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What Is The Right Way To Start A Meeting?

right way to start a meeting

Calls for a workplace meeting are often met with a level of murmuring and groaning rather than a “Heck yeah! Let’s do this!” While meetings often bring the best ideas to light, According to a study done by Verizon Conferencing, most heavy meeting goers have at one time or the other attended dysfunctional meetings.

Consequently, 90% of them admit to missing bits of the meeting or daydreaming when in a meeting due to flawed meeting behavior. At least 70% of them admit to bringing other tasks to these gatherings while 40% of them simply go off to the land of nod. Most meetings start very unsoundly, setting a wrong tone for the remainder of the event. Here’s the most right way to start a meeting:

Informing participants of the meeting’s purpose and outcome

Informing meeting participants

Circulate your meeting’s agenda to all participants beforehand via Aira. Aira is an AI meeting assistant that makes meeting notes and shares them with all meeting members. She is an artificial intelligence technology powered tool that can share your meeting’s agenda and past minutes before and after the meeting.

At the beginning of a meeting, your participants have two major concerns in their minds. They will want to understand right off the bat why they are in attendance and why they should care about the meeting’s agenda. Most guides will tell you that the best way to start your meeting is by reviewing your agenda, then heading straight to the agenda’s topics.

This process has its benefits but it will not highlight the benefits of the meeting. It will also not bring to light the reasons why they should count the meeting as of any importance to them. To capture the member’s attention from the word go, and also set your conference up for success, give them the answers to these two questions first.

With Aira by your side, you should, therefore, start your meeting by informing the associates of the purpose and the outcome that they should expect. You can, for instance, start with words such as “At the end of this meeting, you will all walk away with…” You can alternatively kick off the meeting with a “the intention of this meeting is…” Such words will get everyone on the same page and ensure that your meeting is a success.


Empower the meeting participants

empower meeting participants

When it comes down to it, most employees do not know how to behave in a meeting. Some want to look less weird and normal while others are intimidated by the thought of conversing with the person sitting across the table.

There are also lots of silly rules out there that may hinder the participant’s ability to collaborate with others and to display their value. Meetings provide fantastic opportunities for workers to show leadership and problem-solving skills. You should, therefore, start the meeting by shattering the ceiling of unnecessary interpersonal dynamics and secret corporate etiquette.

Get rid of all veiled social rules and the pressure to perform that makes the members edgy and panicky. Empower the delegates and allow them to understand the power that they have in a meeting room. Give them the authority over their contributions by ensuring that they do understand the level of engagement expected from them.

Empowered partners will be open to discussions and participation. Start your meeting by voicing an empowering statement like” you are our select team, chosen to vet our marketing process because you have a deep understanding of our strengths and weaknesses”.

A study done by MIT research says that the collective intelligence of a team is determined by the equal participation capacity of its members.


Restate your meeting’s ground rules

meeting's ground rules

Every business has as part of its cultures, directives that dictate how its meetings flow. Encouraging engagement is a great way to start a meeting, but you should state the boundaries as well. It is important however not to overdo the law setting at the commencement of your meeting.

You can incorporate this feature by picking one salient to the discourse at hand. As an illustration, you can ward off passive aggression by reinstating that all challenges should be addressed in the course of the meeting only and not before or after it. This will ensure more productivity and unity in collaboration.


Conclusion

If your powwow misses a strong start, its members will quickly get off track or zone out, so you must know the right way to start a meeting. If, you don’t want to chair a disorganized meeting avoid casting shadows by creating the wrong idea about your meeting. Begin your meeting with a positive note to foster efficiency. You can break the ice with a story, poignant quote, or interesting statistic then rope them further using one of the tactics above. Use meeting tools such as Aira to analyze your meeting data to ensure that optimization fosters high engagement.

The Top 7 Online Meetings Etiquette and Best Practices to Follow

online meetings etiquette

Online meetings have become more commonplace as more people work from home. Offices are making a transition to the virtual world making video conferencing an integral part of the business environment. The rise of virtual meetings has been a slow but steady journey. They were at first vital to disparate team meetings as employees in multiple geographic locations began to share teams.

This movement has culminated in a global movement towards video conferencing as the global pandemic bites necessitating social distancing between workmates. Consequently, video conferencing platforms like Zoom are now home to over 200 million daily meetings. In late 2019, the platform had a low 10 million meetings.

New meeting tools that enhance productivity are also more readily available online. As an illustration, meeting tools like Aira can dial into an online meeting, take meeting notes, and transcribe all dialogue. Aira is an artificial intelligence-powered bot that frees meeting members from the arduous task of writing minute notes. She ensures that every member stays focused and productive.


The growth of online meetings

Over time, video conferencing might replace conference calls as businesses embrace the cost-effective benefit of virtual meetings. 78% of businesses today are using video conferencing for team meetings, while 58% of them hold these meetings daily. The need for video collaboration software is so high that 83% of large corporations are planning to purchase online meeting software for use.

Meetings can be very valuable when productive and effective. Nevertheless, for all their benefits, the productive virtual meeting is very elusive. It is of critical importance therefore that all stakeholders embrace the connections, technology, and the mix of video and audio to ensure consistency in productivity, as business transit to the online environment.

Below are some online meetings etiquette and best practices for employees and meeting leaders that want to make their online meetings as productive as possible.


1. A meeting leader should prepare for the meeting

meeting preparation

An advantage of working from home is that you are free to wear your softest jammies all day. You can attend your Zoom meeting without having to dress up for success, which makes social isolation more bearable. Your meeting will however not meet its objectives if you do not keep its organization as professional as possible.

