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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 for online meetings
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.

How To Take Better Meeting Notes From An Online Meeting

meeting notes

Have you ever thought to yourself while in a meeting, “I’ll jot down the meeting notes when I get to my desk.” At that moment, you probably thought that you were going to retain all the content discussed in the meeting. But, later, you may have been surprised to realize just how much information passed you by.

This is quite normal because in a typical workday, you are probably juggling a lot of activities and deadlines, including meetings. For this reason, it is possible to attend a meeting, sit through it and yet not retain important details.

If this sounds like something you have gone through before, we have some tips for you. In this article, we’ll show you how note-taking doesn’t have to be this arduous task that you have to dread. We will also show you how with Aira, you don’t have to put off note taking till later.

Before we begin, let’s define meeting notes.

What are meeting notes?

People usually confuse meetings and meeting notes; one is often taken for the other. While both meeting notes and minutes are somewhat the same, meeting notes serve as a quick summary of ideas discussed during a meeting. Meeting notes are also informal.

Meeting notes are important when you want to record information in a way that you will understand, or that is unique to you. some people also take notes as part of their creative process.

Minutes on the other hand, are structured, formal records of a meeting, and their job is to note down:

  • Meeting attendance (present and absent)
  • Meeting start and end times
  • Broad topics discussed
  • Decisions arrived at during a meeting

How can you take better meeting notes during an online meeting?

Even though meeting notes are formal, following a structure when writing them is important for future recall. The last thing you want is a scrap pad filled with cluttered meeting notes that you cannot make head or tail of.

Great meeting notes should be simple and have the following qualities:

  • Provide context
  • Have relevant details
  • Be legible, whether expressed in full sentences or shorthand 
  • Have ideas that flow logically into each other 

What details should you include in your meeting notes?

For your online meeting notes to be exhaustive and complete, they should include the following details

  • Main discussion points. A lot is said during a meeting, but not all of it is worth noting down. Therefore, to avoid ending up with copious amounts of notes, first, note down important points. Second, expound on those points in a few sentences.  
  • Action items. What is the task? To whom is it assigned? What is the deadline for completing the task?
  • Questions. Write down any points you want to clarify and ask them during the Q&A session.
  • Follow ups and ideas. Ideas may start coming up during a meeting. Such ideas may be the beginning of new projects therefore it’s important to write them down.

Manual and automated note taking  

There are two ways to take manual notes:

  • Manually, either by writing or typing
  • Automated note taking

Manual note taking: Laptop vs pen and paper

Some people prefer to write down their notes while others prefer to use a laptop. There are downsides and upsides to each method.

Research shows that people tend to type verbatim. The upside of typing however, is that organizing and editing points is a lot easier. When using a pen, you will note down the main points. The downside of course is that if you need to send out the notes to people, you have to type them out later.

Therefore, what it comes down to when deciding whether to write down notes using pen and paper or to type them out on your laptop, is preference.

How to take better meeting notes manually

Manual note taking requires skill. If you don’t have those skills, you will fall behind during the meeting and important information to pass you by.

Here’s how to take manual notes easily:

Use shorthand

Shorthand is a writing system that is mostly used by administrative assistants who normally need to type a lot of notes throughout their day. It is a good system to use if you already possess the skill. If you don’t, you first have to learn how to do shorthand scribbles before you start using it.

Codify

Another way to keep up the pace when taking meeting notes manually is to codify some parts. For instance:

  • Use abbreviations. For example, use “max”, instead of maximum
  • Use an asterisk * to mark important points
  • Use an exclamation mark (!) to note urgent items

Automated meeting note taking

Automating the note taking process can make work easier for you. There are many tools for automating note taking, and all of them have different capabilities.

One of the reasons why we favor Aira is because of its audio recording capability. Not only does Aira’s audio recordings ensure that nothing is missed, the meeting app notes down keywords, making it easier to pick out important details that were discussed in a meeting. 

What’s more, you don’t need to jot down the notes yourself because you can print the transcript from the meeting and circle or underline whatever you need to refer to.

  • The notes are organized and clutter free
  • The app provides context for the meeting notes

Conclusion

Online meetings happen between people who cannot be in the same room or location. If you are then stuck taking notes, it’s possible to appear aloof or even rude to other participants. Not to mention, internet lag time can make it almost impossible to follow and take notes at the same time. Thankfully, with a meeting note app such as Aira, you can reduce the hustle of note taking and improve note accuracy while conducting online meetings.

