Bill Gates and Richard Branson are avid note takers. These self-made billionaires are often surprised that most business leaders do not take notes. Richard Branson has, for instance, noted that 99% of business executives hardly jolt down critical business insights.
The English business investor and magnate credit his ten-figure fortune to random moments scribbled on notebooks.
Bill Gates is a computer genius but he at times turns to trusty paper and pen for his notes. Truth be told; note taking is an important business process, but it is difficult.
You can however make your note writing process much more manageable. First, have fantastic meeting notes transcription software by your side.
Artificial intelligence-powered meeting assistants like Aira will record all of your business conversations for future reference. Second, avoid these note taking mistakes below.
1. Using the wrong minute taking method
In school, you had to write your notes down, because as the lecturer said, that the content could feature in your exams. At work, you will not face such threats. Most bosses do not ask their employees to jot down notes.
For this reason, the transition from the school environment to the workplace makes the art of note taking dormant. Most office workers never get to learn the difference between office and history class note taking.
As an illustration, students jot down notes verbatim for retention and revision purposes. At work, come up with a manageable style of taking business notes. You can use lists, mind maps, or short phrases with breadcrumbs in them.
Note specific important factors like resources, tools, figures, or names. Use transcription tools like Aira to record long discussions and use your hands to jolt down what matters the most.
While poor note taking is not a reason to face the sack, skipping notes can adversely affect your career. Constantly emailing colleagues and bosses for clarification on issues discussed in a meeting could hurt your work relationships and productivity.
Fortunately, you do not have to take notes in every work function. The most critical occasions are during one on one, client, or mentors meetings and during, big business conversations.
3. Not understanding why you are part of the conversation
Whenever you are in a business conversation or meeting that calls for note taking, you need to be clear of its objectives.
You also need to understand what your contribution is to the meeting and what value you are deriving from the meetup. Such clarity will lean your note taking towards development and learning topics.
4. Writing without listening
Taking business notes is a show of respect for the person taking. Writing notes shows them that what they are saying is crucial. Unfortunately, the balancing act between listening and writing can impede note taking.
You cannot write good notes if you do not understand the total concept and context of an issue. Listen, reflect, filter your thoughts, and jolt down key items.
5. Failing to specify your topics
Billionaire Richard Branson says that not all ideas count, but they are all noteworthy. Nevertheless, in a bid to capture inspiration, you could forget to cluster your notes. Such write-ups can be very difficult to comprehend later. Ensure that your note-taking process has a splendid structure.
6. Worrying about style and grammar
When writing personal notes, avoid fixating on style, grammar, spelling, or punctuation. Such worries will only distract you from the conversation. Keep writing and develop a personal note taking system as you practice.
7. Not writing concise points
As mentioned, lists, mind maps, and short phrases make the best business notes. Here you can jolt down single words or sentences. Use numbered lists and bullets for flow and organization. If necessary, connect ideas using lines to lessen the need for explanatory sentences.
8. Not underlining the most important points
If you are taking tons of notes, you need a highlighting system that zeroes in the most critical points. Underline, circle, highlight, or use indentation to add emphasis and structure to your notes.
9. Panicking when you miss a point
Remember, note taking shows the speaker you are attentive to their words. It also shows that you care about your job. If you miss a part of the discussion, stay calm. Ask the presenter to reiterate the point. Besides, you can ask your colleagues after the event and add on to your notes.
10. Failing to organize your notes for later use
Most note takers have organization challenges. They might take fantastic notes but will store them so poorly that they cannot use them later when they need them. One important benefit of note taking is its ability to cement the ideas heard. Revisit your notes for this benefit to seep in. Invest in a good notebook. If you are writing on random sheets, keep them all in one location for easy future review.
Note taking creates not only better work relationships and increase productivity, but it shows respect in meetings. Notes will make you smarter, giving you new ideas, connections, and innovations.
Taking notes is a subtle yet potent pathway to success in the workplace. Eliminate the note taking mistakes above and enjoy the benefits of workplace note taking.
The age of the super AI assistants is here. Perceptive business owners are leveraging the power of artificial intelligence to solve professional challenges. Machine learning mechanisms now monitor service quality and augment automation decisions. In medicine, they are augmenting medical diagnoses while in manufacturing they replicate designs.
The average office dweller is also enjoying the magic of AI development. They are not only benefitting from top-notch and personalized email management, but AI meeting assistants as well. For this reason enterprise, adoption of AI tools has grown by 270% in less than four years as per Gartner data.
AI virtual tools are lessening, meeting frustration for employees, interpreting, recording, and transcribing speech. They are the perfect meeting minute takers. Some of the traits of the best ai meeting assistant includes:
1. Meeting scheduling
One of the best traits of a virtual meeting assistant platform like Aira is her meeting scheduling capability. Aira will record, transcribe, and analyze your meetings. This fantastic AI-powered technology will also automate your business’s meeting scheduling on your behalf. Her machine learning and artificial intelligence capability will analyze your workers’ productivity patterns for nuances of timing preferences.
In doing so, she can distribute events effectively. Her meeting scheduling action will have a minimal impact on your team’s deep work. Aira saves your employees from minute taking and distribution woes. She informs all stakeholders of the meeting event too.
2. Automatic time monitoring
AI tools are proficient at automatic time tracking. This trait of AI meeting assistant technology captures your employees’ time data into timesheets. This characteristic creates a culture of honest hours at work. As a result, your meetings will be more productive as employees review time use on the AI tool’s interface. The best platforms offer an interruption and timer free time tracking feature. This way, meetings remain distraction-free.
3. Meeting documentation
AI meeting assistants have speech recognition features that process all information during meetings. They will register all decisions and actions and highlight every speaker’s core duties. Afterward, the tool will store all meeting notes centrally for sharing and follow-up purposes.
4. Company data sharing
Meeting preparation takes up a massive amount of office time from the meeting’s organizer. They will need to dig up company documents, artifacts, past minutes, reports, or old emails. This groundwork makes meetings a success.
These AI platforms can manage files across different work frameworks during this preparatory stage. All knowledge will be within reach, saving up time and employee time.
5. Meeting analytics
Rapid improvements in AI technology have led to the creation of analytics-driven tools that detect patterns in data. Using machine-learning algorithms, they can observe user behavior and adapt to it. Consequently, this technology has become key in optimizing industrial operations. AI virtual assistants can analyze your meetings and suggest optimization improvements to enhance productivity.
6. Contract analysis
Business contracts can be intimidating. Fortunately, intelligent meeting assistant tools can analyze the legal jargon on your behalf. This action will help identify risks, requirements, and opportunities.
7. Email management
Do you know that the average cube dweller receives 121 emails each day? These missives convey event invitations, content, or deals messages. To gauge just how important all this mail is, click on them and study the content. Popping email notifications can be an enormous distraction in the workplace.