A meeting that lacks purpose will fall on its face very fast. The meeting leader should, therefore, send a meeting invite beforehand to all participants and attach the agenda. Describe all expectations and have your meeting tools ready. If possible, talk to a technology expert to ensure that all meeting tools are primed and ready for the meeting.


2. Make a meeting schedule and stick to it.

There are a few things as annoying as sitting in an empty virtual room waiting for participants to show. It is not surprising that despite the fact, the online meetings are extremely mobile the tardiest of employees will often have a reason to jump into the meeting room late.

The meeting organizer needs to ensure that every virtual meeting starts promptly. Do not give room to distractions, repetition of discussed items after excuses of “my dog ate my modem”. Such distractions will only inconvenience and annoy the participants that show up on time. Follow the agenda instead and catch all the latecomers up after the call.


3. Minimize distractions

Online meeting participants are easy to distract because they lack the physical and visual stimuli that keep the traditional meeting members engaged. It is crucial therefore that all distractions are kept out of the virtual meeting room. Silence all phones, mute all the mics of inactive members and close all apps that are not in use. Make sure that no member interrupts the meeting flow or the speaker.


4. Begin with introductions

Let the host announce every meeting member to ensure that all participants feel at home with each other. Introductions increase the awareness of each other’s responsibilities and roles and are key to a smooth meeting.


5. Be professional

be professional

Since virtual meetings, environments are more relaxed than traditional meetings, some members may be too casual and forward in their words or tone of voice. All participants should maintain their professional appearance and posture to prevent distractions and embarrassment.


6. Keep the meeting engaging

All employees should learn interpersonal dynamics that stimulate collaboration in the absence of face-to-face meetings. Remember that over 55% of human communication is expressed as non-verbal cues. Encourage the participants, therefore, to use file transfer or chat tools for side questions and conversations.


7. Observe privacy for security

Ensure that your online meetings only have the participant that need to attend it. Make your meeting private to avoid unwelcome visitors and other security risks.


Conclusion

Considering the online meetings etiquette, the meeting leader should wrap up the meeting effectively and use meeting tools like Aira to send out meeting notes and arrangements or the next meeting,

The Top 10 Common Types of Business Meetings

business meetings

Business meetings often get a bad rap in the workplace despite the many benefits that they bring to a business. The reason why most meetings suck is that they are not productive at all. Most office employees deem them as boring displays of office power and politics.

There are however very many benefits of a well-run meeting. The meeting can be an effective leadership tool that strengthens relationships and enhance decision-making. Most meetings are only terrible because they are poorly organized. As an illustration, you cannot invite 20 employees for a small one on one meeting. It will be absolute chaos. This is the reason why the first step towards meeting productivity is an apt description of your meeting.

You can also make meetings more productive via technology. Artificial intelligence-based meeting companions like Aira can, for instance, write your meetings notes to ensure that all team members only show up and stay focused on problem-solving and collaboration.

Aira will dial into any meeting, highlight its action points, and share notes with all meeting members. Below are some common meeting formats in the workplace, which are very beneficial to a business as long as they are well organized and productive.


Team cadence meetings

Team cadence meetings

Team cadence meetings are held for performance reviews, and to energize a team’s connections. They can additionally assist an organization in the process of refining its business approach. This meeting will always have a fixed group of people and may occasionally have an occasional guest.

Team cadence meetings are therefore quite predictable and regular following a predictable design. Each cadence meeting often resembles the last one held and every team member knows what to expect before the meeting commences.

Consequently, a team cadence meeting does not require too much planning or extensive meeting facilitation procedures. Some examples of team cadence meetings include;

1. Weekly team meeting

Weekly meetings are a form of the business meeting whose schedule runs every week and at a designated time. The weekly meeting is vital because it will address any roadblocks, action items, or questions that may affect the next week’s business goals. Weekly meetings will run for 60 to 90 minutes tops.

2. The shift-change meeting

Shift-change or shift handover meetings are five to fifteen minutes long and are often held on a daily basis. They take place between the incoming staff and a tired group of employees eager to take a break.

The incoming staff has a very small window of time to engage with the other team, so this meeting requires an enforced meeting time and a lot of focus.

3. The Daily Huddle

The daily huddle is a five to fifteen minutes long meeting also known as a daily scrum or stands up. This short meeting occurs on a daily basis and its purpose is to inform and align the team on the day’s tasks.

4. Monthly meeting

The monthly management meeting can be a full or half-day affair that involves the business’s frontline, middle, and senior managers. The purpose of the monthly meeting is to ensure that all leaders take the time off to collaborate and learn from each other while addressing some larger business challenges.


Progress checks

Progress checks

Progress checks are held to nurture mutual accountability and project momentum. These structured business meetings will be led by an account or project manager to reassure or inform the employees that all business objectives are on track. Some of the most common progress checks at the workplace include;

5. The project’s status business meeting

Project status meeting members should be adequately prepared for the meeting beforehand to ensure productivity. All data should be collected in advance so that all questions can have answers. This meeting needs predefined objectives.

6. The client check-in

Client check-in meetings help businesses to enhance their relationships and partnerships with their customers. They should are meant to build trust by reassuring your clients that all partnerships are running smoothly. The meeting leader should have all the reports and metrics required at hand to demonstrate the value of their company to the client.


One on ones

One on ones meeting

One on one meetings are geared towards personal and career development. They also nurture relationship maintenance and individual accountability. Some good examples of one on one meeting include;

7. Manager and employee one-on-one

This meeting will have two parties with a familiar work relationship. They are very conversational but address a specific topic.

