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ai meeting minutes

How To Surpass The 80/20 Sales Rule For More Sales Profit

80/20 sales rule

80/20 sales rule is one of the most rewarding principles of life, business, and time management. The Pareto Principle rule suggests that 80 percent of your results come from 20 percent of your activities. The valuable principle is a challenge to goal setting, highlighting the need to reconsider priorities for success.

The 80/ 20 sales rule means that most of your sales, come from twenty percent of your customers, products, sales strategies, and salespeople. This leaves a massive room for improvement in lead generation, customer management, and sales team communication.

You can improve business profitability by leveraging the 80/20 rule to improve problem solving. By leveraging technology such as artificial intelligence-powered tools like Aira, your sales team can, for instance, hold highly productive meetings, increasing problem solving and idea generation.

Through robust customer management platforms, they can zero in on the most viable sales leads. This process minimizes time wasted on customers least likely to make a purchase and cuts down on expenses. Below are the ways that you can surpass the 80/20 sales rule for more profit in sales.


1. Improve problem solving and idea generation

The sales meeting is the nerve center of all sales operations. Unfortunately, like most meetings, they have become a necessary evil. These forums should be a source of motivation and inspiration for the sales team. They have instead become part of the eighty percent of efforts that bring in little or no reward at all.

Did you know that 71% of meetings are meaningless and are only held because “this is the way we do things”? Over 65% of senior managers say that meetings keep them from realizing their goals. 64% of them say that a meeting often stands in the way of deep thinking.

That said, 62% of senior managers realize that meetings hold massive potential for the sales team. To improve sales, hold a productive meeting that leads to collaboration and sales ideas generation. To achieve this goal, follow the tips below.

  • Ensure that your meeting is a necessity. Avoid redundancy by making sure that you only hold meetings for challenges that require upwards of ten minutes to solve. If you can answer a question, resolve a problem, or access information in a few minutes, hold a one-to-one chat instead with your salesperson. If your meeting is not helpful to the sale steam, then you are wasting precious time on the meaningless effort.
  • Plan and prepare an agenda for your sales meeting. Your sales meeting should focus on sales activities, data, and feedback. As part of your agenda, start the meeting by celebrating your successes. Are there new customers or accounts? Is there progress on your targets or improvement on your bottom line? Celebrate the wins and then get to uncovering obstacles or insights on prospects.
  • Study your data and that of your competition and optimize your sales strategies. Focus on quality leads and nurture them to turn them to loyal paying customers for higher customer lifetime value. Use virtual assistants such as Aira to take meeting notes and transcriptions. After the meeting, Aira will share all action items with the sales team to preserve accuracy, encourage collaboration and accountability.


2. Trim your costs

If the vast majority of your sales strategies and salespeople produce a fraction of your top performers’ efforts, then your business is not self-sustaining. Eventually, you will run out of good money to throw at bad. Your top performers produce eighty percent of your results because they have honed vital sales skills.

They know how to ask reflective questions that uncover pain points from customers. Second, winning salespeople are naturally good at it. Data shows that 55% of salespeople could excel in doing something else besides sales. More revealing research shows that another 25% of sales professionals can become top performers while selling a different product or service.

This means that at least half of your sales team comprises unfulfilled individuals who only got the offer because they excelled in an interview. Interviews provide useful subjective data, but you need objective information to get the right hires.

Have specialized sales assessments that pinpoint sales talent. If you have team members least suited to sales, shuffle them to areas in your business, where their talents can shine. If you do not have open alternative roles, encourage them to re-enter the job market with the newfound interests and talent knowledge so they can succeed in their careers.

These tests can also pinpoint areas that talented salespeople need to work on for success. Sieve your bloated sales team and cut down on the redundant eighty percent to minimize HR, sales, and space costs.


Conclusion

In 1895, the principle’s founder, Vilfredo Pareto, noted that society has a two-way division. On one side are the successful “vital few” and at the bottom of the pyramid are the “trivial many”. In time, Pareto noted that the wealth of his country was in the hands of the elite 20% of the population. Leverage the 80/20 sales rule to reap more from your workforce, budgets, and products using the tips above.

Image credits: Unsplash.com

How Remote Workers Can Work More Efficiently

work more efficiently

The ongoing global pandemic is a remote workers boom. Sharing workspaces with children home from school requires a tough balancing act. But, despite this shortcoming, 59% of workers say that would like to extend their work-from-home schedule.

86% of workers say that they are more productive working remotely since they experience fewer interruptions than they do when working centrally. That said, there is an immense need to extend remote work comfort levels via technology. Over 50.6% of remote workers have had their productivity challenged by factors such as virtual meeting snafus.