With them constantly vying for your employees’ attention, they will have a harder time accomplishing their tasks. Worse is that, once they drive your mind to distraction, it will take close to 23 minutes to get back on track. An AI assistant platform can manage your inbox.
It will study your preferences and patterns, then offer personalized help on your email flow. This will kill email hyperresponsiveness. This phenomenon chops down office hours into little slots of productive time because of distractions.
8. Expense and payment auditing
Finance teams can leverage AI meeting assistants to audit invoices. They can also use them to analyze expenses before initiating payments. This will cut down on team spending and optimize their processes. Since intelligent platforms integrate with other back-office technology, they will not disrupt the existing processes.
9. HR processes
Intelligent platforms can analyze millions of job postings and zero in on suitable matches. They will serve you with the best match for your workplace. They can also re-target older applicants and schedule meetings.
10. Meeting room experience enhancement
Beyond highlighting action items, the AI tool can also increase meeting effectiveness. As an illustration, some platforms have a background replacement feature. Others can suppress background noise and offer real-time meeting transcription.
The ultimate luxury in business is an assistant at hand who anticipates your needs. They will take action on your behalf where necessary and listen for your calls. The AI meeting assistant is a perfect, affordable, all rounded, and more efficient personal assistant.
These platforms can perform a variety of functions and can be omnipresent in every corner of your business. The useful traits of the best AI meeting assistant will enhance your bottom-line and increase productivity amongst all your teams.
Dictating can sometimes be easier than typing, especially if you’ve been working at your desk endlessly. The longer you type, the more your speed dwindles, your accuracy goes down, you become fidgety and eventually lose focus. Thankfully, Dragon naturally speaking allows you to switch to your new tempo of work by dictating to your device. This ensures you can keep working instead of abandoning your project because of fatigue.
The different editions that the software comes in make it an ideal tool for working on topics from practically any industry. For instance, the dragon home is ideal for dictating general content. There’s also dragon legal, dragon law enforcement, among others.
At $150, dragon naturally speaking maybe a little on the costly side, but it really is value for money, considering it’s very accurate.
Note-taking is an essential part of most professionals’ and students’ lives. That’s why Evernote makes this list. Whatever the nature of your project, you can use Evernote to
Jot down ideas
Curate content during the research phase of your work
Evernote records written audio or image content. You can also sketch with the app or upload PDFs. The app not only searches your saved content by word, but also by image. This means that any search will return the corresponding text and image content that you have saved. With the paid subscriptions, you can also search PDFs.
Although Evernote is mostly for boosting personal productivity, you can also use it to collaborate on projects that involve note sharing and editing.
There are simply too many things going on in our daily work and personal lives, that you cannot keep track of all of them. But, fear not, because IFTTT (If this, then that), can automatically update you whenever things that you’re interested in, happen, either online, or locally on your devices.
For instance, if you need to keep track of brand activities on Facebook, you can tell IFTTT “if someone mentions my brand online, then email me their comments. “
Although you may consider some tasks as mundane, they still contribute to your overall success. IFTTT is really good at handling mundane tasks. For instance, sending meeting reminders is a time consuming, mundane task. But attending meetings is important. So, let IFTTT handle your reminders while you do other productive work.
Email organization is a key part of productivity. It’s quite likely that most of the emails you receive aren’t all-important. Even if they are, they aren’t all high priority. That’s where the Sane Box comes in. Sane box organizes your mailbox by automatically moving unimportant emails from your inbox into new folders.
Sane box decides on email importance levels in the following ways:
All emails from contacts that aren’t in your address book are treated as cold calls
It learns. You have to give sane box feedback so that in future, it knows how to treat the emails you receive
If you usually get lots of emails daily, this is one app to try out.
Focus (or lack of it), is a key issue for most people. A lot of people out there (perhaps including you) cannot work on a project for extended periods of time. For some, this focus period can be as short as a few minutes. That is why the Pomodoro technique was invented. So that for 25 minutes, you can focus on nothing, but work, and you only get to rest for a few minutes once your 25 minutes are up.
Strict workflow enforces the Pomodoro technique. Say you need to work on your project for 4 hours, what you do is divide that time into 25-minute sessions. This increases productivity because it’s a reward-based system. That is, work then claim your reward.
Some people are tidy. They know their files and folders by name date and number (okay, maybe a bit of an exaggeration there), but you get the point. Some people can find everything on their laptop quite easily.
But, if you struggle with the personal organization on your computer, you might need a tool like X1 Search. It’s a tool that finds files in your document folders, archives, mailboxes, calendars, SharePoint.
Although in the end, we’d recommend a tool that helps you tidy up your desktop, in the meantime, use X1 search to easily navigate through your messy storage system.
It’s not always possible to be at your desk working on your desktop. But you’ll always have your phone on you. That’s why G Suite is every android phone owner’s dream come true. Whether you’re on your commute, on a business trip or just relaxing on the couch, you can use G Suite to continue working on your projects.
Some important features in G Suite include:
Video and audio conferencing
Collaborative tools including Google sheets and Google docs
Autosave and auto-sync
G Suite pricing starts at $6/person monthly. But if you are on the move a lot, it is well worth your while because your teams don’t need to be grounded when not in the office.
A lot of professionals often have to put on elaborate presentations for their customers, but they don’t like the process of putting together a slide deck.
For one, standard presentations take too long to complete
In addition, a standard slide deck just doesn’t capture ideas so well because the formats just don’t seem to fit
If you have the same problem, you should give Prezi a go.
With Prezi, you can work on your projects on a digital whiteboard. Then, you film the content on the board and record a film of that content. You can also choose from a wide variety of templates to suit your presentation requirements.
iWork is to Mac OS users what Gsuite is to Android users. The app allows anyone with an iPad or iPhone to keep working on the go. iWork does that with the following features:
A document editor
A spreadsheet tool
For creating presentations
Price: iWork is free and can work as an app on your iPhone. If you have an iCloud account, you can also use the web app for free.
These tools are just a small percentage of all the productivity tools available online. We encourage you to try them out to address any personal and work productivity issues you may have. Most of them have a trial period, so, make use of that to get better acquainted with the apps before paying.
Do you run a productive and successful sales meeting everytime? If your answer is yes, then congratulations! You are one of the few sales professionals who have honed and mastered a skill crucial to selling effectively.
In most organizations, sales meetings waste a salesperson’s time and quite frankly, deliver very little value. While we appreciate that sales teams need to dedicate some of their time to meet their managers, if those meetings aren’t helping the bottom line, they are a waste of time.
