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ai and machine learning

10 Tips to Run Great Virtual Meetings

virtual meetings

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:

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?

great virtual meetings

Running a successful virtual meeting requires some preparation before, during and after the meeting.

Before 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:

  • Think ahead
  • 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.

This way:

  • 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

For instance:

  • 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.


Conclusion

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.

Happy meeting!

What Is The Right Way To Start A Meeting?

right way to start a meeting

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

Informing meeting participants

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

empower 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

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.


Conclusion

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.

The Top 10 AI Technology Tools To Make Remote Working Smoother

ai technology

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.

1. Slack

Slack

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

Pricing

Free package

Standard: $6.67

Plus: $12.50

Enterprise grid: contact the sales team

 


2. Microsoft Teams

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.

Key features:

  • 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

Pricing:

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

 


3. Zoom

Zoom

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

Pricing

Basic: free

Pro: $14.99/mo/host

Business: $19.99 /mo/host

Enterprise: contact sales

 


4. Google Calendar

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.

Pricing: free

 


5. Aira

AIRA

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

 


6. Asana

Asana

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

Pricing:

Basic: $0

Premium: $10.99

Business: $24.99

Enterprise: Contact the team

 


7. Trello

Trello

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.

Useful features:

  • 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

Pricing:

Free: $0

Business-class: $9.99 per user/month

Enterprise: $17.50 per user/month, on a sliding scale.

 


8. HubSpot

HubSpot

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.

Pricing:

In addition to offering a free subscription, HubSpot offers the following paid subscription options:

Monthly subscription Starter Professional Enterprise
Marketing hub $40 $800 $3200
Sales hub $40 $400 $1200
Service hub $40 $320 $1200
CMS hub   $240 $900

 


9. Zendesk

Zendesk

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.

Pricing:

Subscription Professional Enterprise
Sales suite $95 $149
Support suite $109 $179

 


10. Unito

unito

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.

Pricing (/month):

Personal: $10

Team: $39

Business: $125

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.

Happy working!

Top 10 Effective Tricks to Transform Your Normal Meetings Into Smart Meetings

smart meetings

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

AIRA

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

Participants

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

meeting rules

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!

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.


Conclusion

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.

The Top 5 Traits Of Applied Conversational AI

applied conversational ai

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;


1. Truly conversational

Truly Conversational

Source

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.


2. Hybrid models

Hybrid models

Source

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

Cross-platform capabilityCross-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

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

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.


Conclusion

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.

How To Conduct The Most Productive Online Sales Meeting With Aira

online sales meetings

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?

An agenda

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.

Adding Value

A meeting should add value to its participants by:

  • Prov.iding information that makes goal achievement possible or easier
  • Training
  • For instance, market share, competitor activities, market trends, new opportunities

Team participation

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.

Consistency

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

Aira

Stress-free operation

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.

Hubspot study on employee productivity

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.


Final words

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.

Why Machine Learning Algorithms and AI Are Imperative for Your Online Meetings

machine learning algorithms and ai

A few years before the COVID-19 epidemic, it had become clear that online meetings were the future of meetings. Pundits had observed that close to 50% of small businesses in the US were home-based.

There were predictions therefore that over half of the US workforce would be working remotely by 2020.

Technologists began to advocate for robust teleconferencing platforms to eliminate the then unpredictability of remote meetings.

They also encouraged innovators to preserve the face-to-face aspects of meetings to accommodate valuable eye contact and non-verbal cues features of meetings.

The online meeting tools that arose from this clarion call were wonky, hampered by a lack of innovation. The choice of meeting tools was few, with limited processing power.

The online meeting of the day was not as productive as it is today, where meetings can run on elegant, portable mobile screens.

Fortunately, today’s innovators have delved deep into advanced online meeting support platforms research. They have beautifully infused old technology with robust machine learning algorithms and ai technology.


What is Machine Learning Algorithms and AI?

Machine learning is an artificial intelligence learning process. It was born from the old school form of pattern learning, which emphasizes computer learning in the absence of certain programming aspects.

Machine learning exposes models to data allowing them to adapt to it independently. Machine learning algorithms enable computers to make repeatable decisions and reliable results.