8. Mentorship meetings

Mentorship meetings are not as rigid as progress checks or team cadence meetings. They are held for education purposes and to help nurture talent in the business.


Action review meetings

Action review meetings

These are held to develop business confidence and to gain insight into business development objectives. Action review business meetings can help generate recommendations for change. Some of the most commonly held action review meetings include;

9. Agile retro perspectives

The meetings are time-boxed and have a very strict agenda. Through them, teams can develop and solve any challenges and are often by a team member. They are highly engaging and very professional.

10. Win/loss sales review meetings

These are very ritualistic business meetings and are a continuous learning tool. They are more forgiving towards surprises and often build very strong teams.


Conclusion

Governance cadence, conflict resolution, idea generation, planning, problem-solving, and workshops are other common business meetings that you can hold to enhance business growth. Ensure that they are properly planned and take advantage of meeting tools to enhance their productivity.

The Top 10 AI Technology Tools To Make Remote Working Smoother

ai technology

Economic uncertainties will always be with us; the thing is, we cannot predict when they will hit us, what shape or form they will come in, or how long they will last. In light of this, the important thing for businesses is to ensure that teams are supported and have the agility to adjust to changing working environments. You need to prepare your team to work remotely, not just now when the world has to grapple with covid19, but in the future as well.

There is a common misconception that remote work is all about conference calls. While video calls and chats are an important part of getting work done remotely, when we talk about finding tools to support remote teams, we have to look beyond conferencing. Supporting remote working is about team empowerment, and to do this, your company needs to create a tech stack that guarantees team efficiency and effectiveness regardless of their location. Your team needs to feel confident that they don’t have to be office-bound to deliver on business objectives.

In this article, we have compiled a list of 10 ai technology tools that will help your team stay organized, increase efficiency and collaborate better while working remotely.

1. Slack

Slack

Slack is best known for its “channel” approach to managing communication.

The thinking behind channels is that when running projects, it can be difficult to track communication, attachments, and tasks via email. Slack seeks to solve this problem through channels that bring teams together around a common purpose.

Slack organizes work based on projects, topic, or team. This way, anyone in your organization can find how to best contribute by being a part of a channel that supports their role.

The great thing about slack is that it can also incorporate external teams, fostering collaboration with your partners.

Other features include:

  • You can communicate with team members directly on the channel and get instant alignment
  • Save and search messages and files on slack
  • Save time by getting all people in one place
  • Achieve business-critical tasks such as: setting budgets, see budget approval, work on projects, etc.
  • More transparency through public channels, or increased security through private channels
  • Pin messages or documents that you want to call attention to
  • Star channels that are important to you
  • Integrate with other workplace tools like google drive or one drive. You can also connect to CRM tools like JIRA, Salesforce, Zendesk or own software so that you never miss important alerts and notifications
  • Work on the go with slack on mobile

Pricing

Free package

Standard: $6.67

Plus: $12.50

Enterprise grid: contact the sales team

 


2. Microsoft Teams

Microsoft Teams

Microsoft teams help teams to not only communicate instantly while working but also reduce email clutter.

Microsoft Teams is a remote work tool that combines powerful communication capabilities of chat, voice and video, with collaboration capabilities such as document storage and office 365 integration. It can also integrate with third-party software through extensions, making it a must-have for enterprises or large teams.

Key features:

  • Record meetings for future reference and to keep absent members in the loop
  • Pause recordings to answer questions
  • Allow teams to join from anywhere
  • For educational institutions, create a virtual classroom and bring all assignments and files in one place, to collaborate virtually in real-time
  • Have one on one meetings or meet as a group
  • Keep your team connected in the following ways:
    • Use the chat, to have “water cooler” talks with colleagues.
    • Brainstorm on Microsoft whiteboard
    • Have team building through virtual coffees
    • Have fun, encourage teamwork and reward performance through teams

Pricing:

Microsoft teams free: $0

Microsoft 365 business basic: $5/user/mo

Microsoft 365 business standard: $12.50/user/mo

Office 365 E3: $20/user/mo

 


3. Zoom

Zoom

Zoom is a chat, audio and video conferencing app that has become almost synonymous with remote working. It allows people to communicate by joining a zoom meeting or zoom room. Zoom room refers to hardware that allows you to convert your conference rooms to a zoom-meeting.

Despite zoom’s popularity, incidents of “zoom bombing” have raised concerns regarding its level of security particularly for teams that need to safeguard their work. However, as team Zoom maintains that it offers AES 256-bit GCM encryption, you should contact them before purchase, to ensure that their security protocols are aligned to your organization’s requirements.

Zoom has the following features:

  • You can use chat during meetings without interrupting others
  • Hold meetings with large groups of people without compromising call quality
  • Record calls and distributes recordings after your meetings
  • Integrate with your calendar and CRM. Zoom also integrates with slack
  • Control your meetings with host options
  • Stream live on Facebook and YouTube and other proprietary software
  • Get meeting analytics

Pricing

Basic: free

Pro: $14.99/mo/host

Business: $19.99 /mo/host

Enterprise: contact sales

 


4. Google Calendar

Google Calendar

Google Calendar is a calendar, task organizer, appointment setting, and meeting scheduling tool all wrapped in one. It simplifies time management by helping individuals and teams to keep busy days organized. To use google calendar, you need a google account (Gmail address).

