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
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:
Start the meeting and go to the screen’s right-hand side. You will see three vertical dots. Click on them.
A few settings features will pop up. Choose “Record Meeting”
The app will ask you to consent to the recording. Follow its instructions and accept.
A “REC” red rectangle will appear on your screen’s top left. This is a sign the Meet is recording your app.
When the meeting is over, go back to the right-hand side and click on the three dots.
Select “Stop Recording” from the menu
The app will save the recorded content to Google Drive
Google Meet will inform all meeting members when a session is recording.
To transcribe your meeting minutes, you can either listen in and type or pay for transcription services.
To reproduce your recordings in writing, upload your files to a transcription app of choice
Set up all the in-app parameters
Check out and wind up the order
Review and download your transcripts
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.
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.
Meeting minutes keeps every meeting member accountable. Aira intelligently highlights action items for review before and during the next meeting.
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.
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;
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.
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.
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.
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.
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.
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.
Bill Gates and Richard Branson are avid note takers. These self-made billionaires are often surprised that most business leaders do not take notes. Richard Branson has, for instance, noted that 99% of business executives hardly jolt down critical business insights.
The English business investor and magnate credit his ten-figure fortune to random moments scribbled on notebooks.
Bill Gates is a computer genius but he at times turns to trusty paper and pen for his notes. Truth be told; note taking is an important business process, but it is difficult.
You can however make your note writing process much more manageable. First, have fantastic meeting notes transcription software by your side.
Artificial intelligence-powered meeting assistants like Aira will record all of your business conversations for future reference. Second, avoid these note taking mistakes below.
1. Using the wrong minute taking method
In school, you had to write your notes down, because as the lecturer said, that the content could feature in your exams. At work, you will not face such threats. Most bosses do not ask their employees to jot down notes.
For this reason, the transition from the school environment to the workplace makes the art of note taking dormant. Most office workers never get to learn the difference between office and history class note taking.
As an illustration, students jot down notes verbatim for retention and revision purposes. At work, come up with a manageable style of taking business notes. You can use lists, mind maps, or short phrases with breadcrumbs in them.
Note specific important factors like resources, tools, figures, or names. Use transcription tools like Aira to record long discussions and use your hands to jolt down what matters the most.
While poor note taking is not a reason to face the sack, skipping notes can adversely affect your career. Constantly emailing colleagues and bosses for clarification on issues discussed in a meeting could hurt your work relationships and productivity.
Fortunately, you do not have to take notes in every work function. The most critical occasions are during one on one, client, or mentors meetings and during, big business conversations.
3. Not understanding why you are part of the conversation
Whenever you are in a business conversation or meeting that calls for note taking, you need to be clear of its objectives.
You also need to understand what your contribution is to the meeting and what value you are deriving from the meetup. Such clarity will lean your note taking towards development and learning topics.
4. Writing without listening
Taking business notes is a show of respect for the person taking. Writing notes shows them that what they are saying is crucial. Unfortunately, the balancing act between listening and writing can impede note taking.
You cannot write good notes if you do not understand the total concept and context of an issue. Listen, reflect, filter your thoughts, and jolt down key items.
5. Failing to specify your topics
Billionaire Richard Branson says that not all ideas count, but they are all noteworthy. Nevertheless, in a bid to capture inspiration, you could forget to cluster your notes. Such write-ups can be very difficult to comprehend later. Ensure that your note-taking process has a splendid structure.
6. Worrying about style and grammar
When writing personal notes, avoid fixating on style, grammar, spelling, or punctuation. Such worries will only distract you from the conversation. Keep writing and develop a personal note taking system as you practice.
7. Not writing concise points
As mentioned, lists, mind maps, and short phrases make the best business notes. Here you can jolt down single words or sentences. Use numbered lists and bullets for flow and organization. If necessary, connect ideas using lines to lessen the need for explanatory sentences.
8. Not underlining the most important points
If you are taking tons of notes, you need a highlighting system that zeroes in the most critical points. Underline, circle, highlight, or use indentation to add emphasis and structure to your notes.
9. Panicking when you miss a point
Remember, note taking shows the speaker you are attentive to their words. It also shows that you care about your job. If you miss a part of the discussion, stay calm. Ask the presenter to reiterate the point. Besides, you can ask your colleagues after the event and add on to your notes.
10. Failing to organize your notes for later use
Most note takers have organization challenges. They might take fantastic notes but will store them so poorly that they cannot use them later when they need them. One important benefit of note taking is its ability to cement the ideas heard. Revisit your notes for this benefit to seep in. Invest in a good notebook. If you are writing on random sheets, keep them all in one location for easy future review.