Artificial intelligence, on the other hand, is a broad science that programs machines to mimic human faculties. Online meeting tools powered by machine learning algorithms and ai are powerful, reliable, and predictive. These tools have massive data saving and assimilation abilities.

The introduction of AI innovation in online meeting tools has led to the discovery of tools like AIRA. AIRA is an intelligent meeting companion that not only takes meeting notes, but transcribes them and shares them with all meeting participants.

She is an AI-powered tool that can automatically schedule your online meetings and dial into the meeting when it commences. Below are the reasons why tools like AIRA are imperative for online meetings.


1. Meeting scheduling

meeting scheduling

Ask any office assistant and they will tell you that meeting time management and scheduling are vital skills for a meeting’s success. The fact is, there are tons of scheduling tools out there, but most workers often have conflicting timings when meetings are scheduled. Why does this happen?

While the planning and scheduling bit seems deceptively simple, it is not easy to find a time and date that works perfectly for every meeting member.

A simple recommendation of a day or time can bring forth a mess of emails, asking for clarifications on time zones, week, month, or even year!

The person scheduling the meeting might not have ample time, to deal with all these communications while handling their core job and other life challenges. They therefore do not have time to spend in the search for the perfect and optimal meeting time for everyone involved.

Enter meeting personal assistants powered by AI. They will take on the scheduling bit of the meeting, contact every participant, and take into consideration the meeting’s schedule preferences. The AI tool will select the optimal meeting time for all participants and display it to all members.

The AI meeting assistance will also eliminate common scheduling problems like double booking, reschedules, cancellations, and reminders.


2. Time management

Meeting leaders not only face the challenge of updating every member’s calendar and sending email reminders but that of choosing meeting participants as well.

Besides, most employees prefer short meetings that also save on man-hour costs of long meetings. You however have to be careful to ensure that you have enough members at hand to cover the agenda.

The AI meeting assistant can help solve this dilemma by availing enough company data on the agenda at hand. The AI tool will give you access to external data sources and analytics from past meeting behavior and occurrences to help you chart your time management strategy.

The meeting bot will distribute all your meeting topics appropriately to help you cut out all delays, filler discussions and other time wasting occurrences. Good planning will improve the flow of the meeting and increase productivity.

The meetings bot will also help identify the ideal meeting members as per their relationship, role, or expertise.


3. Enhancing collaboration

The ideal online meeting should not be hampered by the usual physical limitations of data access. There should be abundant data at hand to keep all members well informed.

Physical meetings often have the challenge of data access, because a meeting leader cannot accurately anticipate all the information that a meeting will require.

AI tools can, therefore, cut down the frustration that limited data access brings to meetings. These tools can give access to all critical data, before, during, and after the meeting.

As an illustration, in a meeting where drawings and documents are shared on a weekly basis, all team members will need to access the updated version of the information before the meeting.

Since there are most likely dozens of versions of this data in your business’s computers, the AI can scrape through your servers and access the documents needed for the meeting, ensuring that they are up to date.

The bot can also share these latest versions of documents with all team members. When the meeting commences, the AI will also present the required videos, images, data charts, and web links as per the keyword or topic in discussion.


4. Accurate minute taking

Distractions are very costly to productivity. Studies show that once you are distracted from work activity, you will need close to 23 minutes to get back to your productive element.

There are therefore few things as frustrating as a motivated worker who is forced to lose their focus and has to face the uphill battle of concentrating once more on the matter at hand.

Unfortunately, this situation minute taking puts many minute writers in. Minutes are not a transcription of the discussion in place. They simply summarize any critical information as per the agenda.

This summary is later on typed and sent to all participants for collaboration and accountability purposes.

The challenge of minute taking is that the members do not always keep to the agenda. Side issues will creep in distracting the focus of the meeting.

The minute writer will often be caught between the various ongoing discussions, unable to accurately track all deliberations around the table. A meeting set up therefore strains a minute writer’s active listening skills.

In the process of separating key facts in long discussions, they will become very distracted and will most likely not make their contribution to the agenda. Visual meeting assistants like AIRA will take all meeting notes and transcribe every topic discussed during your meeting.

These AI tools have a voice to text features that can help all members scan back through all topics that have been discussed.