Google Calendar has the following features:

  • It allows you to have a remote meeting through google hangouts
  • If you want to know what you have scheduled on specific days, type, or voice search “what’s my calendar” on google search. The results are private
  • You can sync your personal and work calendars into google calendar to get a holistic view of your day
  • Add colleagues’ calendars to your google calendar to enable you to organize meetings with teams. Note: you’ll need to as your colleagues’ permission before you add their calendars.
  • Share attachments when scheduling events
  • Set event reminders and notifications
  • Use drag and drop function to schedule meetings in no time at all
  • Automatically schedule events straight from your email
  • Track projects by adding and monitoring tasks and sub-tasks
  • Send daily agenda via email
  • Embed your calendar into your website so that your clients can book meetings with you

Google calendar can also integrate with most meeting tools including zoom, Aira, Slack, among others. You can also sync your google calendar into your iPhone calendar by enabling that function in your phone settings.

Pricing: free

 


5. Aira

AIRA

Meeting management can be quite tricky without an intelligent tool like AIRA. This state of the art AI technology meeting assistant:

  • Records and transcribes meetings
  • Highlight keywords in meeting notes to make tracking action items and topics easier. Teams can search for notes and action items based on keywords.
  • Organizes actions points and automatically emails them
  • If you have scheduling conflicts, Aira will join meetings for you
  • AIRA syncs with popular calendars like google calendar
  • Has intelligent analytics that allows you to improve future meetings and drive organizational performance

Pricing: Contact team Aira for pricing and demo

 


6. Asana

Asana

Internal systems, intranets, and printouts do not work when it comes to managing projects remotely. Remote project management is best accomplished with a tool like Asana, whose features enable teams to stay organized, communicate and get aligned.

The transition to remote work can create silos, but Asana’s design ensures that teams work and collaborate transparently.

Asana has the following capabilities that make remote project management easy and enjoyable:

  • Get an entire view of project timelines, to keep you on schedule for each task in real-time
  • Easily identify problems in task scheduling and fix dependency conflicts at project start
  • Give everyone visibility to get easier buy-in
  • Adjust aspects of the project as you go and keep everyone appraised of such changes
  • Import spreadsheets into asana to make project tracking simpler
  • Manage team workload to ensure everyone remains productive
  • Manage new project requests through forms, to avoid getting overwhelmed

Pricing:

Basic: $0

Premium: $10.99

Business: $24.99

Enterprise: Contact the team

 


7. Trello

Trello

Trello is also a great project management tool and is a great addition for teams that handle lots of internal projects, such as a software creation company. Agencies that need to work with external clients could also make their work easier with Trello, as they can give visibility of projects to their clients.

One great thing about Trello is its Kanban-based approach to project management, whereby task organization falls under lists, cards and boards.

If you are an agency or run a consultancy, you can create a Trello board, where customers can track progress in areas of interest to them.

Useful features:

  • Simply create a board and invite a team to collaborate
  • Add details to Trello cards, such as attachments, comments or due dates
  • View at a glance, progress on all your tasks
  • Automate to eliminate tedious tasks
  • Sync across all devices so your teams work from anywhere
  • Integrate with the tools that your team already uses

Pricing:

Free: $0

Business-class: $9.99 per user/month

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

 


8. HubSpot

HubSpot

Remote work can result in diminished support for your customers.

Hubspot is a CRM software that will come in handy when you need to ensure that your customers are being contacted and given the support they need. Through HubSpot, you can create a log of your interactions with customers at different touchpoints, and in this way:

  • Address any red flags before they become problems
  • Pursue opportunities that arise during interactions with customers

With HubSpot, you can ensure that customers barely notice a lack of face to face interaction.

But HubSpot isn’t just a tool for customer support. It has powerful marketing capabilities such as lead scoring, email marketing, ad management, etcetera

You can also manage your sales organization from HubSpot by tracking deal pipelines.

Pricing:

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

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

 


9. Zendesk

Zendesk

If your business model is primarily in-person, or if you have a dedicated customer service function,  Zendesk will ensure your customer service team continues to offer uninterrupted support through phone, email, chat and social media.

Zendesk is easy to use and tracks customer queries through a ticketing system.

Other features include:

  • Analytics to track issue response, logging and resolution
  • A full sales suite to help your teams’ close deals. The sales suite is supported by live chat, voice, SMS, and automated email sequences that make deal closing easier.

Pricing:

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

 


10. Unito

unito

You no doubt have a workflow in your company and to achieve your goals, that workflow has to be synergistic. That’s where Unito comes in.

All work processes, including launching a marketing campaign, lead generation, order management, holding meetings, providing customer care, etc., are all one-stop processes. As each of these processes operates within a different function in your organization, you have most likely invested in dedicated tools for each one. This, in itself, could create silos. Silos break down team synergy and transparency.

Unito helps you create complete workflows by interconnecting your various tools. This way, your remote teams can have a smooth flow of information and collaborate transparently with each other.

Pricing (/month):

Personal: $10

Team: $39

Business: $125

Business X: $225

Enterprise: Contact the team

 

Next steps: Explore these ai technology tools

That’s it for now! We urge you to try these tools (some of them have free trial periods that last as long as 2 weeks long), and if you find that they support your way of working, give them a go.

The tools you choose need to support what your company does and how it does it.

  • Do you, for instance, interact a lot? In that case, you should lean more towards investing in the best communication tools.
  • Is your company sales oriented? If yes, invest in tools that will empower sales capabilities.

Happy working!

The Top 5 Traits Of Applied Conversational AI

applied conversational ai

Conversational artificial intelligence technology is still in its fledgling stage, but its business applications are mind-blowing. More than any other form of robotics, chatbots, a form of conversational AI have crossed the Uncanny Valley becoming more human-like than ever.