A meeting that wastes a salesperson’s time is more likely to demotivate that person. On the other hand, if your sales meetings can deliver value, you will increase your team’s productivity. This is where meeting tools come in. A meeting tool like Aira has built-in analytics, from which you can draw insights into meeting performance. This article, however, is not about meeting tools, but simple behavioral adjustments that once implemented will shape how your salespeople view sales meetings. More on that below.
The secrets of running a successful sales meeting
1. Limit your meeting to one agenda item
You can cover many issues in a meeting agenda. But time is money for salespeople so instead of addressing multiple issues, focus one crucial agenda item. Discussions centered around one area has several advantages:
You can dig deep into that issue or topic, and understand it
That item becomes the metric that matters for that week
Your team will remain focused on the subject discussed
2. Send out the meeting agenda way before the meeting date
Do you want your salespeople to be well prepared for your meetings? If yes, make use of your AI meeting assistant to send out the agenda well ahead of time. Make your agenda items actionable.
3. Keep time
Do you want your team to respect your meetings? Do you want to create a sense of urgency throughout the workweek? Then lead by example by sticking to your meeting timelines. Keep time, and you give your salespeople a template of how they should handle their customers’ time.
We also mentioned earlier that time is money. Keeping time tells your salespeople that you value their time.
4. Keep your meetings to under one hour
Another important aspect of time is meeting length. 36% of meeting attendants lose attention when attending any meeting that lasts more than 45 minutes. So, to make the most out of your meeting session,
Divide your meeting time into 3 portions of 15 minutes each
People tend to drift during a meeting if they notice that the meeting items don’t concern them.
Let’s assume you have 4 salespeople, each representing a region. If you want to have productive discussions with them, schedule a meeting with each one. This might seem redundant but look at it this way: whenever someone is giving an update on their region, the other three are likely to check out of the meeting because that region does not affect their performance.
In addition, if there’s an issue that has to do with one person, follow up with that person after the meeting.
6. Encourage discussion
Your salespeople, not you, are the ones facing customers. They are also the ones who have to deal with challenges in the field. So, they want you to hear them as much as you want them to listen to you.
Turn your meeting into a forum for discussion, where issues are tabled, discussed and action taken immediately.
7. Updates do not warrant a meeting
We cannot stress this enough: meetings centered around updates have little to no value to a salesperson. Some things can be addressed on email. Learn to identify such matters so that you don’t hold unnecessary meetings.
8. Recognize and reward performance
There is nothing more motivating for a salesperson (besides the commissions of course), than recognition. Therefore, whenever you hold a meeting, recognize, congratulate and reward your top performers. The following happens when you reward salespeople regularly:
You set the pace for your salespeople every week. Everyone will try to hit their targets so that they can shine during the next meeting
The end result is that you are more likely to hit your monthly target by remaining focused week on week
Your meetings become something that salespeople look forward to attending
9. Turn meetings into a performance improvement platform
As you hold more meetings, you will start to notice performance trends. Some of those trends may indicate areas that need improvement.
You don’t need to wait for your next training workshop to address key performance issues. Instead, use your sales meetings to deliver bite-sized training sessions that will help your teams to start changing their results immediately.
10. Make your sales team feel like a part of the company
Since majority of salespeople spend most of their time in the field, one of the times they get to interact with the company is during meetings. Take it upon yourself to give them a positive experience during these rare moments. They should feel like insiders and know that their contribution is not only appreciated, but also shapes growth. In a word, offer motivation.
There are several ways to do this. For instance, have the company head attend a meeting and reward individuals by name. Or, do something as simple as offering refreshments during meetings.
11. Agree on next steps
You expect your salespeople to leave their customers with clarity on what the next steps will be, right? The same should go for meetings. After every meeting, each person’s responsibility should be very clear. Send meeting notes and action items Immediately after the meeting. You can do this very easily with AIRA.
Yes, improving your sales meetings is as simple as implementing all or some of these 11 points. As you implement these tips,
Ask your team for feedback. A simple question like this will suffice, “Hey, how do you think today’s meeting went and what can we do to improve the next meeting?”
Use AIRA analytics to track meeting performance trends
Virtual meetings are becoming more acceptable. Ever since countries started locking down their borders due to the threat of covid19, companies have had to embrace the idea of conducting their operations digitally. Virtual meetings are now the order of the day, and we have many innovative tools rising to meet this demand. Whether you want to hold a team meeting, pitch a customer, conduct a demo, host a training session, or even run an industry conference, an AI-led tool like Aira is a worthwhile asset to have.
Why virtual meetings?
It is undeniable that face to face meetings introduce the human touch to doing business. Virtual meetings have been evolving towards providing the same experience, and this is evidenced by:
Tools for holding meetings are becoming more advanced; more intuitive
As such, technology is taking over the bulk of the work involved in meeting management. For instance, Aira will attend meetings for you, take meeting notes and email them. In addition, because of Aira’s integrative ability with your CRM, your meeting discussions, files, minutes and action points, become part of your entire team’s workflow.
Benefits of holding virtual meetings include:
Virtual meetings are inexpensive because they eliminate the cost of travel
You save time and energy whenever you hold your meetings virtually because you don’t need to go anywhere. Time spent on the road or up in the air, is then allocated to activities that have more strategic importance.
There is also the added comfort of a virtual meeting; you can hold one from anywhere. In other words, when you go virtual, you give your team the freedom to work from anywhere.
How can you run a great virtual meeting?
Running a successful virtual meeting requires some preparation before, during and after the meeting.
1. Ensure video works
When choosing your conferencing tools, ensure you get one that offers an excellent video experience. Video increases engagement and interaction because participants can observe each other’s responses to discussions. Video also tells you when people start to lose attention. You can then respond appropriately, by for instance calling for a break.
2. Send the meeting agenda in advance
This gives your team time to process what the meeting will mean to them. Participants will also:
Come up with ideas
Note: Before you send a meeting agenda, you need to choose a date that guarantees maximum attendance. As much as a tool like Aira can attend a meeting and send minutes of meeting when a participant is absent, having everyone “present” creates more engagement.
3. Set the meeting tone
Do you want people to respect your meetings and take them seriously? Then set the tone. An agenda is one way to do it, but also drumming up support for key areas of discussion helps people anticipate real value coming out of the meeting.
4. Minimize the number of meetings you hold
A great thing about sending out agenda items is that they help you gauge whether you even need a meeting in the first place. When your team and clients see the meeting agenda, they will comment and based on those comments, you can take the requisite actions.
There is no need to hold meetings if the team doesn’t agree that the issues being discussed do not hold any business value.
5. Do your homework
A day after sending out the agenda, reach out to individual members to get their opinions. Build on that opinion or use it to bolster your own point of view. When you obtain information in advance,
You “sit” with that information and find the interconnectedness in opinions
You get to define where an idea starts and stops, or where offshoots of new ideas begin to crop up
You get a deeper understanding of team pain points, explore their impact, then craft solutions for them or start a whole new discussion around them
You can create a powerful presentation that will keep everyone gripped during your meeting.