The meeting members can use these tools to highlight any questions that arise from the deliberations and table them to the chairperson without distracting the flow of the meeting.


5. Handling after the meeting procedures

Handling after the meeting procedures

After a meeting, the minute writer also has duties that take more of their work time. They have to ensure that the ideas arising from the meeting are kept in memory and put in action.

They have to ensure accountability and follow up by producing all the meeting minutes promptly. They should also distribute the minutes to all participants either physically or via email.

The meeting leader should also ensure that all documents pertaining to the meeting are archived together for use when they question arise in future meetings. The meeting leader also has to remind the meeting members of any uncompleted action items via phone calls or emails.

The AI meeting assistant tool will not only take up all these post-meeting tasks but will do so accurately. The online meetings tool will free the hands of your meeting leader so that they can focus on the meeting and offer their valuable contributions.

They will also ensure that the meeting leader is free to get back to their core work function after the meeting since the AI toll will handle all the above menial but critical tasks on their behalf.


Conclusion

That future is here, and a large number of meetings are now held online via various video platforms. In a couple of months, most office workers have now turned to remote working, handling meeting tools that they barely heard of before the pandemic.

How Various Machine Learning Models Make a Successful Web Conferencing Platform

machine learning models

Technology is increasingly making its presence felt in today’s business world. Mounting data volumes, availability of cheaper computational processing, and affordable data storage have led to increased interest in machine learning models in recent times.

More than ever before, it’s now possible to create models that can analyze complex data on a large scale while delivering quicker and more accurate results. With such models, organizations can spot profitable opportunities and avoid unknown risks.

With machine learning, organizations use algorithms to set up models that uncover connections and use these to make better decisions – even without human intervention. Most industries, particularly those that handle vast amounts of data have leveraged machine technology to increase efficiency and outdo their competition. Examples of such are in:

  • Financial services
  • Government
  • Health services
  • Retail
  • Transport services


Machine Learning in the Workplace

Machine Learning in the Workplace

In many organizations, communication and collaboration pose a great challenge. This brings in the need to integrate intelligent technology within workflows in a seamless process. Such technology enables teams to leverage their synergies and talents, enhance engagement, and speed up work processes.

This approach to workplace productivity uses artificial intelligence and machine learning in ways that make work-life more productive and profitable. Besides, the use of wireless technologies, high-bandwidth internet, and the cloud already make it possible to work in spaces other than the conventional meeting rooms.

With advances in both memory and processing power, apps and devices now hold higher levels of intelligence and help create communication and collaboration tools. As such, smart meeting rooms can now give workers access to different conferencing technologies that are key to improved business processes.


Types of Machine Learning Models

Types of Machine Learning Models

a) Supervised Learning

Given that machine learning predicts an output by using sample inputs, it’s referred to as supervised learning. An example of this is facial recognition whereby a dataset composed of images of meeting attendees helps to predict the names of future meeting attendees.

b) Unsupervised Learning

While supervised learning uses pre-existing data, unsupervised learning builds its knowledge base through observation of activities such as user behavior or anomaly detection.

c) Other Variations

This form of machine learning covers many categories but reinforcement learning is the most predominant. It features a decision-making policy that gets enhanced with time, based on the outcomes of decisions taken previously. In web conferencing, it can be used in the optimal framing of users in a video or in anticipating a user’s wish to start a meeting.


How Does Machine Learning Enhance Web Conferencing and Workflow?

Machine Learning Enhance Web Conferencing

Machine learning is a subset of Artificial intelligence. It relies on quality data, patterns, and inference and uses statistical models and algorithms to perform assigned tasks – usually performed by humans.

Online meetings can be tedious and often, one half doesn’t know the other half. At times, an attendee forgets to hit the mute button and lets out a big yawn. But, machine learning models bring a new dimension to virtual meeting experiences.

Web conferencing provides an ideal forum to discuss perspectives, exchange ideas, share documents, and provide solutions to problems. It also includes the use of video conferencing and screen share. Users can also hold virtual classes through webinars.

An unlimited number of people can participate in these forums. Video conferencing, for example, allows many meeting attendants to participate without losing relevance. Meeting members also get a fair share of attention – all without affecting the bandwidth.