The Uncanny Valley is a mysterious region that nestles between the synthetic and natural in robotics design. Here, machines, which seem poised to supplant humans, become unappealing and unacceptable as per their level of humanness.

The phenomena coined by Masahiro Mori in 1970, hypothesizes that people develop an emotional sense of discomfort and unease when they encounter robots with an extreme mechanical composition. People prefer human likeness in robots. Watch out though; get too close to perfectly human, and the emotional uncanny valley phenomena steps in. Humans perceive such robots as eerie and discomfiting.


Applied Conversational AIs are comfortably human

The debate about Masahiro Mori’s hypothesis is still raging on, and pundits believe that the bridge across this sentimental rift is made of bots with features that are indistinguishable from humans. Conversational AIs from hobbyists and legacy businesses are building this bridge perfectly.

As an illustration, a few years ago, employees had to put down their names on a schedule on a conference room wall when reserving their places for a meeting. The internet era came by and made scheduling much easier with the digital calendar, allowing meeting members to automatically reserve their seats from the comfort of their desks. Collaboration also became easier across all meeting participants.

Today, with conversational AIs like Aira, you do not need to open any application to pre-engage yourself in a meeting. Virtual meeting assistants like Aira will give you a quick wake up and inquire about your availability for a meeting on a particular Thursday afternoon. The AI will search your company’s database for meeting procedures and processes and share them with employees that require the data.

This technology saves meeting preparation time and energy increasing productivity, collaboration, and smoothens the workflow. The meeting companion Aira for instance can intelligently join your online conferencing meetings, write meeting notes, and transcribe the meeting dialogue for future use.

She will highlight all your key points and share these notes with your meeting members. She integrates with customer relationship management platforms via Zapier and can supply the analytics of your meetings for optimization. The best applied conversational AI have traits such as;


1. Truly conversational

Truly Conversational

Source

Intelligent dialogue is a vital component for any AI and machine-learning platform purposing to stay clear of the Uncanny Valley. Research in dialogue and its patterns is central to the new generation of AI agents. The day’s conversational AI can carry conversations with its users across a wide range of topics.

They can chat with users just as well as people talk to each other and are therefore easy to use an enjoyable as well. Consequently, you can use them for more than song requests or scheduling appointments. They have engaging and coherent responses, can reason, and understand some nuances in conversations.

For this reason, conversational AIs have become crucial to customer experience improvement. Data shows that over 64% of businesses use them to offer personalized customer experience. Close to 70% of chatbot users report positive experiences and half of all millennials that have not encountered conversational AIs, are yearning to use them.

Genuinely conversational AIs are a big hit with this generation of customers because unlike emails, SMS texts, or calls, chatbots can provide instant gratification, a feature that most millennials crave for in customer service. They would rather ask Google or Alexa to read them a manual than asking service personnel for guidance over the phone.

Millennials love chatbots also because they can engage with them in the casual chat tones that they prefer. Consequently, over 83% of consumers say that chatbots are ‘very helpful’ and would make them their primary channels of contacting support.

It is therefore clear that in the future, the customer will seek the services of conversational AIs more than any other customer service process. Some of the notable weaknesses of open domain conversational AIs are their low aptitudes of consistency, empathy, specificity, understanding, and knowledgeability.

Consequently, there is a wide chasm between an intelligent conversation with a bot and a chatbot question answering service. The best AIs are humanlike in conversation understanding user intent and answering questions without ambiguity.

They can use machine-learning technology to learn more about the user and store the information learned for future personalization or context purposes. The best conversational AIs for multinationals are not only deeply conversational but also multi-lingual.


2. Hybrid models

Hybrid models

Source

Have you ever wondered how chatbots work? Well, here is a compressed low-down on the history of the conversational AI and why the hybrid AI is the ideal conversational AI. The history of chatbot technology is decades old, with the 1950 Turing Test laying the first block laid towards the development of conversational AIs.

More than a decade later, ELIZA by MIT’s Joseph Weizenbaum came by, utilizing natural language processing features for speech capabilities. All that ELIZA had to do was substitute people’s words into scripts, and then feed the scripts back to people to hold a conversation.

One of the most outstanding chatbots of the past is Elbot, whose cheekiness, wit, and sarcasm in 2000 came to the fore via the use of artificial intelligence and natural language processing. Since then, conversational AIs like Mitsiku and IBM Watson has been born. Nonetheless, few of these chatbots have had more popularity than the hybrid Siri, Google Now, Alexa, Cortana, and Facebook Chatbots, that all came into the market in the last decade.

Conversational AIs in the past were either machine learning models or purely linguistic. Purely linguistic bots like ELIZA need human conversations to create speech, responses, and rules. Understanding human language is a complex task for machines because conversations have nuances and subtleties that are difficult to recreate artificially.

This is the reason why hybrid AIs utilizes artificial intelligence and machine as well to mimic human abilities. AI and machine learning conversational bots harness massive amounts of training data curated for their learning. A hybrid AI and linguistic bots use natural language processing, understanding, and generation to deliver not only personalized experiences but also apt pre-scripted responses.

These hybrid chatbots can utilize your back-end systems, data repositories, and third party databases to create responses. These AIs are therefore optimizable and will deliver the perfect personality and response as per your business’s objectives.