Note: when you reach out to people individually, it shows that you value their opinion. This can only benefit your team.
During the meeting
The meeting has now started. You should have a good turnout if you prepared. So how do you now ensure that your meeting runs successfully?
6. Let the team get comfortable with each other
If you are meeting with few participants, let them introduce themselves.
An introduction session is a great way to set the tone
Introductions also get people to talk about their pain points
7. Encourage collaboration
You have already established the pain points or challenges from individual group members. Form your discussions around these challenges. Give team members an opportunity to brainstorm and generate ideas around those challenges.
Everyone in the team takes ownership of the problem and becomes excited to take part in solving it
It’s easier to gauge level of expertise and figure out how to apportion action points or group people into project teams
8. Establish meeting rules
Turn your phones off, and do not “check out” until the meeting is over.
Do not interrupt when someone is talking
Mind your language and have respect for all meeting attendants
Allow everyone’s input. Every participant should “raise their hand” and contribute their point of view
9. Keep everyone engaged
A great way to keep people engaged during virtual meetings is to call on them and give them tasks to be conducted after the meeting, or occasionally direct questions at them. At certain times during the meetings, stop and randomly ask a member for their input.
After the meeting
10. Send meeting notes
A great meeting tool takes meeting notes for you and thankfully, Aira does just that. After the meeting, Aira will automatically mail the action points or participants can simply log into the tool to access minutes and more.
It’s okay to allow people to disagree. This happens often in physical office settings, and you should also accommodate it in a virtual space. Before you end your meeting, allow people to have an informal discussion session where they express what they would do differently.
Calls for a workplace meeting are often met with a level of murmuring and groaning rather than a “Heck yeah! Let’s do this!” While meetings often bring the best ideas to light, According to a study done by Verizon Conferencing, most heavy meeting goers have at one time or the other attended dysfunctional meetings.
Consequently, 90% of them admit to missing bits of the meeting or daydreaming when in a meeting due to flawed meeting behavior. At least 70% of them admit to bringing other tasks to these gatherings while 40% of them simply go off to the land of nod. Most meetings start very unsoundly, setting a wrong tone for the remainder of the event. Here’s the most right way to start a meeting:
Informing participants of the meeting’s purpose and outcome
Circulate your meeting’s agenda to all participants beforehand via Aira. Aira is an AI meeting assistant that makes meeting notes and shares them with all meeting members. She is an artificial intelligence technology powered tool that can share your meeting’s agenda and past minutes before and after the meeting.
At the beginning of a meeting, your participants have two major concerns in their minds. They will want to understand right off the bat why they are in attendance and why they should care about the meeting’s agenda. Most guides will tell you that the best way to start your meeting is by reviewing your agenda, then heading straight to the agenda’s topics.
This process has its benefits but it will not highlight the benefits of the meeting. It will also not bring to light the reasons why they should count the meeting as of any importance to them. To capture the member’s attention from the word go, and also set your conference up for success, give them the answers to these two questions first.
With Aira by your side, you should, therefore, start your meeting by informing the associates of the purpose and the outcome that they should expect. You can, for instance, start with words such as “At the end of this meeting, you will all walk away with…” You can alternatively kick off the meeting with a “the intention of this meeting is…” Such words will get everyone on the same page and ensure that your meeting is a success.
Empower the meeting participants
When it comes down to it, most employees do not know how to behave in a meeting. Some want to look less weird and normal while others are intimidated by the thought of conversing with the person sitting across the table.
There are also lots of silly rules out there that may hinder the participant’s ability to collaborate with others and to display their value. Meetings provide fantastic opportunities for workers to show leadership and problem-solving skills. You should, therefore, start the meeting by shattering the ceiling of unnecessary interpersonal dynamics and secret corporate etiquette.
Get rid of all veiled social rules and the pressure to perform that makes the members edgy and panicky. Empower the delegates and allow them to understand the power that they have in a meeting room. Give them the authority over their contributions by ensuring that they do understand the level of engagement expected from them.
Empowered partners will be open to discussions and participation. Start your meeting by voicing an empowering statement like” you are our select team, chosen to vet our marketing process because you have a deep understanding of our strengths and weaknesses”.
A study done by MIT research says that the collective intelligence of a team is determined by the equal participation capacity of its members.
Restate your meeting’s ground rules
Every business has as part of its cultures, directives that dictate how its meetings flow. Encouraging engagement is a great way to start a meeting, but you should state the boundaries as well. It is important however not to overdo the law setting at the commencement of your meeting.
You can incorporate this feature by picking one salient to the discourse at hand. As an illustration, you can ward off passive aggression by reinstating that all challenges should be addressed in the course of the meeting only and not before or after it. This will ensure more productivity and unity in collaboration.
If your powwow misses a strong start, its members will quickly get off track or zone out, so you must know the right way to start a meeting. If, you don’t want to chair a disorganized meeting avoid casting shadows by creating the wrong idea about your meeting. Begin your meeting with a positive note to foster efficiency. You can break the ice with a story, poignant quote, or interesting statistic then rope them further using one of the tactics above. Use meeting tools such as Aira to analyze your meeting data to ensure that optimization fosters high engagement.
Economic uncertainties will always be with us; the thing is, we cannot predict when they will hit us, what shape or form they will come in, or how long they will last. In light of this, the important thing for businesses is to ensure that teams are supported and have the agility to adjust to changing working environments. You need to prepare your team to work remotely, not just now when the world has to grapple with covid19, but in the future as well.
There is a common misconception that remote work is all about conference calls. While video calls and chats are an important part of getting work done remotely, when we talk about finding tools to support remote teams, we have to look beyond conferencing. Supporting remote working is about team empowerment, and to do this, your company needs to create a tech stack that guarantees team efficiency and effectiveness regardless of their location. Your team needs to feel confident that they don’t have to be office-bound to deliver on business objectives.
In this article, we have compiled a list of 10 ai technology tools that will help your team stay organized, increase efficiency and collaborate better while working remotely.
Slack is best known for its “channel” approach to managing communication.
The thinking behind channels is that when running projects, it can be difficult to track communication, attachments, and tasks via email. Slack seeks to solve this problem through channels that bring teams together around a common purpose.
Slack organizes work based on projects, topic, or team. This way, anyone in your organization can find how to best contribute by being a part of a channel that supports their role.
The great thing about slack is that it can also incorporate external teams, fostering collaboration with your partners.
Other features include:
You can communicate with team members directly on the channel and get instant alignment
Save and search messages and files on slack
Save time by getting all people in one place
Achieve business-critical tasks such as: setting budgets, see budget approval, work on projects, etc.