39.6% of these employees cite virtual meeting communication problems as a major pickle. Artificial intelligence meeting assistants like Aira, for instance, can make the unproductive zoom meeting dilemma a thing of the past. Below are some of the tips that will help you work more efficiently.


1. Hold regular productive meetings

One major drawback of working from home is the severed physical connection between workers. Over 70% of remote workers say that fostering healthy relationships with their peers is as important as their jobs are. The average employee spends over a third of their life at work. That means that relationships between co-workers are a vital component of well-being.

High levels of job satisfaction go hand in hand with relationships and engagement at work. Virtual meetings can help increase engagement and foster relationships amongst work from home workers. You should have regular check-ins and one-on-ones between supervisors and employees to iron out any differences and challenges.

These meetings can tackle problems head-on, encourage creativity, and boost the camaraderie on your team. A one-on-one chat between a manager and his employee is an excellent opportunity to check on the worker’s mental health in the absence of the physical wellness meeting.

Virtual meeting assistant tools such as Aira can simplify the meeting note-taking process by logging into your virtual meeting and taking notes. Aira will free every meeting participant, allowing them to focus on the matters at hand.

She will take meeting notes, transcribe the whole meeting session, and highlight the action items. After the meeting, this handy tool will upload all the notes and transcripts in a central location to encourage follow up, problem-solving, and collaboration.

2. Streamline collaboration channels

While contact is essential between remote workers, disorganized contact can be a distraction. In the office, workers spend a lot of time mulling over non-work issues, lowering productivity. Remote work lessens this form of distraction but opens a can of worms in collaboration.

Your employees could easily miss their tasks and remain out of sync with the business’s objectives because of a lack of feedback and collaboration channels. To keep your co-workers focused on the big issue, have an efficient project management platform in place. It will increase productivity on projects, giving you a bird’s-eye view of the team’s workload.

A robust project management tool will help assign and organize your worker’s projects and tasks. If there is a need to reshuffle the responsibilities, you can do it with the click of a mouse. Have the best platform at hand for seamless time tracking, invoicing, billing, and task list creation.

3. Take a break

A remote worker does not have to deal with exhausting commutes, to and from work. In the absence of the daily commute, the employee lifestyle becomes more flexible, allowing them to lead a healthier life. Unfortunately, the work from home arrangement can wreck the work-life balance of an employee.

While the remote worker is more productive working away from the office, they are also more stressed out. 29% of remote workers say their work-life balance is out of order, while 54% of them feel more stressed. In contrast, 23% of office workers struggle to maintain a healthy work-life balance while 40% of them feel overly stressed.

To lessen the anxiety that accompanies the remote working experience, employees need to learn how to unwind by taking breaks. Data shows that workers that take brief breaks between tasks are less stressed out. Longer breaks will enhance output.

A remote worker should get up from their workstation and take a walk or grab a snack when they free most distracted or strained. Alternatively, they can meditate, or call a friend to ease the tension. Encourage your workers to try out the Pomodoro Technique to enhance productivity through its simple six-step method shown below:

  1. Select a task
  2. Focus on the task for 25 minutes
  3. Have a sheet of paper at hand and put a checkmark on it, after your 25 minutes are up
  4. Go on a five-minute break to wind up a Pomodoro sprint
  5. Repeat this process three more times
  6. Take a long break after four sprints for the rest of your working hours


Conclusion

 Employers are embracing the work from home setting and expect three times more work from home arrangements than they had before the COVID-19 pandemic. While news channels love to hype the narrative of struggling parents working from home, the reality supported by data is quite different. Working from home has its perks. The tips above can streamline remote work, increasing its productivity.

10 Benefits of Artificial Intelligence You Didn’t Know Before

benefits of artificial intelligence

AI refers to a computer system that is trained to perform tasks with human-like abilities, especially cognitive abilities. The training process includes repetitive exposure to the same elements until the computer can recognize and recall those elements in future. As the computer learns, it also acquires the ability to self-correct and reason. That’s a simple example of the benefits of artificial intelligence.

The AI market is still growing. Predictions show that by 2026, demand for AI will reach over $300 billion. According to a voice and speech recognition trends report from Grand view Research, a big driver of this growth is voice and speech recognition, which is expected to grow by 17.2% annually until 2025.

The growth of voice and speech recognition software is already evident in products such as Alexa (Amazon devices), Siri (Apple devices), Cortana (Microsoft) and Google Assistant (Android). There has also been a remarkable attempt by new brands to curve their space alongside these big players. A good example is Aira, an AI assistant that has transformed the online meeting space with its intuitive note taking and minute taking ability.  