3. Cross-platform capability

Cross-platform capabilityCross-platform capability

The best conversational AIs should prioritize your business’s opportunities, goals, strategy, and vision. The AI should demonstrate value and minimize risk by working within your ecosystem. Data shows that by 2024, the conversational AI will redefine the user experience, becoming the new customer touchpoint in the place of the website.

The technology will operate over 50% of the customer touches augmenting it with speech, computer vision, augmented and virtual reality, and computer vision. These bots will infiltrate every aspect of day-to-day and business life. Consequently, these tools have to easily integrate with your existing business framework and any other future devices and technology.

By utilizing AIs that can integrate with your business systems, you will save your business the costs of adopting new systems for AI use. The technology in use should support all its users across devices seamlessly to increase user engagement and satisfaction. Intelligent meeting assistants like Aira for instance, integrate with customer relationship management platforms via Zapier.


4. Analytics and data ownership features

Analytics and data ownership features

Do you know that by 2020, over 70% of all white collars employees will be in constant contact with a conversational AI? In two years, between 75% to 90% of all customer queries will be in the hands of customer service chatbots.  Consequently, different business sectors like banking are utilizing chatbots like Widiba for customer service improvement.

Automotive businesses like Škoda, utilize Laura the AI to enhance the customer journey. The amount of data that these service bots can collect over time is unfathomable. The information that they collect is also invaluable for business.

The data collected by these bots can be analyzed for actionable business insights. Your conversational AI of choice should, therefore, offer data protection, ownership, and analytics as part of the package.


5. Enterprise-level AIs

Enterprise-level AIs

Too often business purchase technology devoid of enterprise features. Most open-source conversational AIs rarely have the needs of business enterprises in mind. As an illustration, you will not find any user role management features or version control in non-enterprise chatbots.

There are no collaboration options or development and integration tools. Like Aira that has a robust system of service upgrades for productivity enhancement, choose AI tools that offer control and other robust business options, plus a proven success model.


Conclusion

Some other very useful traits of the best AI tools include personalization for recommendations and accuracy and control to prevent misuse or abuse of tools. Use conversational AIs also that offer brand differentiation features, to enhance visual brand personality and identity. The best AI tools utilize proven technology and have real-life applications.

How To Conduct The Most Productive Online Sales Meeting With Aira

online sales meetings

Having a productive online sales meeting is vital for generating sales. This is especially so now, where the isolation-related stress wrought on by the COVID19 pandemic can make it is difficult for salespeople to feel excited about work.

In this article, we will discuss how AIRA can help your team remain productive during their online sales meetings. AIRA is an AI-enabled meeting tool that works by making meetings efficient. With prior planning and stress-free preparation, salespeople can begin looking forward to their online sales meetings and also be productive while in attendance. We will show you to make this happen with AIRA.


What are the prerequisites for a productive meeting?

Before we go into how AIRA can help make your online sales meetings productive, let’s first consider the makings of a successful meeting. What do you need to have a productive meeting?

An agenda

A meeting agenda tells participants what to expect from a meeting. That is:

  • Why they are meeting. e.g, what will they discuss? You can arrange this in topics, designate speakers and allot them time so that they prepare ahead of time
  • The expected outcome of the meeting

Always send your meeting invites a few days prior, and call attention to any preparation by key speakers.

A meeting agenda sets the tone of any meeting. The great thing about AIRA is that because it assigns action points after the meeting, it sets the tone for future meetings, ensuring that action-tracking becomes a continuous agenda until goals are accomplished. In addition, AIRA’s keywords feature ensures that future meetings can be grouped around a specific action or task.

Adding Value

A meeting should add value to its participants by:

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

Team participation

People own the results of a meeting when they participate actively. A high level of participation begins with inviting the relevant people to a meeting.

Consistency

Meeting recurrence should be kept regularly to ensure that sales performance is analyzed constantly. Recurrences block off certain days or hours of the week. This keeps your team on a routine and gives them a strict timeframe within which to complete tasks.

As Aira is AI, it can quickly analyze people’s calendars and then select a meeting time that suits everyone. This ensures a higher level of attendance.


The benefits of using AIRA for conducting productive online sales meetings

Aira

Stress-free operation

A survey conducted among 1000 workers across 4 European countries found that 90% of employees show signs of stress when faced with new or troublesome technology during meetings.

Employees also waste a lot of time troubleshooting, prior or during the meeting, either:

  • Trying to fix the problem (66%)
  • Coordinating with IT support to fix the problem (50%)
  • Preparing handouts as plan B (50%)
  • 15% of those surveyed even said that they postpone meetings until the technical problem can be resolved.

As remote working became the new normal for everyone, people have had to learn technology almost overnight and use it to run every aspect of the business. In addition to the stress of facing possible job cuts, due to shrining business prospects, having technology that is hard to understand and operate can push workers to the edge.

AIRA is pretty much plugged and play, and this ensures stress-free meetings in the following ways:

It’s easy to set up and use

Anyone can use Aira, even with little to no technical know-how. It’s also very integrative, and most of these processes are automatic and require little to no setup.

Some characteristics that denote AIRA’s ease of use include:

  • It integrates with your calendar, so you don’t need to do that yourself
  • Its interface is intuitive, hence user-friendly
  • It integrates well with meeting room equipment

Salespeople can use Aira while on the move, by dialing in from their mobile phones

Ensuring meeting relevance

One of the biggest time wasters for employees in any organization is attending meetings that aren’t necessary or relevant. Additionally, once in the meeting room, it is easy to get diverted and have meetings that aren’t productive. To ensure meeting relevance, Aira:

  • Invites the right people
  • Sets meeting goals and objectives beforehand
  • Keeps track of meeting time and ensures that you get the most from your allotted time
  • Records and transcribes meeting action points, which keeps subsequent meetings on the topic
  • Makes use of keywords so that salespeople and other team members can follow up based on topics that are most relevant to them

Voice AI leaves attendants free to concentrate on meeting agenda

Taking meeting notes can waste time during meetings if people have to pause to accommodate the slower speed of manual note-taking. Participants also have to contend with interruptions when asked to rephrase or restate a point. All these factors can cause meeting participants to lose concentration and deviate from the meeting agenda.