More transparency through public channels, or increased security through private channels
Pin messages or documents that you want to call attention to
Star channels that are important to you
Integrate with other workplace tools like google drive or one drive. You can also connect to CRM tools like JIRA, Salesforce, Zendesk or own software so that you never miss important alerts and notifications
Work on the go with slack on mobile
Enterprise grid: contact the sales team
2. Microsoft Teams
Microsoft teams help teams to not only communicate instantly while working but also reduce email clutter.
Microsoft Teams is a remote work tool that combines powerful communication capabilities of chat, voice and video, with collaboration capabilities such as document storage and office 365 integration. It can also integrate with third-party software through extensions, making it a must-have for enterprises or large teams.
Record meetings for future reference and to keep absent members in the loop
Pause recordings to answer questions
Allow teams to join from anywhere
For educational institutions, create a virtual classroom and bring all assignments and files in one place, to collaborate virtually in real-time
Have one on one meetings or meet as a group
Keep your team connected in the following ways:
Use the chat, to have “water cooler” talks with colleagues.
Brainstorm on Microsoft whiteboard
Have team building through virtual coffees
Have fun, encourage teamwork and reward performance through teams
Microsoft teams free: $0
Microsoft 365 business basic: $5/user/mo
Microsoft 365 business standard: $12.50/user/mo
Office 365 E3: $20/user/mo
Zoom is a chat, audio and video conferencing app that has become almost synonymous with remote working. It allows people to communicate by joining a zoom meeting or zoom room. Zoom room refers to hardware that allows you to convert your conference rooms to a zoom-meeting.
Despite zoom’s popularity, incidents of “zoom bombing” have raised concerns regarding its level of security particularly for teams that need to safeguard their work. However, as team Zoom maintains that it offers AES 256-bit GCM encryption, you should contact them before purchase, to ensure that their security protocols are aligned to your organization’s requirements.
Zoom has the following features:
You can use chat during meetings without interrupting others
Hold meetings with large groups of people without compromising call quality
Record calls and distributes recordings after your meetings
Integrate with your calendar and CRM. Zoom also integrates with slack
Control your meetings with host options
Stream live on Facebook and YouTube and other proprietary software
Get meeting analytics
Business: $19.99 /mo/host
Enterprise: contact sales
4. Google Calendar
Google Calendar is a calendar, task organizer, appointment setting, and meeting scheduling tool all wrapped in one. It simplifies time management by helping individuals and teams to keep busy days organized. To use google calendar, you need a google account (Gmail address).
Google Calendar has the following features:
It allows you to have a remote meeting through google hangouts
If you want to know what you have scheduled on specific days, type, or voice search “what’s my calendar” on google search. The results are private
You can sync your personal and work calendars into google calendar to get a holistic view of your day
Add colleagues’ calendars to your google calendar to enable you to organize meetings with teams. Note: you’ll need to as your colleagues’ permission before you add their calendars.
Share attachments when scheduling events
Set event reminders and notifications
Use drag and drop function to schedule meetings in no time at all
Automatically schedule events straight from your email
Track projects by adding and monitoring tasks and sub-tasks
Send daily agenda via email
Embed your calendar into your website so that your clients can book meetings with you
Google calendar can also integrate with most meeting tools including zoom, Aira, Slack, among others. You can also sync your google calendar into your iPhone calendar by enabling that function in your phone settings.
Meeting management can be quite tricky without an intelligent tool like AIRA. This state of the art AI technology meeting assistant:
Records and transcribes meetings
Highlight keywords in meeting notes to make tracking action items and topics easier. Teams can search for notes and action items based on keywords.
Organizes actions points and automatically emails them
If you have scheduling conflicts, Aira will join meetings for you
AIRA syncs with popular calendars like google calendar
Has intelligent analytics that allows you to improve future meetings and drive organizational performance
Pricing: Contact team Aira for pricing and demo
Internal systems, intranets, and printouts do not work when it comes to managing projects remotely. Remote project management is best accomplished with a tool like Asana, whose features enable teams to stay organized, communicate and get aligned.
The transition to remote work can create silos, but Asana’s design ensures that teams work and collaborate transparently.
Asana has the following capabilities that make remote project management easy and enjoyable:
Get an entire view of project timelines, to keep you on schedule for each task in real-time
Easily identify problems in task scheduling and fix dependency conflicts at project start
Give everyone visibility to get easier buy-in
Adjust aspects of the project as you go and keep everyone appraised of such changes
Import spreadsheets into asana to make project tracking simpler
Manage team workload to ensure everyone remains productive
Manage new project requests through forms, to avoid getting overwhelmed
Enterprise: Contact the team
Trello is also a great project management tool and is a great addition for teams that handle lots of internal projects, such as a software creation company. Agencies that need to work with external clients could also make their work easier with Trello, as they can give visibility of projects to their clients.
One great thing about Trello is its Kanban-based approach to project management, whereby task organization falls under lists, cards and boards.
If you are an agency or run a consultancy, you can create a Trello board, where customers can track progress in areas of interest to them.
Simply create a board and invite a team to collaborate
Add details to Trello cards, such as attachments, comments or due dates
View at a glance, progress on all your tasks
Automate to eliminate tedious tasks
Sync across all devices so your teams work from anywhere
Integrate with the tools that your team already uses
Business-class: $9.99 per user/month
Enterprise: $17.50 per user/month, on a sliding scale.
Remote work can result in diminished support for your customers.
Hubspot is a CRM software that will come in handy when you need to ensure that your customers are being contacted and given the support they need. Through HubSpot, you can create a log of your interactions with customers at different touchpoints, and in this way:
Address any red flags before they become problems
Pursue opportunities that arise during interactions with customers
With HubSpot, you can ensure that customers barely notice a lack of face to face interaction.
But HubSpot isn’t just a tool for customer support. It has powerful marketing capabilities such as lead scoring, email marketing, ad management, etcetera
You can also manage your sales organization from HubSpot by tracking deal pipelines.
In addition to offering a free subscription, HubSpot offers the following paid subscription options:
If your business model is primarily in-person, or if you have a dedicated customer service function, Zendesk will ensure your customer service team continues to offer uninterrupted support through phone, email, chat and social media.
Zendesk is easy to use and tracks customer queries through a ticketing system.
Other features include:
Analytics to track issue response, logging and resolution
A full sales suite to help your teams’ close deals. The sales suite is supported by live chat, voice, SMS, and automated email sequences that make deal closing easier.
You no doubt have a workflow in your company and to achieve your goals, that workflow has to be synergistic. That’s where Unito comes in.
All work processes, including launching a marketing campaign, lead generation, order management, holding meetings, providing customer care, etc., are all one-stop processes. As each of these processes operates within a different function in your organization, you have most likely invested in dedicated tools for each one. This, in itself, could create silos. Silos break down team synergy and transparency.