What are the benefits of Artificial Intelligence?

The true benefits of Artificial Intelligence are realized when it can make human work easier or more efficient. For example, some AI can find insights in large bodies of data within mere minutes. Such a task would take a human being many hours, or even days to accomplish. In addition, in a factory, AI can automate repetitive tasks that usually take hours to complete.

Note that in a business, AI is not created to replace humans, but to support them in their daily functions. As a result, your company will notice these improvements:  

  • Reduced cost of business
  • Speedy and more efficient workflows
  • Higher sales conversions
  • Faster hiring processes
  • Highly accurate and improved recommender system
  • Better revenue and profits


Let’s expound on these and more benefits of artificial intelligence implementation below:

10 benefits of Artificial Intelligence you didn’t know about

1. Automating workflows

30% of activities in 60% of occupations can be automated. This is according to a 2017 study conducted by Mckinsey. Since AI can automate tasks, integrating a personal assistant into your business will help you streamline some of your activities.

With the market for workflow management systems expected to grow to $9.9 billion by 2021, AI will play a crucial part in realizing these predicted numbers, by driving more productivity in:

  • Main business functions such as sales, marketing, customer service, HR, production, supply chain management
  • Project management

2. Time management both at office and personal level

Top executives in a company usually have a personal assistant to handle administrative tasks for them. For other employees, the burden of having to worry about scheduling meetings, arranging travel, following up on client correspondence, etc., can get in the way of daily productivity.

AI can help businesses optimize their time by automating such tasks. With tools such as Cortana, Siri, Aira, among others, you can automate tasks such as:

  • Emailing 
  • Meeting management
  • Note taking
  • Planning business travel and accommodation

3. Meeting scheduling

Image credits: Pixabay.com

Meeting scheduling can take up a lot of an employee’s time. Done manually, scheduling a meeting takes a lot of coordination and planning. The back and forth emailing involved to make one meeting happen can overwhelm employees’ inboxes and also waste a lot of time.

This is yet another area that Aira excels in, as it takes the hustle out of meeting management by syncing calendars and automatically scheduling meetings based on team members’ availability.

4. Enterprise assistant

You have probably heard of Cortana, Microsoft’s virtual assistant. What you may not know is that besides the core functionalities that are inbuilt into Cortana, Microsoft has a skills kit that can enable you to program Cortana to perform company-specific tasks.

The Cortana skills kit was released during a conference in 2018. Prior to its release, the team at Microsoft trained Cortana to create tickets for employees whose computers were experiencing system difficulties, and then file those tickets to a human assistant to assist. Although that is just one skill, it is a clear indication of the possibilities for trainable AI. You can train Cortana to assist you in your work, no matter the industry you work in. Cortana can for instance:

  • Send texts and emails
  • Find places and information
  • Send you reminders
  • Manage your lists and calendar
  • Open and run aps
  • Track orders and packages
  • Track flights

You can also use Alexa to perform most of these tasks.

5. Arrange travel

If you or your team constantly need to travel, an AI app that automates flight and hotel bookings is sure to be a time saver.

In addition to Cortana which we have mentioned above, Mezi is a great example of how AI can help you with travel arrangements. Such AI utilizes chatbots to automate mundane travel arrangement tasks, leaving you to handle only the most important transactions.

6. Improving sales  

AI for Sales
Image credits: Pexels.com

A study conducted by Gartner in 2018 found that by 2020, 30% of b2b companies will make use of AI to boost some of their sales processes. In addition, 25% of customer service processes will integrate chatbots or virtual assistants.

The benefits of Artificial Intelligence adoption in business functions are evident. Some of them include:

  • AI can boost lead conversion rate by 30% (Gartner)
  • AI use in sales results in 50% increase in leads, reduces costs by up to 60% and call times by up to 70% (Harvard Business Review )
  • 63% of a salesperson time is spent on non-selling activities. AI can positively improve sales by automating this time. (resourcefulSelling.com)

There are quite a number of AI assistants in the sales space such as Conversica, Exceed, Drift, Node, Sales Force’s Einstein, among others.

7. Handling the recruitment process

Companies spend an average of $4000 to recruit a new employee. In addition, you lose up to 33% of an employee’s annual pay whenever they leave. Given these high costs, you want to avoid hiring mistakes as much as possible.

However, the tasks involved in recruiting candidates can be quite involving. For instance, every application received has to be read and screened. As such, mistakes are bound to happen, resulting in wrong hires.