Note taking creates not only better work relationships and increase productivity, but it shows respect in meetings. Notes will make you smarter, giving you new ideas, connections, and innovations.
Taking notes is a subtle yet potent pathway to success in the workplace. Eliminate the note taking mistakes above and enjoy the benefits of workplace note taking.
Economic uncertainties will always be with us; the thing is, we cannot predict when they will hit us, what shape or form they will come in, or how long they will last. In light of this, the important thing for businesses is to ensure that teams are supported and have the agility to adjust to changing working environments. You need to prepare your team to work remotely, not just now when the world has to grapple with covid19, but in the future as well.
There is a common misconception that remote work is all about conference calls. While video calls and chats are an important part of getting work done remotely, when we talk about finding tools to support remote teams, we have to look beyond conferencing. Supporting remote working is about team empowerment, and to do this, your company needs to create a tech stack that guarantees team efficiency and effectiveness regardless of their location. Your team needs to feel confident that they don’t have to be office-bound to deliver on business objectives.
In this article, we have compiled a list of 10 ai technology tools that will help your team stay organized, increase efficiency and collaborate better while working remotely.
Slack is best known for its “channel” approach to managing communication.
The thinking behind channels is that when running projects, it can be difficult to track communication, attachments, and tasks via email. Slack seeks to solve this problem through channels that bring teams together around a common purpose.
Slack organizes work based on projects, topic, or team. This way, anyone in your organization can find how to best contribute by being a part of a channel that supports their role.
The great thing about slack is that it can also incorporate external teams, fostering collaboration with your partners.
Other features include:
You can communicate with team members directly on the channel and get instant alignment
Save and search messages and files on slack
Save time by getting all people in one place
Achieve business-critical tasks such as: setting budgets, see budget approval, work on projects, etc.
More transparency through public channels, or increased security through private channels
Pin messages or documents that you want to call attention to
Star channels that are important to you
Integrate with other workplace tools like google drive or one drive. You can also connect to CRM tools like JIRA, Salesforce, Zendesk or own software so that you never miss important alerts and notifications
Work on the go with slack on mobile
Enterprise grid: contact the sales team
2. Microsoft Teams
Microsoft teams help teams to not only communicate instantly while working but also reduce email clutter.
Microsoft Teams is a remote work tool that combines powerful communication capabilities of chat, voice and video, with collaboration capabilities such as document storage and office 365 integration. It can also integrate with third-party software through extensions, making it a must-have for enterprises or large teams.
Record meetings for future reference and to keep absent members in the loop
Pause recordings to answer questions
Allow teams to join from anywhere
For educational institutions, create a virtual classroom and bring all assignments and files in one place, to collaborate virtually in real-time
Have one on one meetings or meet as a group
Keep your team connected in the following ways:
Use the chat, to have “water cooler” talks with colleagues.
Brainstorm on Microsoft whiteboard
Have team building through virtual coffees
Have fun, encourage teamwork and reward performance through teams
Microsoft teams free: $0
Microsoft 365 business basic: $5/user/mo
Microsoft 365 business standard: $12.50/user/mo
Office 365 E3: $20/user/mo
Zoom is a chat, audio and video conferencing app that has become almost synonymous with remote working. It allows people to communicate by joining a zoom meeting or zoom room. Zoom room refers to hardware that allows you to convert your conference rooms to a zoom-meeting.
Despite zoom’s popularity, incidents of “zoom bombing” have raised concerns regarding its level of security particularly for teams that need to safeguard their work. However, as team Zoom maintains that it offers AES 256-bit GCM encryption, you should contact them before purchase, to ensure that their security protocols are aligned to your organization’s requirements.
Zoom has the following features:
You can use chat during meetings without interrupting others
Hold meetings with large groups of people without compromising call quality
Record calls and distributes recordings after your meetings
Integrate with your calendar and CRM. Zoom also integrates with slack
Control your meetings with host options
Stream live on Facebook and YouTube and other proprietary software
Get meeting analytics
Business: $19.99 /mo/host
Enterprise: contact sales
4. Google Calendar
Google Calendar is a calendar, task organizer, appointment setting, and meeting scheduling tool all wrapped in one. It simplifies time management by helping individuals and teams to keep busy days organized. To use google calendar, you need a google account (Gmail address).
Google Calendar has the following features:
It allows you to have a remote meeting through google hangouts
If you want to know what you have scheduled on specific days, type, or voice search “what’s my calendar” on google search. The results are private
You can sync your personal and work calendars into google calendar to get a holistic view of your day
Add colleagues’ calendars to your google calendar to enable you to organize meetings with teams. Note: you’ll need to as your colleagues’ permission before you add their calendars.