Unito helps you create complete workflows by interconnecting your various tools. This way, your remote teams can have a smooth flow of information and collaborate transparently with each other.
Business X: $225
Enterprise: Contact the team
Next steps: Explore these ai technology tools
That’s it for now! We urge you to try these tools (some of them have free trial periods that last as long as 2 weeks long), and if you find that they support your way of working, give them a go.
The tools you choose need to support what your company does and how it does it.
Do you, for instance, interact a lot? In that case, you should lean more towards investing in the best communication tools.
Is your company sales oriented? If yes, invest in tools that will empower sales capabilities.
Long before the onset of the ongoing global pandemic, dispersed teams were slowly becoming common in the workplace. The online meeting in the age of the pandemic is now a staple. Unfortunately, some of these virtual meetings are more unproductive than their traditional meeting counterparts.
Collaboration has a great advantage in the workplace, but it is not an easily achievable attribute amongst dispersed teams and their virtual meetings. The speedy chat by the water cooler has evolved into 30-minute video meeting on an online meeting platform.
Work hours have been lost to awkward video chats with data showing a massive increase in the use of virtual meeting tools such as Microsoft Teams and Zoom. By the end of March, Microsoft teams had accumulated over 2.7 billion minutes of use while Zoom downloads had blown up by 1330%.
It is not unusual to have these gawky meetings go out of hand as familiar sounds of “your screen was frozen for a minute, kindly repeat your point” or “kindly turn on your mic” bring the meeting to a standstill.
Zoom fatigue has now become a new phenomenon, eating away at dispersed team’s sanity and ensuring the meeting productivity stays at an all-time low. Did you know that once distracted, the human brain requires 23 minutes to get its focus mojo back? This data point is a good explanation of why the 30-minute online meeting is often extremely unproductive.
Why you need to have smart meetings
There are nevertheless many advantages to online meetings amongst dispersed teams. When workers in diverse locations, separated by time and space collaborate, they can develop products, services, and information faster, cheaply, and more efficiently.
By distributing employees, businesses become more agile in production and customer requests management. The virtual collaboration will also enhance key stakeholder involvement in a business’s decisions and work processes.
When smart meetings become a norm, both the employee and stakeholder will experience more satisfaction and an improvement in the quality of work.
Ten of the best tips on how to hold smart meetings
1. Have a meeting facilitator
Most normal meetings are not collaborative because most professionals do not have basic meeting management information. In a physical meeting room, however, this shortcoming is surmountable. The meeting’s members will fumble, stumble, and will eventually make the meeting work.
An online meeting is less forgiving. When you have a variety of professionals in diverse time zones and geographies, a few hitches can throw the whole meeting into disarray. You can put an end to awkward silences and sudden bursts of speech with a meeting facilitator.
The facilitator will put an end to the free-for-all environment, ending discussions that hijack and that throw the agenda out of the window. The smart meeting facilitator will develop the meeting’s agenda and ensure that every member has an opportunity to contribute.
They will keep every participant from going off-topic and ensure that all meeting notes are taken, shared, and followed up after the meeting. Aira is a virtual meeting assistant that intelligently takes meeting notes and shares them with meeting participants.
She will turn your normal meetings into smart meetings via her state of the art machine learning and artificial intelligence technology. This virtual meeting assistant will join your online meetings, transcribe the meeting’s dialogue, and highlights the action points discussed.
With Aira at hand, your human facilitator can enjoy sharing and solving problems with other team members. They will not spend their meeting moments on minute writing tasks. Aira integrates with customer relationship management platforms via Zapier, to ensure easy access to meeting documents and analytics.
2. Use participant’s names
According to research done by Wil Schuz, when individuals gather to collaborate they need to feel in control. They also require openness and inclusion. These three needs can be naturally meet in a physical meeting but are harder to meet in a virtual meeting.
The need for inclusion for instance can be met by ensuring that all participants are called by their names. This smart meetings feature will cut down on the fear of being marginalized or ignored. Most online meeting members join meetings with the sneaky suspicion that no one recognizes or knows that they are present.
Use names to foster the feeling of inclusion. Online meeting tools like Zoom will display names automatically during meetings.
3. Poll the participants
Virtual meetings could have cross-cultural elements opening up a wide door for cultural challenges. There also virtual meetings that are held across international airwaves, bringing about language and time differences to the already challenging virtual meeting mix.
Virtual work also has many personal challenges. Humans assimilate 65% of communication via their eyes by translating a speaker’s body language. Non-verbal communication helps to foster a sense of team and trust.
Most online meetings kill most non-verbal communication cues, which encourages a breakdown in the interpretation of dialogue. You can meet the meeting member’s need for inclusion by polling the group. The meeting facilitator can ensure that they speak to each person in the virtual room and ask them whether they have ideas to share or whether they agree to the agreement at the table.
Since the virtual space lacks visual cues, the facilitator needs to cue in members when it is their time to speak. Polling every person in the room will increase the feeling of control and inclusion and cut down on boredom and dozing members.
Use smart tools such as Lean Coffee Table that allow members to vote and suggest on the ongoing discussions. The tool will enhance inclusion, and enhance feelings of influence, competency, and control.
4. Timebox your meetings
Most meetings are too long, a disastrous mistake when it comes to virtual meetings. You need to schedule a meeting time and use it accordingly. Do not extend your meeting time. Try whittling down the time until you have the perfect time schedule fit.
Timeboxing helps in dedicating blocks of time to a specific meeting agenda and topic. This practice keeps the meeting productive, meeting all goals laid. Use smart time management tools such as TickTick Premium to time box your meeting’s schedule.
5. Lay down meeting rules then optimize them
There are many conflicting online meeting facts out there. Some say that members should mute their microphones to reduce distraction. Others say that the use of video enhances concentration, preventing distractions such as selfies or multi-tasking.
Rules are necessary for group management but you will not know how effective they are until you test them. Smart tools such as Google Forms or SurveyMonkey, can help you test, analyze, and optimize your meeting rules.
6. Use virtual whiteboards
You can create a common visual focus to increase participation. The visual documentation of ideas will increase participation and collaboration. Visual focus can be enhanced via screen projections or virtual whiteboards. WebEx has a smart whiteboard feature that allows its users to sketch their feelings or ideas on it.
7. Allow members to chat
Short online meetings have very little time to spare for adequate inclusion procedures. Tools such as GroupMe helps dispersed teams to chat among themselves on the go. It has a video, picture, and emoji feature as well as location sharing.
8. Have a technology guru at hand
Many businesses are grappling with the implementation of an effective virtual workplace. These companies are holding meetings without a plan in the hope that they will reap the benefits and opportunities of collaboration.
