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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.

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!

How to Extract Meeting Minutes from Your Zoom Meetings with AIRA

extract zoom meeting minutes

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

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

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

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

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

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


 

Why should extract Zoom meeting minutes with Aira?

extract meeting minutes with aira

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

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

Some other minute writing option procedures during Zoom meetings include;

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

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

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


 

How to extract your meeting’s notes with Aira?

Aira

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

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

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

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

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

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

 

Conclusion

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

10 Tips to Run Great Virtual Meetings

virtual meetings

Virtual meetings are becoming more acceptable. Ever since countries started locking down their borders due to the threat of covid19, companies have had to embrace the idea of conducting their operations digitally. Virtual meetings are now the order of the day, and we have many innovative tools rising to meet this demand. Whether you want to hold a team meeting, pitch a customer, conduct a demo, host a training session, or even run an industry conference, an AI-led tool like Aira is a worthwhile asset to have.

Why virtual meetings?

It is undeniable that face to face meetings introduce the human touch to doing business. Virtual meetings have been evolving towards providing the same experience, and this is evidenced by:

As such, technology is taking over the bulk of the work involved in meeting management. For instance, Aira will attend meetings for you, take meeting notes and email them. In addition, because of Aira’s integrative ability with your CRM, your meeting discussions, files, minutes and action points, become part of your entire team’s workflow.

Benefits of holding virtual meetings include:

  • Virtual meetings are inexpensive because they eliminate the cost of travel
  • You save time and energy whenever you hold your meetings virtually because you don’t need to go anywhere. Time spent on the road or up in the air, is then allocated to activities that have more strategic importance.
  • There is also the added comfort of a virtual meeting; you can hold one from anywhere. In other words, when you go virtual, you give your team the freedom to work from anywhere.

 


How can you run a great virtual meeting?

great virtual meetings

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

Before the-meeting

1.      Ensure video works

When choosing your conferencing tools, ensure you get one that offers an excellent video experience. Video increases engagement and interaction because participants can observe each other’s responses to discussions. Video also tells you when people start to lose attention. You can then respond appropriately, by for instance calling for a break.

2.      Send the meeting agenda in advance

This gives your team time to process what the meeting will mean to them. Participants will also:

  • Think ahead
  • Come up with ideas

Note: Before you send a meeting agenda, you need to choose a date that guarantees maximum attendance. As much as a tool like Aira can attend a meeting and send minutes of meeting when a participant is absent, having everyone “present” creates more engagement.

3.      Set the meeting tone

Do you want people to respect your meetings and take them seriously? Then set the tone. An agenda is one way to do it, but also drumming up support for key areas of discussion helps people anticipate real value coming out of the meeting.

4.      Minimize the number of meetings you hold

A great thing about sending out agenda items is that they help you gauge whether you even need a meeting in the first place. When your team and clients see the meeting agenda, they will comment and based on those comments, you can take the requisite actions.

There is no need to hold meetings if the team doesn’t agree that the issues being discussed do not hold any business value.

5.      Do your homework

A day after sending out the agenda, reach out to individual members to get their opinions. Build on that opinion or use it to bolster your own point of view. When you obtain information in advance,

  • You “sit” with that information and find the interconnectedness in opinions
  • You get to define where an idea starts and stops, or where offshoots of new ideas begin to crop up
  • You get a deeper understanding of team pain points, explore their impact, then craft solutions for them or start a whole new discussion around them
  • You can create a powerful presentation that will keep everyone gripped during your meeting.

Note: when you reach out to people individually, it shows that you value their opinion. This can only benefit your team.

 

During the meeting

The meeting has now started. You should have a good turnout if you prepared. So how do you now ensure that your meeting runs successfully?

6.      Let the team get comfortable with each other

If you are meeting with few participants, let them introduce themselves.