Image credits: Photo by Christina @ wocintechchat.com on Unsplash

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.

How Aira Help With Business Internal Communications Problems

internal communications

Effective internal communications. This is the one thing that any company needs to thrive and succeed. For teams to work well together, effective and clear communication needs to happen from the top down, from the bottom up, and horizontally. However, clear and concise communication isn’t always possible. Often, information flow can be interrupted for reasons as varied as:

  • Assuming that everyone knows what is going on within the company. For example, the marketing team might assume that just because an advert is running in the public media, everyone in the company is well informed about it.
  • Misinterpretation of messages. This can result from second-hand information, language barriers, loss attention during meetings, or apprehension about seeking clarity. If employees act on bad information, this could cost your company its reputation, customers, and money. You can easily prevent this from happening with an AI meeting tool like Aira.
  • Lack of team cohesion. This is often the case with teams that work in silos. For example, the sales process should involve marketing, sales and customer service teams. But, if none of these teams have visibility in what the other does, this can lead to communication breakdown.

If not checked, lack of proper internal communication can result in:

  • Employee resentment, with individuals feeling no compulsion to “go the extra mile”
  • Lack of team coordination, which in turn leads to
  • Duplication of responsibilities and tasks
  • Teams and individuals can be left out of important processes and projects
  • Burn out
  • Wastage of company resources
  • Poor company image
  • Loss of customers
  • Loss of revenue because of missed opportunities

Video: How AIRA Takes Care Of Your Business Internal Communications (Part 1-4)


How can you use AIRA to improve internal communications?

Improve your online meetings through better record keeping

Majority of internal communication in most companies is now being done online. This also includes other meeting management tasks such as organizing meetings, setting timelines for completion of different tasks, and sending minutes of meetings.

Given this, how can you track notes and action items for each, and every meeting held online?

The answer is simple: AIRA.

AIRA is an AI based assistant that

  • Makes employees’ lives simpler
  • Improves your selling process and actually results in more sales
  • Makes customer handling easier

AIRA does this by solving common communication problems that a company faces. Anyone who is present in a meeting can benefit in the following ways:

  • Track just about any meeting on your list
  • Click on notes and you would know what the meeting was all about
  • AIRA keeps a record of all online meetings and you can access them with just one click

Handling customer requirements

Every customer is unique and expects customized solutions to cater to their needs. To guarantee they get the most value for money, customers often revise their set of requirements. This can pose a challenge to a business analyst, especially one who is handling a large customer data base.  

Business analysts need to keep track of every customers’ needs without making mistakes with every revision.

AIRA makes this possible, as it allows you to easily track, through voice recordings or transcripts, all the requirements and changes that a customer has asked for. This will help you meet your customers’ requirements and consequently, keep your customers delighted. Company directors and product leaders will also find AIRA quite useful for this reason.

Product planning

Product managers, developers and executives need to ensure that teams pursue the company’s vision by:

  • Reaching goals
  • Executing on projects
  • Conducting smart evaluations of processes and products

Product managers for instance, need systematic records to make plans and fix accountabilities for execution. Without such records, tracking progress can pose a huge challenge.

How can managers use Aira to keep track of every task and make their team members accountable?

  • The AI based assistant keeps transcripts of meetings. This provides a reference point for all project meetings
  • The action item lists within Aira help product leaders, developers/executives to keep track of progress made by each individual

 

Sharing meeting notes

With online meetings becoming the new normal, it’s posing a huge challenge to individuals who might need to attend multiple meetings. Some meetings might even happen simultaneously, making it nearly impossible for you to attend all of them.

How then, can get the outcome of meetings, without attending them?

Use AIRA for one click sharing of notes/summary while keeping everyone updated, so that no one misses on important decisions or plans made during the meeting.


Conclusion

Most companies don’t usually think of a internal communications budget. Yet taking steps to improve internal communication is key to improving team performance and boosting revenue growth. A study by Towers Watson found that companies that take steps to improve internal communication experience 47% higher shareholder returns. So, ask yourself:

Do you want to build strong and productive bonds with your employees?

Do you want your employees to be comfortable expressing ideas that will help build your business?

Do you want fulfilled customers who aren’t just happy to do business with you but also refer you to others?