Unfortunately, all that they are gleaning are the pitfalls of unproductive meetings. The online meeting is very dependent on technology. Most employees on the other hand lack the technological know-how required to operate these virtual tools.
Since few users understand how to make the best use of these tools, the technology will ‘go down’ when it is needed the most. It pays to have a technology guru to handle your distracting technology glitches and reduce delays.
9. Inspire joy!
There is never a dull meeting in smart meetings. Eliminate any boredom by marking events to enhance satisfaction amongst participants. Some businesses will for instance call for a virtual candle lighting session to inspire joy and contemplation.
Since online meetings do not have organic socialization, encourage non-work activity, and catch up sessions after the meeting. Let them introduce their babies or fur babies or sing Baby Shark. They can utilize GroupMe to enhance direct messaging and coordinate private chats across diverse device platforms.
10. Make the meeting proceedings actionable
Use tools such as Aira to share meeting notes afterward and to ensure that all deliberations are followed up on. Aira will share your meeting notes and transcriptions via email to all team members. You can also upload your meeting documents to Google Drive to enhance real-time document sharing and collaboration.
Smart meetings are productive and enjoyable and are a formidable part of a business’s growth strategy. Use these tips above to create smart meetings that enhance collaboration, productivity, and feelings of inclusion amongst members.
Conversational artificial intelligence technology is still in its fledgling stage, but its business applications are mind-blowing. More than any other form of robotics, chatbots, a form of conversational AI have crossed the Uncanny Valley becoming more human-like than ever.
The Uncanny Valley is a mysterious region that nestles between the synthetic and natural in robotics design. Here, machines, which seem poised to supplant humans, become unappealing and unacceptable as per their level of humanness.
The phenomena coined by Masahiro Mori in 1970, hypothesizes that people develop an emotional sense of discomfort and unease when they encounter robots with an extreme mechanical composition. People prefer human likeness in robots. Watch out though; get too close to perfectly human, and the emotional uncanny valley phenomena steps in. Humans perceive such robots as eerie and discomfiting.
Applied Conversational AIs are comfortably human
The debate about Masahiro Mori’s hypothesis is still raging on, and pundits believe that the bridge across this sentimental rift is made of bots with features that are indistinguishable from humans. Conversational AIs from hobbyists and legacy businesses are building this bridge perfectly.
As an illustration, a few years ago, employees had to put down their names on a schedule on a conference room wall when reserving their places for a meeting. The internet era came by and made scheduling much easier with the digital calendar, allowing meeting members to automatically reserve their seats from the comfort of their desks. Collaboration also became easier across all meeting participants.
Today, with conversational AIs like Aira, you do not need to open any application to pre-engage yourself in a meeting. Virtual meeting assistants like Aira will give you a quick wake up and inquire about your availability for a meeting on a particular Thursday afternoon. The AI will search your company’s database for meeting procedures and processes and share them with employees that require the data.
This technology saves meeting preparation time and energy increasing productivity, collaboration, and smoothens the workflow. The meeting companion Aira for instance can intelligently join your online conferencing meetings, write meeting notes, and transcribe the meeting dialogue for future use.
She will highlight all your key points and share these notes with your meeting members. She integrates with customer relationship management platforms via Zapier and can supply the analytics of your meetings for optimization. The best applied conversational AI have traits such as;
Intelligent dialogue is a vital component for any AI and machine-learning platform purposing to stay clear of the Uncanny Valley. Research in dialogue and its patterns is central to the new generation of AI agents. The day’s conversational AI can carry conversations with its users across a wide range of topics.
They can chat with users just as well as people talk to each other and are therefore easy to use an enjoyable as well. Consequently, you can use them for more than song requests or scheduling appointments. They have engaging and coherent responses, can reason, and understand some nuances in conversations.
For this reason, conversational AIs have become crucial to customer experience improvement. Data shows that over 64% of businesses use them to offer personalized customer experience. Close to 70% of chatbot users report positive experiences and half of all millennials that have not encountered conversational AIs, are yearning to use them.
Genuinely conversational AIs are a big hit with this generation of customers because unlike emails, SMS texts, or calls, chatbots can provide instant gratification, a feature that most millennials crave for in customer service. They would rather ask Google or Alexa to read them a manual than asking service personnel for guidance over the phone.
Millennials love chatbots also because they can engage with them in the casual chat tones that they prefer. Consequently, over 83% of consumers say that chatbots are ‘very helpful’ and would make them their primary channels of contacting support.
It is therefore clear that in the future, the customer will seek the services of conversational AIs more than any other customer service process. Some of the notable weaknesses of open domain conversational AIs are their low aptitudes of consistency, empathy, specificity, understanding, and knowledgeability.
Consequently, there is a wide chasm between an intelligent conversation with a bot and a chatbot question answering service. The best AIs are humanlike in conversation understanding user intent and answering questions without ambiguity.
They can use machine-learning technology to learn more about the user and store the information learned for future personalization or context purposes. The best conversational AIs for multinationals are not only deeply conversational but also multi-lingual.
Have you ever wondered how chatbots work? Well, here is a compressed low-down on the history of the conversational AI and why the hybrid AI is the ideal conversational AI. The history of chatbot technology is decades old, with the 1950 Turing Test laying the first block laid towards the development of conversational AIs.
More than a decade later, ELIZA by MIT’s Joseph Weizenbaum came by, utilizing natural language processing features for speech capabilities. All that ELIZA had to do was substitute people’s words into scripts, and then feed the scripts back to people to hold a conversation.
One of the most outstanding chatbots of the past is Elbot, whose cheekiness, wit, and sarcasm in 2000 came to the fore via the use of artificial intelligence and natural language processing. Since then, conversational AIs like Mitsiku and IBM Watson has been born. Nonetheless, few of these chatbots have had more popularity than the hybrid Siri, Google Now, Alexa, Cortana, and Facebook Chatbots, that all came into the market in the last decade.
Conversational AIs in the past were either machine learning models or purely linguistic. Purely linguistic bots like ELIZA need human conversations to create speech, responses, and rules. Understanding human language is a complex task for machines because conversations have nuances and subtleties that are difficult to recreate artificially.
This is the reason why hybrid AIs utilizes artificial intelligence and machine as well to mimic human abilities. AI and machine learning conversational bots harness massive amounts of training data curated for their learning. A hybrid AI and linguistic bots use natural language processing, understanding, and generation to deliver not only personalized experiences but also apt pre-scripted responses.
These hybrid chatbots can utilize your back-end systems, data repositories, and third party databases to create responses. These AIs are therefore optimizable and will deliver the perfect personality and response as per your business’s objectives.