  • An introduction session is a great way to set the tone
  • Introductions also get people to talk about their pain points

7.      Encourage collaboration

You have already established the pain points or challenges from individual group members. Form your discussions around these challenges. Give team members an opportunity to brainstorm and generate ideas around those challenges.

This way:

  • Everyone in the team takes ownership of the problem and becomes excited to take part in solving it
  • It’s easier to gauge level of expertise and figure out how to apportion action points or group people into project teams

8.      Establish meeting rules

For instance:

  • Turn your phones off, and do not “check out” until the meeting is over.
  • Do not interrupt when someone is talking
  • Mind your language and have respect for all meeting attendants
  • Allow everyone’s input. Every participant should “raise their hand” and contribute their point of view

9.      Keep everyone engaged

A great way to keep people engaged during virtual meetings is to call on them and give them tasks to be conducted after the meeting, or occasionally direct questions at them. At certain times during the meetings, stop and randomly ask a member for their input.

After the meeting

10.   Send meeting notes

A great meeting tool takes meeting notes for you and thankfully, Aira does just that. After the meeting, Aira will automatically mail the action points or participants can simply log into the tool to access minutes and more.


Conclusion

It’s okay to allow people to disagree. This happens often in physical office settings, and you should also accommodate it in a virtual space. Before you end your meeting, allow people to have an informal discussion session where they express what they would do differently.

Happy meeting!

What Is The Right Way To Start A Meeting?

right way to start a meeting

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

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

Informing participants of the meeting’s purpose and outcome

Informing meeting participants

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

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

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

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


Empower the meeting participants

empower meeting participants

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

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

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

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

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


Restate your meeting’s ground rules

meeting's ground rules

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

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


Conclusion

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

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.

With These 5 Ways AIRA Makes Your Sales Meeting Successful

sales meeting

Sales are the lifeline of any business. Consequently, businesses are always searching for the best sales-boosting techniques. When sales are stagnating and the sales performance needs improvement, the sales manager needs to optimize their organization’s sales pipeline.

The most practical method of improving a sales pipeline is through a thorough review of the sales processes. The sales manager needs to examine all the sales undertakings from the sales admin and perform the necessary follow up.

Consequently, 72% of all successful sales managers will hold their sales pipeline review meetings a few times each month. Why? Over 63% of them feel that there is a lot of improvement in legroom in sales pipeline management.

Beyond sales channel shortcomings, sales managers are also, facing massive sales forecast accuracy challenges. The executive is under immense pressure to locate the heartbeat of their brands and their win rates. It is only 46.9% of all forecasted deals that close in a win and on time due to the immense collaboration efforts required to make a stellar sales prediction.


Why businesses need sales meetings

Such processes require a team effort between the revenue, product mix, sales, and marketing executives. Since board members and shareholders do not like surprises but appreciate well a well-managed and controlled sales performance, collaboration meetings between executives that highlight any sales challenges are a necessity.

Such meetings allow an analysis of forecast accuracy in detail, which will bring forth the business’s negotiating, personnel, or sales problem. When the sales teams deal with these snags, the company will have better forecast accuracy outcomes.

Sales meetings are therefore necessary for businesses that need to improve their revenue collection and forecast processes. Some benefits of productive sales meetings include;

  • Improved sales processes
  • Better sales forecast results
  • Ample sales strategies analysis opportunities
  • Enhanced sales resource allocation and management
  • Efficient progress reviews
  • Better mapping of sales targets

5 ways Aira makes your sales meeting more effective

While sales meetings are paramount for the improvement of sales strategies, it is only 53% of company employees that term them as productive. Many account executives and sales reps cite lack of engagement, meeting mismanagement, and a lack of agenda as challenges to a productive sales meeting. Fortunately, we are now living in a digital and connected world, meaning that sales teams have access to massive sales improvement data. They are not only finding it easier to obtain sales channel improvement information but are also now more accountable for the progress, follow-up, and results of the steps taken.