Share attachments when scheduling events
Set event reminders and notifications
Use drag and drop function to schedule meetings in no time at all
Automatically schedule events straight from your email
Track projects by adding and monitoring tasks and sub-tasks
Send daily agenda via email
Embed your calendar into your website so that your clients can book meetings with you
Google calendar can also integrate with most meeting tools including zoom, Aira, Slack, among others. You can also sync your google calendar into your iPhone calendar by enabling that function in your phone settings.
Meeting management can be quite tricky without an intelligent tool like AIRA. This state of the art AI technology meeting assistant:
Records and transcribes meetings
Highlight keywords in meeting notes to make tracking action items and topics easier. Teams can search for notes and action items based on keywords.
Organizes actions points and automatically emails them
If you have scheduling conflicts, Aira will join meetings for you
AIRA syncs with popular calendars like google calendar
Has intelligent analytics that allows you to improve future meetings and drive organizational performance
Pricing: Contact team Aira for pricing and demo
Internal systems, intranets, and printouts do not work when it comes to managing projects remotely. Remote project management is best accomplished with a tool like Asana, whose features enable teams to stay organized, communicate and get aligned.
The transition to remote work can create silos, but Asana’s design ensures that teams work and collaborate transparently.
Asana has the following capabilities that make remote project management easy and enjoyable:
Get an entire view of project timelines, to keep you on schedule for each task in real-time
Easily identify problems in task scheduling and fix dependency conflicts at project start
Give everyone visibility to get easier buy-in
Adjust aspects of the project as you go and keep everyone appraised of such changes
Import spreadsheets into asana to make project tracking simpler
Manage team workload to ensure everyone remains productive
Manage new project requests through forms, to avoid getting overwhelmed
Enterprise: Contact the team
Trello is also a great project management tool and is a great addition for teams that handle lots of internal projects, such as a software creation company. Agencies that need to work with external clients could also make their work easier with Trello, as they can give visibility of projects to their clients.
One great thing about Trello is its Kanban-based approach to project management, whereby task organization falls under lists, cards and boards.
If you are an agency or run a consultancy, you can create a Trello board, where customers can track progress in areas of interest to them.
Simply create a board and invite a team to collaborate
Add details to Trello cards, such as attachments, comments or due dates
View at a glance, progress on all your tasks
Automate to eliminate tedious tasks
Sync across all devices so your teams work from anywhere
Integrate with the tools that your team already uses
Business-class: $9.99 per user/month
Enterprise: $17.50 per user/month, on a sliding scale.
Remote work can result in diminished support for your customers.
Hubspot is a CRM software that will come in handy when you need to ensure that your customers are being contacted and given the support they need. Through HubSpot, you can create a log of your interactions with customers at different touchpoints, and in this way:
Address any red flags before they become problems
Pursue opportunities that arise during interactions with customers
With HubSpot, you can ensure that customers barely notice a lack of face to face interaction.
But HubSpot isn’t just a tool for customer support. It has powerful marketing capabilities such as lead scoring, email marketing, ad management, etcetera
You can also manage your sales organization from HubSpot by tracking deal pipelines.
In addition to offering a free subscription, HubSpot offers the following paid subscription options:
If your business model is primarily in-person, or if you have a dedicated customer service function, Zendesk will ensure your customer service team continues to offer uninterrupted support through phone, email, chat and social media.
Zendesk is easy to use and tracks customer queries through a ticketing system.
Other features include:
Analytics to track issue response, logging and resolution
A full sales suite to help your teams’ close deals. The sales suite is supported by live chat, voice, SMS, and automated email sequences that make deal closing easier.
You no doubt have a workflow in your company and to achieve your goals, that workflow has to be synergistic. That’s where Unito comes in.
All work processes, including launching a marketing campaign, lead generation, order management, holding meetings, providing customer care, etc., are all one-stop processes. As each of these processes operates within a different function in your organization, you have most likely invested in dedicated tools for each one. This, in itself, could create silos. Silos break down team synergy and transparency.
Unito helps you create complete workflows by interconnecting your various tools. This way, your remote teams can have a smooth flow of information and collaborate transparently with each other.
Business X: $225
Enterprise: Contact the team
Next steps: Explore these ai technology tools
That’s it for now! We urge you to try these tools (some of them have free trial periods that last as long as 2 weeks long), and if you find that they support your way of working, give them a go.
The tools you choose need to support what your company does and how it does it.
Do you, for instance, interact a lot? In that case, you should lean more towards investing in the best communication tools.
Is your company sales oriented? If yes, invest in tools that will empower sales capabilities.