With AIRA, meeting attendants don’t have to worry about missing a point. This is because AIRA automatically records meeting notes, and then transcribes them.

In addition, eliminating note-taking tasks means that meeting participants can concentrate on developing ideas and furthering the meeting agenda.

Reduce monotonous tasks

Imagine if you have to schedule meetings every week and each time, your tools fail. You would then have to spend a lot of time on manual meeting management and this would leave you little time to be productive in other areas.

One study found that an organization can lose up to 47,000 hours of total employee time per year, just on meeting scheduling.

Hubspot study on employee productivity

Meeting management can interfere with employee productivity (source: Hubspot)

When meeting organization and management becomes routine, having an AI tool such as Aira to handle such tasks leaves you free to focus on other important matters.


Final words

Meeting tools should enhance how you conduct meetings by improving attention, enhancing collaboration and promoting accountability. Aira does this and more, by taking the stress out of meeting management to guarantee productive online sales meetings.

Now Generate Precise AI Meeting Notes With Aira Like A Pro

AI Meeting Notes

AIRA is a voice AI platform that records meetings and automatically transcribes them.

  • This saves times spent taking minutes
  • Opens your time so you can do other things that require your attention currently
  • Makes it possible for you to go through notes later and action them
  • The transcriptions are stored in one place so you can access, refer and analyze them easier

Generating precise meeting notes begins with joining the right meeting. The beauty of AIRA in accomplishing precision is in the simple approach on which the app’s workflow is based. The whole process, from app installation to meeting attendance, minute taking, and finally sending out emails, is designed to guide AIRA to give accurate results. For instance:

  • Calendar auto-sync: Assuming it’s your first time to log into AIRA, it will sync with your calendar and show you all the details of every meeting you have on that day. If you have a meeting or meetings on any day, those meetings reflect within AIRA. This process happens automatically, hence eliminates errors.
  • Auto join: Once you have turned the auto-join function on, Aira will autojoin each meeting at the appointed time. AIRA then attends meetings on your behalf if you can’t, takes meeting notes for you whether or not you are present for a meeting, and then ensures you get the notes from that meeting via mail.
  • AIRA keeps both the recording and the transcript of the meeting for your reference, and all this information is saved in one place. In addition, keywords are generated to make it easier to refer to points of interest. This gives you multiple resources to refer to, should you want to fact check something that was said during the meeting.

With that said, to further understand how AIRA generates precise AI meeting notes, we have to dissect how AI apps work.

The machine learning process for ensuring voice AI accuracy for AI meeting notes

AIRA is an AI voice assistant app, meaning that it works by automatically recognizing speech.

AI voice apps are programmed through a machine learning process, whereby they are trained and tested on their ability to recognize phonemes (a unit of human speech measurement).

The training process usually involves using transcripts from earlier recorded speech to better gauge how well the AI links the spoken word and the transcribed text. This process guarantees highly accurate and precise transcriptions.

Some AI applications also use word decoding, whereby full words are used in the training process. However, Automatic speech recognition is the end goal of any voice AI, regardless of the software used.

The training process  for AI voice apps follows these general steps:

  • Audio is captured through a microphone
  • The waveforms are then put through a 3-step acoustic analysis process, that involves:
  • Acoustic modeling. This analyzes phonemes and the words formed when those phonemes are complete
  • Pronunciation modeling. This analyzes pronunciations and other aspects such as accents that cause variabilities in speech
  • Language modeling. This involves contextual analysis
  • The data from the acoustic analysis is then decoded into text

This entire analysis is carried out by AI to eliminate errors.  Furthermore, as machine learning involves repetitive training processes, any AI voice app that goes through this rigorous creation process guarantees more accurate voice recognition results.

We have already mentioned above that speech to text involves decoding the data from the acoustic analysis. This process as well, needs to be very accurate.

Bottom line

The thinking behind voice apps is speed, convenience and efficiency. But as you strive to bring these qualities to your business, the voice app company you choose to partner with is just as crucially important.

Minutes represent important discussions and decisions for your company. They are how you conduct business. If you cannot trust your AI meeting note-taking app to do a good job, this could cost you your business. A parting note from us, therefore, is that you sign up for a demo of AIRA and experience a whole new easy and efficient way to conduct meetings.

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

machine learning algorithms and ai

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

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

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

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

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

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

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


What is Machine Learning Algorithms and AI?

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

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

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

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

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


1. Meeting scheduling

meeting scheduling

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

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

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

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

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

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


2. Time management

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

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

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

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

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


3. Enhancing collaboration

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

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

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

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

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

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


4. Accurate minute taking

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

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

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

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

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

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

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

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

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


5. Handling after the meeting procedures

Handling after the meeting procedures

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

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

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

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

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


Conclusion

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

Why AIRA Is The Best Meeting Minutes App For You

best meeting minutes app

A meeting minutes app is an essential part of running a business efficiently. But though there are many meeting minutes apps out there, not all of them will do what they promise. Testing one app after another to find the right one will waste your valuable time and is therefore not a sustainable approach for finding apps if you are busy running a business.