AI assistants such as Mya reduce recruitment friction by cross-referencing resumes against job descriptions to find the most suitable candidates. You can also use the AI app to schedule interviews, create interview questions and shortlist candidates.

8. Improve customer response time with chatbots

Chatbot
Image credits: Pexels.com

Customers value fast response time when dealing with a business. A sure way to guarantee this is by using chatbots. Chatbots

  • Keep business going after official working hours
  • They respond to simple queries that don’t need live staff
  • They manage expectations by acknowledging that a query has been noted and will receive attention

As with most technologies, chatbot adoption was a little slow at first; people just weren’t comfortable talking to a machine. More so, first generation chatbots were simple platforms.

Today’s chatbots however are more sophisticated, conversational AI that help to

  • Streamline enterprise activities,
  • Hence boost employee productivity, and
  • Improve customer engagement

Not only can you integrate chatbots into your website, but you can also use twitter’s and Facebook’s AI assistants to improve customer handling on those platforms.  Your developers can actually create AI chatbots on Facebook’s platform design kit  and twitter’s API platform, and personalize them to suit your brand.

9. Create opportunities for personalization

Marketers experience a 20% increase in sales performance when they offer a personalized experience. In the same vein, 40% of customers are likely to buy from a brand that sends them personalized content. (Source: Instapage)

To personalize, you need to understand your customers’ needs and then target them with offers that will resonate with their position in the buyer’s journey. This needs time, money and expertise, which may be challenging for a business operating on a small budget. AI can simplify this process by analyzing data from different touchpoints and

  • Segment your customers,
  • Predict customer intent, hence,
  • Target customers with the right content and offers.

10. Forecasting 

Forecasts are a normal part of an organization’s planning process. Companies use forecasting tools to make decisions regarding

  • Inventory levels
  • Product demand
  • New product development
  • Purchase of raw requirements
  • Economics such as profitability, inflation and interest

Forecasts are critical to the long term health of a business. The process therefore has to incorporate all key information sets. More so, forecasting must be conducted in a timely and efficient manner. That is where AI systems such as neural nets and Bayes networks come in.

With Neural nets for instance, you can look for relationships in data using human-like cognitive processes such as pattern recognition. Tasks such as forecasting employee turnover based on data parameters such as pay, education level, attendance, job level, use neural nets.


Conclusion

As you can see, the use cases for artificial intelligence in business are many, and the benefits of artificial intelligence are endless. As AI continues to develop, it will inevitably converge with other areas of life. As a business, you want to be at the forefront of this curve so that you harness the limitless technological possibilities that are sure to come with an AI-led business world.

How To Write Effective Board Meeting Minutes

board meeting minutes

The board meeting is an important business meeting, which brings together an organization’s directors. In their capacity as the overseers of a business entity, directors will come together in a board meeting with board meeting minutes for strategic deliberations.

This forum helps them to review the organization’s past performance. They will then endorse any new plan of action and issue guidelines for the support of various growth initiatives. The chairperson of the board presides over the board meeting while the secretary writes the minutes. So how can a secretary of the board write effective board meeting minutes?

Make adequate preparations for the meeting

First, you need to develop a meeting agenda and then distribute it to the directors. Artificial intelligence-powered meeting assistant tools such as Aira can ease sharing your meeting agenda with your directors.

Aira helps not only in the minute writing process but can transcribe your board meeting. It will automatically join your online meetings, listen in, and list all action items. It will then send your board meeting minutes to all your directors at the end of the meeting.

Why is the agenda so important? Most meetings cannot meet their objectives because of poor preparation. To ensure that the boardroom does not fall into chaos during a meeting, sufficient groundwork is vital. First, you need to understand that your directors are a “brain trust”.

They make some of the most challenging decisions for the best interest of your business. To meet this need, they have to have access to all information. They need to be in tune with the meeting’s agenda before D-day.

Prepare the agenda document early so you have enough time to share it with the stakeholders for feedback. The basics of an agenda should include:

  • The meeting starting and stopping time
  • The names of the participants
  • The location of the meeting
  • The objective of the meeting, the topics of discussion, and the outcomes that the directors should expect

The final agenda document should have topics in order of importance. All topics should have key points and allocate time for each discussion for time management. The agenda should also outline all the material that the participants need to review before the meeting kicks off.

Enlist their roles and responsibilities in the meeting to keep your minute writing task as smooth as possible.

meeting-preparation

Use the agenda to write the board meeting minutes

With your agenda at hand, writing effective board meeting minutes will be a walk in the park. You can use the meeting agenda as a template to make the process as straightforward as possible. The secretary should take the meeting minutes as per the format that the board approves.