The use of machine learning models assists in:

  • Creating an easy to implement working environment  – employees can join meetings at the touch of a button
  • Predicting the most ideal meeting location for teams based on previous data

  • Connecting scheduling apps to the most ideal meeting venues

  • Automatic prediction of the apps most likely used in meetings
  • Creating a better web meeting experience using automated artificial intelligence-based API syncing
  • Helping to make meetings much more intelligent and contextual


Benefits of Using Machine Learning Models in Web Conferencing

Benefits of Using Machine Learning Models

Web conferencing is quickly becoming integral to the modern workplace. Companies, both big and small are embracing more innovative, collaborative, economical, and productive ways of working.

Machine learning models help to provide:

1. Intelligent Meetings Tools

Close collaboration helps in creating strong and dynamic business relationships. This calls for effective meetings. Aira is an artificial Intelligence-based meeting software that:

  • Records all meetings proceedings and transcribes the recordings for you
  • Handles mundane but time-sucking tasks like calling all meeting participants before the meeting commences and adding people to video calls
  • Helps you keep track of all your meetings and notes
  • Helps you to identify meeting participants and usher them to the meeting room
  • Notes down all meeting records and then shares them out to all meeting participants
  • Enables you to optimize your processes by providing meeting analytics

Aira is the go-to meeting companion that helps you focus on solving bigger issues by taking care of menial meeting tasks like minute taking. Besides, the tool connects your meetings to your firm’s knowledge assets which helps to organize meeting notes and set meeting agendas.

2. An Efficient and Cost-effective Way of Hosting Your Meetings

Combining web conferencing with teleconferencing makes hosting a meeting both efficient and cost-effective. Web conferences are both visual and interactive and some allow you audio access via the internet.

A successful machine learning web conferencing solution needs to cover all your company needs. You also need to ensure that the technology is based on the right foundation. Modern conferencing technologies call for a robust, reliable, and highly secure communication infrastructure to help power web conferencing services.

3. Strict Privacy Regulations

While there was a recent public outcry over Zoom’s privacy and security settings ( which was later addressed), developers build responsible artificial intelligence tools for web conferencing. They also make sure that the tools meet the needs of different groups of people and protect private information.

Data privacy can be enhanced with the use of differential privacy techniques. Also, confidential computing can help to secure the organization’s machine learning assets while policies can be applied to maintain resource control and comply with regulatory standards.

4. Increased Employee Responsiveness

For businesses that leverage BYOD (bring your own device), employees show a notable improvement in responsiveness and decision-making. Such businesses can utilize machine learning-based models that offer video conferencing platforms to enable their users to attend video meetings on the go.

5. Replacing Cumbersome Workflows with Automated Chatbots

Managing cumbersome workflows is made easy by the use of virtual assistants for video conferencing. AI-powered chatbots can also intersect your email marketing and CRM for easy workflow follow-up after meetings.

6. Trust and Collaboration

A heightened sense of camaraderie, trust, and collaboration emerges when team members use machine learning meeting tools. An elevated meeting experience also increases engagement and helps participants to stay focused during the entire meeting. This is a big win for the business.

Machine learning models can also enhance your team’s collaboration experience and help build better and stronger relationships. With reduced meeting friction points, employees can strengthen their interactions and build high-performance teams.


What You Need For Successful Web Conferencing

Successful Web Conferencing

For successful web conferencing, your preferred meeting tool needs to offer the following capabilities:

1. Ease of Use

Your web conferencing technology ought to make this experience smooth and enjoyable. If the solution is hard to use, makes processes like setting up meetings or signing in participants tedious, holding meetings will always be a nightmare.

Go for technology that offers you great user experience, can work from any device, and one that requires no plug-ins or downloads. It should also be flexible and easy to integrate into your work processes.

2. High Security Levels

Does your meeting assistant protect your communication from unauthorized access? Ensure that your meeting solution features in-built multi-layer security. This will allow you to have an uncompromised user experience.

3. Multiple and Advanced Features

Is holding an audio call all you can do? How about screen sharing, video conferencing, or holding audience polls? Demand more from your solution provider and elevate your meetings with enhanced collaboration. Your participants will thank you and your meetings will be more engaged.

