

Look for deep integration with Microsoft Outlook, Microsoft Exchange and Microsoft 365 to ensure a seamless booking experience. Users should be able to find rooms, invite attendees, and request services from the tools they already use and meeting data should stay in Microsoft Exchange.

2. Meeting Services Coordination

From catering to AV equipment, coordinating services is one of the most complex aspects of meetings. A good platform should simplify this with automated workflows and real-time status updates, easy approval and management of deadlines and buffer time.

3. Visitor Management

Modern workplaces need secure, welcoming check-in experiences. Look for features like pre-registration, digital sign-in, badge printing, and real-time notifications for hosts. Visitor management = first impressions. It matters!

4. Space and Resource Utilization

Insight is power. Platforms should provide analytics on room usage, no-shows, booking trends, and service demand — enabling smarter decisions about your real estate and operations.

5. Scalability and Flexibility

Whether you’re managing 10 meeting rooms or 1,000, your software should scale with you. Support for multiple locations, languages, and user roles is essential. The same i RBAC, SSO, compliance, and resiliance.

Download the full Buyer’s Guide

Key buying considerations: How to prioritize your meeting management investment

When considering meeting management software, most organizations struggle with the same fundamental question: What problem are we actually trying to solve?

Step one is to identify your core challenges!

Before looking at features, define your company’s primary pain points.

Ask yourself:

• Are meeting rooms frequently booked but often left empty?
• Are employees frustrated with double bookings and scheduling conflicts?
• Are visitors experiencing delays, security issues, or unclear check-in processes?
• Is your hybrid work model struggling with office space optimization?
• Are employees frequently calling IT or facilities teams for last-minute meeting needs?
• Is Workplace Service, Logistics, Facilities Management and the Corporate Kitchen struggling with inefficient processes and a ton of manual work supporting meetings and events?

Many organizations make the mistake of shopping for features without truly understanding what’s broken in their current process. Start with the problem first. That’s key!

Now rank your must-have vs. Nice-to-have features

Not every solution will be perfect, so it’s important to prioritize based on impact.

Must-Have Features (Critical to solving your challenges):

• Does the system integrate with your existing tech stack (e.g., Microsoft 365)?
• Does it automate manual tasks (e.g., room release, visitor check-in, notifications)?
• Does it have the robustness and enterprise grade depth you need to actually manage you workplace across all stakeholders (e.g., room amenities, catering processes, business policies, scheduling permissions)?
• Is it secure and compliant with company and regulatory policies?
• Will employees and IT teams actually use it, or will it create more friction?

Nice-to-Have Features (Added Benefits, but Not Deal-Breakers):

• Custom branding for visitor check-in kiosks.
• AI-driven meeting space recommendations.
• Multi-location analytics dashboards.

Download the full Buyer’s Guide

But what if there’s no perfect solution? How do you prioritize?

When selecting a meeting management platform, no single solution may check every box on your wishlist.

Each organization has unique requirements, existing tech stacks, and operational workflows that influence the decision.

Instead of searching for a “perfect” solution, organizations should focus on finding the best-fit solution that aligns with their most critical needs while offering flexibility for future growth.

How to make the best decision: a structured framework for buying meeting management software

To navigate this complexity, use a decision-making framework that helps you weigh different factors based on your priorities. Download the guide, to get our 11-factor decision framework to evaluate solutions effectively: Download the full Buyer’s Guide here.

There may not be a perfect solution, but the right decision framework ensures you choose the best scalable, user-friendly, and value-driven platform for your organization.

Download the full Buyer’s Guide

The ROI of a smart Meeting Management Platform

The right solution doesn’t just save time — it impacts your bottom line. Here’s how:

• 30–50% fewer no-shows thanks to automated reminders and check-ins.

• Increased space utilization by identifying underused rooms or times.

• Reduced admin workload with automated workflows and fewer manual steps.

• Improved employee experience, boosting productivity and satisfaction.

• Improved first impression, client experience, and meetings that always starts on time! 

Ready to take the next step?

We hope, that with this guide, you feel more informed, empowered and ready to initiate your search for a new meeting management platform.  The workplace of the future demands smarter, more efficient solutions. Choosing the right meeting management software now will position your organization for success in 2025 and beyond.

We’ve spent more that 10+ years transforming how workplaces work, and managing meetings smarter for workplaces all over the world.

With AskCody, you gain a powerful, easy-to-use platform that simplifies meeting scheduling, enhances visitor experiences, and maximizes workspace utilization—all within your existing Microsoft ecosystem.

Selecting the right meeting management platform is a strategic decision — one that impacts your people, your real estate, and your bottom line.

That’s why we created the Meeting Management Buyer’s Guide 2025 — a comprehensive resource to help you make a confident, informed decision.

📥 Download the guide now to explore:

✅ A step-by-step buying checklist

✅ Key vendor and software evaluation criteria

✅ Detailed breakdowns of essential capabilities and features

✅ A deep understanding of all stakeholders needs and requirements

👉 Get the full Buyer’s Guide here