If you have been searching for the best meeting minutes app, your journey ends here because in this post, we will tell you why we think AIRA, an AI-powered best meeting minutes app, is the best, and why recommend that you sign up for a demo.

Signup for a Demo Here

Why you should manage your meetings and take minutes with AIRA

AIRA isn’t just a tool for taking minutes, but a complete meeting and calendar management tool. We recommend AIRA simply because it does what it promises, and that promise is backed by its great features which include:

1. Calendar sync

Calendar sync

AIRA syncs into your personal organization tools such as google mail and Microsoft 365, allowing you to use those tools more robustly.

Immediately you log into AIRA, it automatically picks up your calendar details. In the image below, notice the dots on the specific days. They represent all the meetings that are scheduled to take place on those days.

The list view on the top right hand corner of the calendar allows you toggle your meetings lists on and off.

While the auto-join function in the list view makes it easy for you to join meetings on AIRA directly from your calendar.

Calendar syncing prevents double booking, because whenever there’s a new meeting scheduled, it is automatically added to your calendar. Calendar sync also ensures that you attend all meetings on time as you will never miss a notification.

If you have indicated your availability times on your calendar but so happen to schedule a meeting during such times, they change to reflect you are busy, allowing others around you to manage their expectations.


2. Note sharing

Note sharing

Aira automatically records and transcribes meetings discussions.

The “Meeting notes” section in AIRA is where all notes are generated and posted at the end of every meeting. If you click on an item in the meeting notes list, it will show the transcript of the meeting discussion.

Next to the transcript is a voice recording and keywords from the meeting. Clicking on a keyword highlights the part in the transcript where that word was discussed. This saves a lot of time and effort that you would otherwise have had to use scanning an entire document to find what you are looking for.

Try AIRA for Free

3. Join all meetings: In-person, virtually, on the move

Aira joins online meeting

Aira is designed to join all meetings, whether or not you are available. If in transit, you can use your mobile phone to connect.  A call to your number automatically allows you to start the meeting.

AIRA has an “auto-mail” function that allows you to send meeting notes (recordings, transcripts, action items and meeting keywords) to attendees. So after every meeting, everyone will receive all discussions from the meeting, regardless of their location.


4. Action items: Edit action items and share instantly with the team

During the meeting, you can actually tell AIRA to take note of action items. Those action items will then appear under the “action items” section under the “meeting notes” tab. This helps everyone who attended or didn’t attend, to update themselves on “next steps”.

If you have enabled the auto-mail function, AIRA will automatically email all the meeting details to attendees. You can also send the email manually from within AIRA.


5. Informative and actionable analytics

Informative and actionable analytics

Meeting analytics give you a chance to optimize future meetings for maximum benefits to your sales pipeline.

AIRA has an analytics feature that gives you details such as number of meetings per week or month, and number of meeting notes taken.

If you want to refer to a specific meeting, you can look up the details in the “my meetings” section, where you can call up the transcripts from that meeting,


6. Integrates your CRM using Zapier

Zapier allows apps to be integrated into a business, creating automated workflows. Automation saves time, improves visibility, creates transparency and eases the workload.

Integrating a meeting minutes tool like AIRA into your CRM creates endless opportunities for growing your business. For instance, after a meeting, all team members will see meeting notes and execute on their areas.

  • Marketing teams can activate a campaign based on action points and keywords generated from your meeting
  • Sales teams can set up a demo with the client, or upsell
  • IT support can immediately fix user problems

Integration also improves customer perception, as customers will see you as efficient. If you had a meeting with a customer, they will receive minutes and action points immediately, and this boosts their confidence about your efficiency.


7. Support

An app can be great and do everything it promises, without customer support, that experience can be greatly diminished. App upgrades are also important when deciding whether to sign up for an app because, without upgrades, app functions will not work.

The team at AIRA is always working to upgrade the meeting app to make it serve you more effectively and productively.


What next?

AIRA makes life simpler by taking away the hustle of meeting organization and coordination. So, if you are still running meetings the old fashioned, inefficient way, making AIRA part of your tech stack will improve how you run meetings and take meeting minutes.

Getting started with AIRA is easy using your outlook or google email. AIRA also works with any web conferencing bridge. But before you get started, watch this demo video and also book an appointment with someone from TEAM AIRA.

Now Watch How AIRA Works!

How Various Machine Learning Models Make a Successful Web Conferencing Platform

machine learning models

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

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

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

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


Machine Learning in the Workplace

Machine Learning in the Workplace

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

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

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


Types of Machine Learning Models

Types of Machine Learning Models

a) Supervised Learning

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

b) Unsupervised Learning

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

c) Other Variations

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


How Does Machine Learning Enhance Web Conferencing and Workflow?

Machine Learning Enhance Web Conferencing

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

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

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

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

The use of machine learning models assists in:

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

  • Connecting scheduling apps to the most ideal meeting venues

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


Benefits of Using Machine Learning Models in Web Conferencing

Benefits of Using Machine Learning Models

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

Machine learning models help to provide:

1. Intelligent Meetings Tools

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

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

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

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

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

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

3. Strict Privacy Regulations

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

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

4. Increased Employee Responsiveness

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

5. Replacing Cumbersome Workflows with Automated Chatbots

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

6. Trust and Collaboration

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

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


What You Need For Successful Web Conferencing

Successful Web Conferencing

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

1. Ease of Use

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

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

2. High Security Levels

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

3. Multiple and Advanced Features

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

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


Conclusion

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

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

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

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

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