Furthermore, meeting participants should also be able to hold web conferences via their desktop, laptop, smartphone, or tablet. Multiple meeting features also help to solve many of the challenges you might face while communicating with peers.


Conclusion

It’s no secret that machine learning has a huge impact on business. More and more organizations are taking advantage of this technology to completely transform how their teams communicate.

As many dull administrative activities get handled by machine learning models, employees will have ample time and resources to leverage their collaborative efforts, intelligence, and creativity.

Machine Learning models are dynamic. They are continually evolving and improving. Increased technological advances in both computing and mobile ability will serve to make workplace communication and collaboration more effective and streamlined.

If you want your business to keep ahead, your teams to work smarter, and to have more productive meetings, integrate machine learning into your web conferencing. This is the future of meetings.

How AI Machine Learning Helps You to Have Progressive Online Meetings

ai machine learning helps online meetings

Innovations in Artificial intelligence (AI) technology have progressed so fast that it does boggle the mind, what the future holds. In a decade, we have intelligent computers that through neural learning technology can diagnose diseases, transcribe speech, or translate a language. Coupled with AI and machine learning, a computer’s smart capacity can modernize telecoms, financial, management, and healthcare industries.

The AI sector is the new frontier in industry and will be worth over $190 billion by 2025. This technology is critical to virtual assistant, predictions, surveillance, customer support, fraud detection, e-commerce, and social media applications. We use AI for image curation at Yelp and content discovery at Pinterest. Google’s neural matrix Deep Mind, powers amazing machine-learning aspects that include robust speech translation, natural language processing, prediction, and search ranking processes.

Twitter is dependent on bots for its curated timelines, while Facebook Messenger chatbots are taking the world of e-commerce by storm. Gartner estimates that by the end of this year, chatbots will manage over 85% of customer service needs. 


Why office meetings need AI tools support

One business sector that needs AI tools support is office meetings. Workers often associate meetings with time wastage, spending that time sending emails or dozing off. A study by Fortune shows that most employees will send at least three emails during a 30-minute long meeting! They complain that these conclaves are too long and unproductive. 

Most meeting chairpersons also do not prepare for meetings, wasting the participant’s time with an agenda-less gathering. Video chat meetings might be time-limited but they do have their complaints as well. Did you know that 43% of attendees on a conference call spend some of that time on social media? A large 65% of them will spend that time on other work related tasks.

Meetings seem to bring out the worst in workers! Participants of the ongoing global video meeting wave are up in arms over Zoom meetings. They have described them as extremely tiring. Why? Between freezing screens, and staring faces, focus during video calls is a challenge. Processing the tone, pitch, and non-verbal cues during a video call meeting is harder than it is in a traditional meeting setup.

Online meetings are shorter but their attendants have to dispense more energy studying the body language of their meeting partners, which drains them and creates a dissonance of conflicting emotions. Add minute writing to this painful set-up and the person in charge of minute taking will not have any opportunity to make valuable contributions or engage with other meeting attendants.


Reasons why artificial intelligence is an online meetings game changer

1. You can delegate some pre-meeting tasks to the AI meeting tool

AIRA

Meetings are essential to meeting business objectives and promoting positive company culture. They encourage teamwork, and every business owner should encourage mechanics that promote meetings, making them a source of productivity rather than a distraction. In the office set up, you can delegate your minute writing tasks to personal meeting assistants like AIRA.

AIRA will join web conferencing calls, record all the meetings proceedings, and transcribe all data on your behalf. She will keep track of all your online meetings and notes. Your favorite meeting companion will jolt down all meeting records, share them with all the meeting participants, and provide meeting analytics to help you optimize your processes. AI meeting tools can for instance;

  • Handle all the mundane but time-consuming tasks such as joining the online meetings, adding people to video calls, and calling all meeting participants prior to the meeting.
  • Identify meeting participants and usher them to the meeting room. With AI meeting bots at hand, you will have fewer online meetings where participants log in and hardly know half of the faces on their screens.
  • The AI tool will also connect your meetings to your company’s digital knowledge assets, to assist in the setting of an agenda as well as the organization of meeting notes. 