If yes, then start by improving your internal communications processes. Communication within your workplace will build more teamwork, create transparency and lead to better collaboration. But you cannot achieve such level of efficiency manually.

Try out AIRA.

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.

11 Secrets To A Successful Sales Meeting Unleashed

successful sales meeting

Do you run a productive and successful sales meeting everytime? If your answer is yes, then congratulations! You are one of the few sales professionals who have honed and mastered a skill crucial to selling effectively.

In most organizations, sales meetings waste a salesperson’s time and quite frankly, deliver very little value. While we appreciate that sales teams need to dedicate some of their time to meet their managers, if those meetings aren’t helping the bottom line, they are a waste of time.

A meeting that wastes a salesperson’s time is more likely to demotivate that person. On the other hand, if your sales meetings can deliver value, you will increase your team’s productivity. This is where meeting tools come in. A meeting tool like Aira has built-in analytics, from which you can draw insights into meeting performance. This article, however, is not about meeting tools, but simple behavioral adjustments that once implemented will shape how your salespeople view sales meetings. More on that below.


The secrets of running a successful sales meeting

1.     Limit your meeting to one agenda item

You can cover many issues in a meeting agenda. But time is money for salespeople so instead of addressing multiple issues, focus one crucial agenda item. Discussions centered around one area has several advantages:

  • You can dig deep into that issue or topic, and understand it
  • That item becomes the metric that matters for that week
  • Your team will remain focused on the subject discussed

2.     Send out the meeting agenda way before the meeting date

Do you want your salespeople to be well prepared for your meetings? If yes, make use of your AI meeting assistant to send out the agenda well ahead of time. Make your agenda items actionable.

3.     Keep time

keep time

Do you want your team to respect your meetings? Do you want to create a sense of urgency throughout the workweek? Then lead by example by sticking to your meeting timelines. Keep time, and you give your salespeople a template of how they should handle their customers’ time.

We also mentioned earlier that time is money. Keeping time tells your salespeople that you value their time.

4.     Keep your meetings to under one hour

Another important aspect of time is meeting length. 36% of meeting attendants lose attention when attending any meeting that lasts more than 45 minutes. So, to make the most out of your meeting session,

5.     Make meetings relevant and pertinent

People tend to drift during a meeting if they notice that the meeting items don’t concern them.

Let’s assume you have 4 salespeople, each representing a region. If you want to have productive discussions with them, schedule a meeting with each one. This might seem redundant but look at it this way: whenever someone is giving an update on their region, the other three are likely to check out of the meeting because that region does not affect their performance.

In addition, if there’s an issue that has to do with one person, follow up with that person after the meeting.

6.     Encourage discussion

Your salespeople, not you, are the ones facing customers. They are also the ones who have to deal with challenges in the field. So, they want you to hear them as much as you want them to listen to you.

Turn your meeting into a forum for discussion, where issues are tabled, discussed and action taken immediately.

7.     Updates do not warrant a meeting

We cannot stress this enough: meetings centered around updates have little to no value to a salesperson. Some things can be addressed on email. Learn to identify such matters so that you don’t hold unnecessary meetings.

8.     Recognize and reward performance

recognize and reward

There is nothing more motivating for a salesperson (besides the commissions of course), than recognition. Therefore, whenever you hold a meeting, recognize, congratulate and reward your top performers. The following happens when you reward salespeople regularly:

  • You set the pace for your salespeople every week. Everyone will try to hit their targets so that they can shine during the next meeting
  • The end result is that you are more likely to hit your monthly target by remaining focused week on week
  • Your meetings become something that salespeople look forward to attending

9.     Turn meetings into a performance improvement platform

As you hold more meetings, you will start to notice performance trends. Some of those trends may indicate areas that need improvement.

You don’t need to wait for your next training workshop to address key performance issues. Instead, use your sales meetings to deliver bite-sized training sessions that will help your teams to start changing their results immediately.

10.  Make your sales team feel like a part of the company

Since majority of salespeople spend most of their time in the field, one of the times they get to interact with the company is during meetings. Take it upon yourself to give them a positive experience during these rare moments. They should feel like insiders and know that their contribution is not only appreciated, but also shapes growth. In a word, offer motivation.

There are several ways to do this. For instance, have the company head attend a meeting and reward individuals by name. Or, do something as simple as offering refreshments during meetings.