To ensure that your method of taking notes is consistent with that of the board, review any past minutes for confirmation. One good tip to apply when writing board meeting minutes is the use of an objective voice. 

Avoid being caught up in contentious votes or controversies. Avoid arguments and debates that crop up by sticking to the facts. Follow the agenda’s principal topics and document their discussions as the meeting progresses.

Second, remember that board-meeting minutes are legal documents. They can act as official proof of a meeting and its deliberations. You should therefore note important details such as:

  • The time, date, and venue of the board meeting
  • All attendees in attendance, their titles, and rationale for being part of the forum
  • A write up of all motions and the seconds and the outcome
  • The director’s decisions and focus

Write meeting minutes that capture the meeting’s events to keep the organization safe from any liability that scant minutes can cause. To make board meeting minute writing more manageable use Aira. This AI meeting assistant is not only a powerful minute taking and transcription tool, but is great for scheduling too.

It will help in the setup of your meeting and share your meeting’s agenda before the meeting to ease the minute writing process for you.

Aira
Aira

Post-meeting analysis

After the meeting, go through the meeting minutes, reviewing the agenda. Using Aira’s records of the meeting, add any notes that can enhance clarification to the topic and agenda. Go through the director’s votes, motions and actions, and review the decisions noted down for clarity.

Make sure that the official record of the meeting is clear, to the point, and legible. Where possible, affix the documents and handouts that were part of the director’s discussions.

Sign, file, and share the minutes

The board meeting minutes are still not official documents of the organization until the board secretary has his signature on them. Some companies may also require the president’s signature on the minutes.

The best practice is to review your organization’s policies, protocols, and bylaws regarding signatures. Share the official board meeting minutes with all directors. A meeting assistant tool like Aira is best suited for sharing minutes and any action points.

Conclusion

The purpose of the board meeting minutes is to display the director’s intentions in a legal and official document. This makes the need to write effective board meeting notes a critical business need. Use the tips above to document the proceedings of the board. Enhance the minute writing process using the best artificial intelligence and machine learning tools.

How To Extract Minutes From Google Meet With AIRA

extract minutes from Google Meet

Zoom’s quick rise from obscurity to international stardom has been the talk of the year. A conspicuous move, it has caught the eye of rivals like Microsoft, Google, and Facebook. Consequently, all virtual meeting apps are responding to Zoom’s meteoritic rise in various ways.

Google is also cashing into the year’s vast online meeting, yoga classes, and birthday party needs. It is tapping into the online get-together space using Google Meet. An enterprise-only product, it is now free to all Google account owners.

This makes Google Meet a perfect meeting tool for businesses. Leverage the power of artificial intelligence meeting tools like Aira for productivity, and you have the perfect meeting setup. Unlike Zoom, Google Meet is free from privacy and security concerns. 

This app will support a free hour of meeting time for a minimum of 100 people. Its view displays sixteen meeting participants. To enhance security, your team members will need to log in to Google to join your meeting.

No Zoom like invite links. This way, the hosts have total control of the meeting’s privacy. Goodbye Zoombombing. Additionally, you can join a Meet meeting via a calendar invite. If you do not have one, the app will take you to a green room, until the host allows you in.

Google Online Meeting might soon become a more popular online meeting app for businesses. This begs the question; can you draw meeting minutes from the meeting platform?

How to extract minutes from Google Meet

Image credits: unsplash.com

Video conferencing tools have become a critical part of everyday life. For this reason, businesses need to make the content that their employees create within them easily accessible. Schools, on the other hand, have to ensure that students, teachers, parents, and the authorities can review these items at the drop of a hat.

Any person without a video or internet connection should access Meet’s transcriptions. You can put your Meet content in writing by allowing your app’s advanced features to record the meeting. The G Suite or Google Workspace members can record all meetings through the process below:

  1. Start the meeting and go to the screen’s right-hand side. You will see three vertical dots. Click on them.
  2. A few settings features will pop up. Choose “Record Meeting”
  3. The app will ask you to consent to the recording. Follow its instructions and accept.
  4. A “REC” red rectangle will appear on your screen’s top left. This is a sign the Meet is recording your app.
  5. When the meeting is over, go back to the right-hand side and click on the three dots.
  6. Select “Stop Recording” from the menu
  7. The app will save the recorded content to Google Drive
  8. Google Meet will inform all meeting members when a session is recording.
  9. To transcribe your meeting minutes, you can either listen in and type or pay for transcription services.
  10. To reproduce your recordings in writing, upload your files to a transcription app of choice
  11. Set up all the in-app parameters
  12. Check out and wind up the order
  13. Review and download your transcripts

Google Meet
Google Meet

Extract minutes from Google Meet with AIRA

Aira is an intelligent meeting assistant that will manage all your business’s web meeting needs. Powered by AI and machine learning algorithms, Aira will write meeting notes and capture action items. She can intelligently pick up a meeting’s keywords and can join a meeting automatically.