3. Cross-platform capability
The best conversational AIs should prioritize your business’s opportunities, goals, strategy, and vision. The AI should demonstrate value and minimize risk by working within your ecosystem. Data shows that by 2024, the conversational AI will redefine the user experience, becoming the new customer touchpoint in the place of the website.
The technology will operate over 50% of the customer touches augmenting it with speech, computer vision, augmented and virtual reality, and computer vision. These bots will infiltrate every aspect of day-to-day and business life. Consequently, these tools have to easily integrate with your existing business framework and any other future devices and technology.
By utilizing AIs that can integrate with your business systems, you will save your business the costs of adopting new systems for AI use. The technology in use should support all its users across devices seamlessly to increase user engagement and satisfaction. Intelligent meeting assistants like Aira for instance, integrate with customer relationship management platforms via Zapier.
4. Analytics and data ownership features
Do you know that by 2020, over 70% of all white collars employees will be in constant contact with a conversational AI? In two years, between 75% to 90% of all customer queries will be in the hands of customer service chatbots. Consequently, different business sectors like banking are utilizing chatbots like Widiba for customer service improvement.
Automotive businesses like Škoda, utilize Laura the AI to enhance the customer journey. The amount of data that these service bots can collect over time is unfathomable. The information that they collect is also invaluable for business.
The data collected by these bots can be analyzed for actionable business insights. Your conversational AI of choice should, therefore, offer data protection, ownership, and analytics as part of the package.
5. Enterprise-level AIs
Too often business purchase technology devoid of enterprise features. Most open-source conversational AIs rarely have the needs of business enterprises in mind. As an illustration, you will not find any user role management features or version control in non-enterprise chatbots.
There are no collaboration options or development and integration tools. Like Aira that has a robust system of service upgrades for productivity enhancement, choose AI tools that offer control and other robust business options, plus a proven success model.
Some other very useful traits of the best AI tools include personalization for recommendations and accuracy and control to prevent misuse or abuse of tools. Use conversational AIs also that offer brand differentiation features, to enhance visual brand personality and identity. The best AI tools utilize proven technology and have real-life applications.
Having a productive online sales meeting is vital for generating sales. This is especially so now, where the isolation-related stress wrought on by the COVID19 pandemic can make it is difficult for salespeople to feel excited about work.
In this article, we will discuss how AIRA can help your team remain productive during their online sales meetings. AIRA is an AI-enabled meeting tool that works by making meetings efficient. With prior planning and stress-free preparation, salespeople can begin looking forward to their online sales meetings and also be productive while in attendance. We will show you to make this happen with AIRA.
What are the prerequisites for a productive meeting?
Before we go into how AIRA can help make your online sales meetings productive, let’s first consider the makings of a successful meeting. What do you need to have a productive meeting?
A meeting agenda tells participants what to expect from a meeting. That is:
Why they are meeting. e.g, what will they discuss? You can arrange this in topics, designate speakers and allot them time so that they prepare ahead of time
The expected outcome of the meeting
Always send your meeting invites a few days prior, and call attention to any preparation by key speakers.
A meeting agenda sets the tone of any meeting. The great thing about AIRA is that because it assigns action points after the meeting, it sets the tone for future meetings, ensuring that action-tracking becomes a continuous agenda until goals are accomplished. In addition, AIRA’s keywords feature ensures that future meetings can be grouped around a specific action or task.
A meeting should add value to its participants by:
Prov.iding information that makes goal achievement possible or easier
For instance, market share, competitor activities, market trends, new opportunities
People own the results of a meeting when they participate actively. A high level of participation begins with inviting the relevant people to a meeting.
Meeting recurrence should be kept regularly to ensure that sales performance is analyzed constantly. Recurrences block off certain days or hours of the week. This keeps your team on a routine and gives them a strict timeframe within which to complete tasks.
As Aira is AI, it can quickly analyze people’s calendars and then select a meeting time that suits everyone. This ensures a higher level of attendance.
The benefits of using AIRA for conducting productive online sales meetings
A survey conducted among 1000 workers across 4 European countries found that 90% of employees show signs of stress when faced with new or troublesome technology during meetings.
Employees also waste a lot of time troubleshooting, prior or during the meeting, either:
Trying to fix the problem (66%)
Coordinating with IT support to fix the problem (50%)
Preparing handouts as plan B (50%)
15% of those surveyed even said that they postpone meetings until the technical problem can be resolved.
As remote working became the new normal for everyone, people have had to learn technology almost overnight and use it to run every aspect of the business. In addition to the stress of facing possible job cuts, due to shrining business prospects, having technology that is hard to understand and operate can push workers to the edge.
AIRA is pretty much plugged and play, and this ensures stress-free meetings in the following ways:
It’s easy to set up and use
Anyone can use Aira, even with little to no technical know-how. It’s also very integrative, and most of these processes are automatic and require little to no setup.
Some characteristics that denote AIRA’s ease of use include:
It integrates with your calendar, so you don’t need to do that yourself
Its interface is intuitive, hence user-friendly
It integrates well with meeting room equipment
Salespeople can use Aira while on the move, by dialing in from their mobile phones
Ensuring meeting relevance
One of the biggest time wasters for employees in any organization is attending meetings that aren’t necessary or relevant. Additionally, once in the meeting room, it is easy to get diverted and have meetings that aren’t productive. To ensure meeting relevance, Aira:
Invites the right people
Sets meeting goals and objectives beforehand
Keeps track of meeting time and ensures that you get the most from your allotted time
Records and transcribes meeting action points, which keeps subsequent meetings on the topic
Makes use of keywords so that salespeople and other team members can follow up based on topics that are most relevant to them
Voice AI leaves attendants free to concentrate on meeting agenda
Taking meeting notes can waste time during meetings if people have to pause to accommodate the slower speed of manual note-taking. Participants also have to contend with interruptions when asked to rephrase or restate a point. All these factors can cause meeting participants to lose concentration and deviate from the meeting agenda.
With AIRA, meeting attendants don’t have to worry about missing a point. This is because AIRA automatically records meeting notes, and then transcribes them.
In addition, eliminating note-taking tasks means that meeting participants can concentrate on developing ideas and furthering the meeting agenda.
Reduce monotonous tasks
Imagine if you have to schedule meetings every week and each time, your tools fail. You would then have to spend a lot of time on manual meeting management and this would leave you little time to be productive in other areas.
One study found that an organization can lose up to 47,000 hours of total employee time per year, just on meeting scheduling.
Meeting management can interfere with employee productivity (source: Hubspot)
When meeting organization and management becomes routine, having an AI tool such as Aira to handle such tasks leaves you free to focus on other important matters.
Meeting tools should enhance how you conduct meetings by improving attention, enhancing collaboration and promoting accountability. Aira does this and more, by taking the stress out of meeting management to guarantee productive online sales meetings.