11.  Agree on next steps

You expect your salespeople to leave their customers with clarity on what the next steps will be, right? The same should go for meetings. After every meeting, each person’s responsibility should be very clear. Send meeting notes and action items Immediately after the meeting. You can do this very easily with AIRA.


Conclusion

Yes, improving your sales meetings is as simple as implementing all or some of these 11 points. As you implement these tips,

  • Ask your team for feedback. A simple question like this will suffice, “Hey, how do you think today’s meeting went and what can we do to improve the next meeting?”
  • Use AIRA analytics to track meeting performance trends

That’s it! Happy meeting!

Resolved – 5 Biggest Challenges of Working from Home

challenges of working from home

Amongst the many benefits of the new ‘working from home’ normal is a positive impact on the sustainability of a myriad of initiatives. Economic growth has, in the past, exacted a heavy toll on climate change, sustainable urban living, and responsible consumption.

This drastic reduction of employee and employer carbon footprint has led to a remarkable improvement in intra-city congestion and pollution. Remote work is a sustainable economic growth feature and is the future of the labor landscape. Despite all its benefits, working from home has unique challenges as well. Some of these challenges include:

1. Coordination and communication challenges

According to David Heinemeier and Jason Friend, the founders of Basecamp, communication is foundational to the success of a remote working team.

The authors of REMOTE: Office Not Required, say that bad blood can easily develop between work from home teams when the bulk of their communication takes place through email. This set up will quickly snowball small blunders into full-blown melodramas if they are not quickly nipped in the bud.

Fortunately, a whole industry sprung up around team collaboration tools that make it easier for employees to communicate effectively. Aira, for instance, is a meeting assistant that automatically records and transcribes meeting dialogue.

This robust voice AI platform will save all your meeting notes in one location. She will also help all remote working teams keep track of all online meetings deliberations. Aira doubles team productivity, info sharing efficiency, and multiplies sales increase. Team collaboration tools ensure that no member of the team feels left out of the loop.

2. Distractions

Source
Professor Robert Kelly’s BBC interview that earned him the title of ‘BBC Dad” is a perfect example of how distracting the work from home environment is.

In the 2017 live interview with the British news channel, the professor’s two children made a comical entrance to his home office as he talked about the ouster of Park Geun-Hye of South Korea. Parents working from home watched in amusement as Kelly kept composure during the brief scene, keeping the show running.

Most parents can relate to the live TV blooper because they all struggle to maintain a work and home life balance when they have work near their children. One of the major reasons some employees embrace working from an office is to build a firm barrier between their home and work life. To work successfully from home with fewer distractions, you need a designated work spot, devoid of all disturbances.

Have some noise-canceling headphones to eliminate auditory distractions. Set up firm rules with your family and politely ask them to behave as if you were away at work when you are at work from home.

3. Time management

Employers have the innate fear the remote work employees will slack off in the absence of oversight. Most times, the opposite is the reality.

Most work from home employees will overwork because they find it harder to switch off. Surrounded by all the tools needed to put in extra work, they will have a harder time drawing the line. This challenge becomes even more complex when you are working for yourself.

Every remote worker needs to establish a work schedule that keeps them from overworking or slacking off. This rota will keep you productive and give you ample time to be with family and friends. Use tools such as an AI meeting assistant, Trello,  Asana, and Evernote to schedule, manage time and tasks, and organize your work hours.

4. Lack of social interaction

social interaction

Co-workers are often an employee’s main social circle if they do not have a close family. If you are working from home, isolation can be a challenge if you spend days by yourself. To lessen the feeling of being a hermit, have social breaks in your work schedule.

Go out for lunch with friends or grab yourself a snack from a friendly food shack attendant down the street. Take your computer with you to a co-working space occasionally, or work from a coffee shop and enjoy the social environment. Join local organizations and groups for meet-ups and recreation.

5. Technology hiccups

Challenges such as internet outages can make remote work a problem. You do not want your connection or computer to crash right in the middle of an important zoom meeting. To avoid such inconveniences and for your peace of mind, have a backup plan. You can, for instance, a mobile hotspot device for an alternative internet connection and a backup tablet or laptop at hand.

Conclusion

Ditching the daily commute, working from anywhere in the world, and a flexible work schedule are some advantages of working from home. The challenges above, however, can make remote work unproductive if you do not use them to create structure, routine, and discipline.

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!

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