All she needs to arrive on time, every time, is access to your calendar app. Aira also records all the meetings she is in attendance. Need transcription services? No problem, leave it to Aira. She integrates with amongst other tools, Gmail.

Accessing meeting notes via third party transcription services is not a seamless process. Aira can make this process straightforward in both Google Meet and Zoom. Synchronize your Meet’s recordings to Aira and she will automatically extract meeting notes from them.

Aira
Aira

Why should you extract meeting minutes from Meets using Aira?

  • To enhance collaboration

If any of your meeting members misses the meeting, they will receive the meeting minutes to keep them up to date. They will not need to scroll through the whole recording for enlightenment.

  • To save time

Minutes are more digestible and allow their readers to quickly zone in on matters that concern them the most.

  • For multipurpose use

You can send the meeting minutes to all stakeholders to keep them up to date. The error-free notes can also work as training or educational content.

  • Accountability

Meeting minutes keeps every meeting member accountable. Aira intelligently highlights action items for review before and during the next meeting.

Conclusion

Google Meet is not a new kid on the block. It has been there for ages, under its old title; Hangouts Meet. In the past, Google only lets in educational and enterprise users. The American multinational tech firm has now made Google Meet free for Google account owners. Use it alongside intelligent meeting assistants to enhance productivity and collaboration.

Image credits: Unsplash.com

5 Best Meeting Assistant Apps That Will Rule The Web In 2021

meeting assistant apps

Do you know that over 78% of meeting participants find their meeting schedules unmanageable? Upper management is setting meetings times that leave workers feeling out of control. Disorganized meetings are so unpopular in the workplace, that most employees would rather visit the dentist than attend them.

The best meeting assistant apps can change the business meeting processes. They can enhance collaboration, engagement, and productivity. Some of the best meeting apps in 2021 include;

1. Aira

Aira

Minute taking can be a significant challenge for any meeting leader or participant. For this reason, every business should have a tool like Aira at hand to handle all minute writing. This app can also record video and transcribe.

As an illustration, you could attend a meeting expecting a conversation to follow a linear pattern. Then the participants diverge from the topics at hand. Such a situation will leave the minute taker confused about what to write. They cannot humanly transcribe every word and sift through the minutes later for gems.

Minute taking is also very distracting. If the person taking minutes has a deep involvement in the agenda, it will limit their contribution. Intelligent meeting assistant tools like Aira can ease these challenges. Aira is an artificial intelligence-powered tool that records meeting proceedings.

It will transcript all conversations and produce a voice recording at your meeting’s end. The perfect meeting assistant, it uses AI technology to track the agenda and topics.

It will then make succinct notes from your meeting. Aira will also analyze the meeting’s action items and email them to all attendees. Aira increases productivity, encourages collaboration, and keeps every meeting member up to date and accountable.


2. Calendly

Calendly

Scheduling meetings can be a tremendous source of frustration. There is nothing as worse than “Sorry, can’t make it”, heard ten times over. There is always a person too busy to attend a meeting in a particular moment.

Consequently, the meeting leader has to keep going back to the drawing board to suggest new meeting times. Then, they have to undergo the whole peeving process once more. Platforms like Calendly can make meeting scheduling much easier.

This app shows other meeting members your availability and offers them meeting times that suit all parties. If you have one too many meeting requests and need to manage your replies, go for Calendly. It will connect to your calendar app, and is compatible with Microsoft Office, iCal, and Google Calendar.

Design a meeting via Calendly and send scheduling links to all people that need to attend. The app will synchronize all confirmations to your calendar and that of your invitees. To help you connect to customers and clients, Calendly integrates with Zoom, HubSpot, GoToMeeting, Salesforce, and Zapier.


3. Slack

Slack

Slack is a business messaging app that makes internal communication between colleagues effortless. Meeting members can send real-time messages to each for collaboration in an intuitive user interface. 

A team-messaging app, Slack has many useful features that include its groups and channels features. You can also video call your meeting members via Slack for quick chats. Slack integrates with a horde of beneficial business platforms.

