A Document Management System (DMS) is a software platform designed to manage, store, track, and organize digital documents and information. It allows individuals and organizations to create, store, track, and access documents and information in a secure, centralized location. A DMS typically provides features such as version control, access control, document search, document retrieval, and document sharing to improve efficiency, collaboration, and productivity.
It helps businesses to reduce paper-based processes, improve regulatory compliance, increase data security, and streamline business operations. DMS is commonly used in industries such as healthcare, legal, finance, education, and government, where document management and compliance are critical.
Problem Statement
One of the primary issues is the time-consuming nature of the MoM process. Writing, distributing, and reviewing minutes can take a significant amount of time, particularly for larger teams or organizations. Inconsistent formatting and structure can also lead to confusion and misunderstandings among team members. Furthermore, tracking tasks and action items can be difficult, resulting in missed deadlines and miscommunication. Without a centralized platform, collaboration can suffer, making it challenging for everyone to access the latest information. Poor visibility can also be an issue, with traditional MoM methods often failing to provide a comprehensive overview of past meeting discussions and decisions, leading to missed opportunities for follow-ups and insights. Additionally, there are often security concerns around the sharing of meeting data, particularly when using unsecured channels such as email. Addressing these pain points through the use of MoM management software can lead to significant improvements in productivity, decision-making, and collaboration, ultimately resulting in better business outcomes.
Project Goals
- The software should aim to streamline the meeting process, making it easier and faster for users to create and distribute meeting documents.
- The software should promote collaboration among team members by providing a centralized platform for sharing meeting documents and communicating about action items.
- The software should ensure that minutes are accurate and up-to-date, reducing the risk of misunderstandings and missed deadlines.
- The software should make it easy to track tasks and action items resulting from a meeting, reducing the risk of miscommunication and missed deadlines.
- The software should provide users with a comprehensive overview of past meeting discussions and decisions, making it easier to follow up on action items and identify areas for improvement.
Qualitative Analysis
Minutes of Meeting (MoM) have been used to document proceedings and decisions of business meetings since the 19th century. Despite this, meetings are often unproductive, inefficient and considered a waste of time. Employees spend 23 hours per week in meetings, and 15% of an organization's time is spent in meetings. 71% of senior managers believe that meetings are unproductive. The use of technology for managing meetings and MoM is on the rise, with software solutions such as Microsoft Teams, Zoom, and Trello gaining popularity. Technology solutions can improve efficiency, collaboration, and decision-making in meetings, leading to better business outcomes. Software solutions can automate the creation and distribution of meeting documents and provide a centralized platform for sharing and communicating action items, promoting collaboration. Technology solutions can enhance the accuracy of MoM, reducing the risk of misunderstandings and missed deadlines, making it easy to track tasks and action items, and ensuring that all team members have visibility into the meeting process. Software solutions can provide consistent, easy-to-read templates for MoM, automatically formatting and structuring them, reducing time and effort required by participants. The global meeting management software market is expected to reach USD 10.43 billion by 2025, growing at a CAGR of 11.8%, as the demand for technology solutions increases to address the challenges and inefficiencies that exist in the meeting process.