2. The AI tool will also make your meeting more productive

You probably have been in a meeting where one participant forgot to mute their microphone and every participant had to listen in to a transcription of their doctoral thesis. Some meetings also go on for too long as each person gets their stand-up moment to discuss business matters. Such talkfests often go beyond the 90-minute meeting mark. In a disorganized meeting, you will have a large number of presenters going off-track.

Meetings are often unproductive because its convener did not do their homework. Hopping people onto an online conference room, when you have not stated the meeting’s purpose is a recipe for disaster. There should be a detailed and thoughtful agenda that should encompass the subject of the meeting, the subject’s topics, and the people responsible for each topic discussion.

The leader should highlight the time allotment for each presenter, write down each question beforehand, and set down the meeting’s expectations. Knowing when and where to mute sound during online meetings is a grey and highly contentious area. It needs definitive guidance because workers are spending more time than ever before in remote work video meetings.

Consequently, you will have meetings where some participant disrupts the ongoings with a joke (which will be more annoying than funny) or there will be background noises from barking dogs, construction, or happy children.

Some of the attendants may also be interrupted and have to put the meeting on hold to go deal with real-life issues. Often they will do so, and leave the microphone on. According to Zapier, there might not be a need to mute microphones in a small meeting with five or fewer participants. Since video conferencing software can only show a few faces on the screen at the same time, you can only read essential non-verbal cues from the visible faces.

In the absence of these non-verbal cues, an attendant might be tempted to talk out of turn, especially when the video begins to lag. A larger online meetings need to have an automated system that mutes all other sources of sound and leaves the presenter’s sound on.

Can you imagine the cacophony of sounds that can arise from the microphones of 200 or more online meeting participant’s backgrounds? How can AI and machine learning tools fix these challenges and make your meetings distraction less and productive?

  • AI meeting assistants can automatically mute microphones of meeting members and only enable a presenter’s microphone. The AI tool can also perform selective muting by detecting noises such as barking dogs, keyboard tapping, then alerting, and requesting the offending party to mute their mic.
  • AI meeting assistants can also use facial recognition to put names to faces. This feature can be very useful in online meetings that have multiple participants in them, making identification easier.
  • The AI can also supply each participant’s designation, work history, and contact information to any member that requires it, to ensure that all members spend less time asking or digging for information during meetings.
  • These tools are also maturing and acquiring situational context knowledge. Consequently, they will automatically know about the agenda in question and make better and more accurate meeting notes than human minute writers can.
  • They will also table useful documentation such as financial projections or analyst reports at a moment’s notice. AI tools will also supply past meeting notes, deliberations, conclusions, and action points to ensure that your meeting runs smoothly.
  • Since intelligent bots will be taking notes and transcribing all discussions on your behalf, you will have more time on your hands to focus on the meeting and to share your brilliant ideas with the rest of the team.
  • Voice interaction with an AI tool will free your mind and hands, making the tiresome video conferencing sessions less of a hassle. An AI assistant like AIRA will become part of your work team relieving you of mundane and routine team chores and making your meetings better and enhance growth.


3. Handling after-meeting chores

Your artificial intelligence and machine learning meeting tool of choice will automatically gather information on your behalf ensuring that all meeting members stay focused during the meeting. The tools will do away with haphazardly done or hand-scrawled notes. Some of their after-meeting benefits include;

  • Sharing meeting transcripts to all members that highlight all action points
  • Fostering camaraderie, trust, and collaboration, by enabling the sharing of a meme or two, business files, and meeting records.


Conclusion

AI machine learning helps online meetings to be more productive and more efficient in delivering positive results. AI machine learning technology benefits for personal and office use are endless. Virtual personal assistants like Alexa or Google Now can set up your schedule and remind you of items on it on time. Siri is a fantastic personal assistant and is particularly useful during travel.

She can check the weather, your flight information, find your lost luggage, and grab that great parking spot for you. AI meeting assistants like AIRA or Hendrix will also bring your office workers closer allowing focused interactions that enhance productivity during meetings.

How Machine Learning Will Change Business Communication In 2020

Machine Learning and Business Communication

The world today has about 50% – 60% of its activities carried out by artificial intelligence. So does machine learning; it is one of the fastest-growing and dominating factors around the globe.