One of its newest integrations includes the Zoom app. You can use Slack to manage your Zoom meetings or make calls through the popular meeting platform. As an illustration, the meeting leader can launch a Zoom meeting from the Slack interface.

On Slack, all meeting participants will view all meeting details, including the call’s participants. Zoom-Slack integration will enhance problem solving and decision-making. Slack has smart calendar integrations with the Google and Outlook calendars.


4. HubSpot

Hubspot

Time management and scheduling are very important skills in today’s high-stress environments. People have tons of deadlines and tasks to complete. They have to handle their core jobs and prioritize time for meetings.

They also have health, family, and other social issues to deal with. HubSpot’s meeting scheduling application is free and makes quick work of the time-consuming coordination process. Using the HubSpot CRM, you can set up a personalized meeting-booking link. Share it via email.

The link will act as an invitation and scheduler, highlighting the most suitable meeting time. Meeting members will then notify you of their availability via this link. The HubSpot CRM integrates with a wide range of useful business tools.

Of critical importance to its meeting, scheduling functions are its Office 365 and Google Calendar integrations. Consequently, you can use this 100% free tool to build contact records that you can track.


5. Arrangr

Arrangr

Arrangr is a top-notch meeting assistant tool with “intelligent” scheduling features. It has an Intelligent Spot Finder that analyzes ratings, reviews, distances, and pictures. It uses this data to suggest the perfect meeting spot.

Arrangr will also share half waypoint ideas with all meeting members to ensure convenience. This app has a flexible invite feature that sends a variety of meeting times and dates to members for choice. It also allows all members to notify each other of their online conference call or video platforms.

When the best meeting times are set, Arrangr will release the leftover slots. Some of its turnkey features include the creation of automatic meeting pins and numbers and video call links. This meeting assistant tool integrates with iCloud, Google, and Office calendar applications.


Conclusion

Meetings are at the heart of creativity and problem-solving. Productive meetings can positively affect your bottom line and enhance your company’s culture. Use the five meeting assistant apps above to schedule and manage your meetings today.

10 Note Taking Mistakes You Really Need To Stop At Work

note taking

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.

Aira
Aira – Your Personal AI Meeting Assistant

2. Not knowing when to take business notes

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.

Image Source: pexels.com

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.


Conclusion

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.

10 Traits Of Best AI Meeting Assistant Explained

best ai meeting assistant

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

aira ai meeting assistant

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.

Conclusion

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.

10 Productivity Software You Should Start Using Now

productivity software

How do you know you are being productive? Is it:

  • When you are getting work done?
  • When your life is organized?
  • When meetings and other collaborative projects are progressing without a hitch?

If you identify with any of the above, you know that Productivity is not a concept unique to the workplace but is also important to aspects of your personal life.

In this article, we will look at 10 productivity software that will help you to become more productive in your work and personal life. these apps will help you do the following:

  • Create better workflows
  • Work smarter by e. g, automating repetitive tasks
  • Become more organized by for example managing your inbox
  • Hold efficient meetings. Example, by automating note taking and minute taking with AIRA
  • Achieve your goals: for example
  • Time savings
  • Finish your project in time
  • Perform better at work so that you can get promoted
  • Eliminate distractions
  • Improve work output, e.g, revenue

Read on below to learn about tools you can use to start being productive starting now.

10 Productivity Software to Try Out:

1. Dragon Naturally Speaking

dragon

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.

Price

Dragon Home: $150

Other editions: Contact Nuance team

2. AIRA

Business cannot be conducted without meetings. A lot of times though, meetings can waste time if:

  • They take too long
  • Minute and note taking are done manually
  • They are disorderly
  • Agenda items are not clear
  • They are irrelevant to attendees

That is where Aira comes in. Aira is an ai meeting assistant that creates efficiency in meetings by automating:

  • Minute taking
  • Meeting scheduling (including checking for meeting overlaps)
  • Following up on action items
  • Document sharing and storage

Aira analytics tracks meeting performance. In addition, the keywords feature helps attendees and other team members to scan through meeting notes quicker and find what is relevant to them.

Pricingcontact team Aira

3. Evernote

evernote

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.

Pricing

Basic: Free

Premium: $7.99/month

Business: $14.99/user/month

4. IFTTT

ifttt

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.

PricingContact the sales team

5. Sane Box

sane box

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.

Pricing

Snack: $59/year

Lunch: $99/year

Dinner: $299/year

6. Strict Workflow

strict workflow

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.

The strict workflow works as a browser plugin.

PricingFree

7. X1 Search

x1

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.