There are endless benefits to anticipate when it comes to the adaptation of this technology for business growth. For the past two decades, there has been a rapid change in business communication. And all credit goes to the rise of the internet. Telephone networks are not propagated via wire network. Instead, we are presented with the opportunity of operating our VoIP system from different IP addresses, which has provided us with the needed flexibility for devices and workers. Our landscape is transformed by machine learning.
 
We provide you with some significant trends you can center your attention on, in this article. As you get to read along, you will discover more about how machine learning is changing today’s business communication.


Machine learning. What does it mean?

One of the subsets of artificial intelligence is machine learning, as we all know that AI technology is built upon a set of computer algorithms that are meant for quick statistics processing. With the use of AI, we stand the chance of performing multiple tasks or a single task repeatedly. Thus, the name ‘Intelligent’ since it creates room for performing a complex task within the shortest time frame. On the other hand, machine learning provides a program that can be carried out with a model. The program carries out data processing from its beginning to end. The process of machine learning is grouped into three; these are:

  • The supervised machine learning: this time, a known set of data is taken to respond to a given task or queries.
  • The unsupervised machine learning: this program locates a new pattern and automatically create a model with supervision.
  • The reinforcement learning: through the use of multiple trials, algorithms carry out specific decisions.

Machine learning has a real-world application. It empowers the pattern Google uses for analyses, search results and create the unique input of self-driving cars and many more effects. Machine language has a lengthy application in our real-world situations. And the telecommunication sector has no viable difference to this too. It’s built to use virtual assistants, and is primarily used for VoIP,


The vision Microsoft has for artificial intelligent communications

When it comes to unified communications, Microsoft remains the leading industry. For instance, what a Graph can do for a team, is to locate an individual via their name and going beyond a simple search match phrase. A graph can carry out the right calculation of the name of the person and how far your interaction is with them.

 
Graphs are always a step further. And if you’re not familiar with a name but need someone who is specialized in ‘chatbots’ Graph can rightly estimate who is competent enough to carry that out within an organization. The program is built to center its calculation of chats, email posts, and many more activities that deal with ‘chatbots.’


The vision Google has for communications in the future

Virtual assistance has remarkable time-saving qualities. A bot can be programmed to scan a calendar of different attendees and schedule a suitable appointment that takes place after a voice command. For instants, a command can go ‘schedule a meeting with Cindy,’ as simple as this may sound, it could save most employees hours of stress that is accompanied by scheduling a meeting. Aside from planning a meeting within the members of an organization. The technology can be used to complete a variety of complex tasks too. The Google Jamboard is yet another interactive whiteboard for business.

 
Google plans to improve the performance of machine learning to help out with tasks like notetaking. This technology will successfully transcribe conversation accurately, irrespective of the number of individuals participating in the conversation. The Jamboard will perform all the activities of a secretary, which include notetaking, saving notes, and sending it to all the attendees of the meeting.


The use of AI can help communication in your business

To a lot of people, improvement in machine language often sounds like science fiction. The truth is, but people and data are significant when it comes to communication in business. Most of the technology in the world today are built with the inherent power to enhance the relationship bond that exists between people and the received information. And this factor is essential when it comes to qualifying sales leads, improving customer service, and profiling customers. Modern businesses produce vast amounts of data. An incredible development like machine learning gives room for processing vast amounts of data faster than when it is done manually. For instance, all forms of conference calls can be recorded and stored.

 
Taking records, saving, and processing all sorts of call data can give room for businesses to modify, and locate patterns that lead to more productivity. Identification of trends in customers’ communication and observing out teams that are not working or that requires changes. Machine learning can also provide information about a customer if he or she prefers meetings or calls, the right time to speak, and the appropriate time to listen. All of this data can be very beneficial to your customer service since it provides helpful tips to know at what time your team needs to put calls across and the number of employees needed at any given time. Any form of activity that involves patterns identification and theory involvement can be carried out with the use of a machine.


Conclusion

So, this is it! The two vital players in the field of communication are vigorously working hard to boost communication in business via the use of meetings and assistant software that is instigated through machine learning.

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