Pricing

Free: 14 day trial period

Single user: $96/license

Enterprise: Contact the team

8. G Suite for business

GSuite

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
  • Gmail
  • Collaborative tools including Google sheets and Google docs
  • Shared calendars
  • 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.

Pricing

Basic: $6/user/month

Business: $12/user/month

Enterprise: $25/user/month

9. Prezi

Prezi

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.

Pricing

Free: 14-day trial

Standard: $5/month

Plus: $15/month

Premium: $59/month

10. Apple iWork

iWork

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

PriceiWork 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.

Conclusion

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.

How to Extract Meeting Minutes from Your Zoom Meetings with AIRA

extract zoom meeting minutes

The whole world seems to be on a Zoom meeting at the moment. The popular video conferencing app has now racked up a 300 million daily meeting participant volume. This massive amount of users throng the app for its awesome features.

The rise of Zoom has even sparked off an internet troll phenomenon known as Zoombombing. Zoombombers prowl the highways and byways of public Zoom meetings, bombing meeting participants with inappropriate content.

The cloud-based video conferencing tool is very popular with small, large, and medium-sized businesses. On it, users can have a continuity of their daily workflows and keep in touch. All of Zoom’s amazing features are designed for the business meeting.

Through them, work from home employees can have one-on-one meetings on the app’s free plan or host large meetings with 500 participants on paid plans.

Users can also screen share for collaboration and record all Zoom calls as video. It is, therefore, quite unfortunate that most of the app’s users have to use old paper and pen to jot down Zoom meeting notes.

The savvy meeting leader can, however, use AI meeting assistant technology tools like Aira instead. Aira is powered by artificial intelligence technology and can automatically join your meetings, transcribe them, take meeting notes, and share with all meeting participants at the end of the meeting.


 

Why should extract Zoom meeting minutes with Aira?

extract meeting minutes with aira

Some Zoom meeting leaders do try to take down notes from their laptops or computers while on Zoom meetings. If you have tried this process, you know how arduous a task it is, if you must have your camera on during the meeting.

If your meeting guidelines, however, allow cameras to stay off during the meeting (which is quite rare), you can switch off your laptop’s camera, listen in and type in your notes. Just juggle between listening in, staying engaged, and contributing to the meeting’s deliberations. This is not an easy task, and you will often lose your concentration and become less productive during the meeting.

Some other minute writing option procedures during Zoom meetings include;

  1. Opening a Zoom window and utilizing a note-taking app on the other side of your screen for minute taking. With both apps open at the same time, you can quickly click back and forth between each app as you listen take your notes. You, however, will have the disadvantage of a half-sized Zoom window.
  2. Have access to two monitors and connect them to your computer. Use one monitor to run your Zoom meeting interface. And use the other for your minute taking app. You can also use your tablet, phone, or laptop screens to set this configuration up. Use one screen for the video conferencing app and use the other for minute taking
  3. Learn your keyboard commands and use them to switch between your Zoom app and minute taking window. This option will keep your Zoom app full screen.

These methods might get the job done, but you will have to face the meeting minute taking challenges of a lack of concentration and fatigue.

You will also have to keep fighting off the urge to record every word verbatim and simply summarize the key facts. Meetings do not always follow the agenda and topics, and side issues will often come in distracting the minute-taking process.


 

How to extract your meeting’s notes with Aira?

Aira

Aira, the voice AI platform, is the best Zoom meeting minute taking alternative. She will not only take minutes but will save them on one location for ease of access.

Aira is such a perfect meeting assistant that she can attend your meeting and take notes on your behalf when you are held up elsewhere. She is the perfect complementary tool for Zoom’s recorded video function.

If you have a paid Zoom account and Aira, you can sync all your Zoom cloud recordings into Aira. With this, you’ll get automatic extraction of meeting notes through her robust AI voice transcription feature. Zoom Pro, Business, and Enterprise allow meeting leaders to record their calls as videos.

The meeting host can also enable video recordings of meetings by other members in settings so that anyone can record a Zoom meeting.

All videos will either be saved locally or on the cloud in an MP4 video file format. Aira will transcribe the meeting using her Zoom Synch feature. All that you need to do is to set up Aira’s automatic transcription feature before the meeting starts. Simply;

  1. Pre-approve Aira in Zoom marketplace
  2. Allow live streaming in Zoom
  3. Connect Aira to Zoom

 

Conclusion

Taking meeting minutes the old school way on Zoom can be a challenge. Use Aira’s proficient voice transcription feature to take extract minutes automatically from Zoom meetings and recordings.

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