The use of AI meeting tools can also assist in the implementation of productive sales meeting practices. Virtual meeting assistant tools like Aira are powered by artificial intelligence technology and are the perfect sales meeting assistants.

Aira will step in into your sales meeting, make notes, and share them with the rest of the sales team for follow up, enhancing collaboration between all the stakeholders. This state of the art AI tool can join web conferencing calls and transcribe all the dialogue between members, highlighting every key action for future follow up.

Some of Aira’s most useful features include her ability to schedule meetings and synchronize all your schedules with Google Mail or Microsoft 365. She also integrates perfectly with customer relationship management platforms via Zapier.

At the end of each meeting, Aira will also provide the meeting chairperson with the meeting’s analytics and highlight areas that require improvement to ensure that your meeting’s agenda is optimized. Some of the challenges that Aira can streamline in sales meetings include;

1. Meeting scheduling

aira meeting scheduling

Many challenges face the meeting convener which include time, technology, venue, and convenience restrictions. As an illustration, when scheduling meetings you have to ensure that the meeting time is perfectly slotted such that the members are undistracted before the commencement of the meeting.

The meeting time has to be convenient for every attendee to ensure that every member stays put until the final topic has is wrapped up. Scheduling the perfect meeting time can be a challenge for sales teams that tend to veer off the agenda.

The AI meeting can solve this challenge. Feed Aira with your meeting’s agenda and topics and she will distribute the meeting time adequately to ensure that it complements the rhythm of your office.

She will contact every meeting participant beforehand to gauge his or her availability and to understand what the best meeting hours are. She will handle all the cancellations, rescheduling, and communication duties to ensure that all decision-makers arrive at the meeting ready to give it their full attention.

AI tools can additionally schedule a time for technical challenge troubleshooting and share all the required meeting passwords and links with all participants in advance, should you decide to hold an online meeting.

You can, for instance, use an AI tool to research and share informational videos that educate all members beforehand on the use of new meeting technology. This ensures that all prior app downloads are made and that all participants are familiar with technology to ensure that the meeting flows smoothly.

2. Taking meeting notes

The manual taking of meeting notes is one of the most tedious bits of a sales meeting. The sales pipeline or forecast improvement meeting will have tons of data to consider and mull over. Topics might switch without warning and a discussion with more than one participant will turn into a highly convoluted discussion.

Topics about lead follow-up, lead generation, and monitoring will have tons of numerical data accompanying it, which makes it challenging to take note of manually. The minute-taker is therefore often in a difficult situation, where they have to personally gauge what are the most pertinent issues to take note of in a meeting.

This situation could force them to expunge some discussions that are irrelevant to the agenda since they cannot transcribe the full meeting discussions by hand. When a minute taker is also part of the meeting and has knowledge that will enhance the discussion, minute taking will curtail their contribution.

Thirdly, manual minute writing can also be very difficult to manage when a meeting is poorly chaired. If the moderator cannot steer the meeting towards objectivity and productivity, the minute taker will need to keep cueing the chair to take control of the meeting, and mute side conversations. This makes the minute writer’s task even more challenging.

AI meeting assistants like Aira can ease the sales meeting minute-taking process. Aira has AI-powered note-making and listening features that will automatically take fantastic meeting notes. You can rely on Aira to take your notes and leave all participants free to deeply share on the agenda.

This virtual meeting assistant will transcribe all the meeting’s dialogue to ensure that all the critical topic deliberations are saved for future reference. She will also analyze the engagement and behavior of your participants to highlight areas that need communication improvement steps in the future.

Best of all, unlike manual minute takers that ran out of paper, Aira will keep writing until the meeting is adjourned.

3. Increasing meeting engagement

One major source of boredom in sales meetings is a lack of diversity in presenters and media. No one wants to listen in to numbers from the same manager for the umpteenth time. Sales meetings can also become less engaging over time. If all you have at hand are plain printed text and numbers as handouts, the meeting will have the aura of classroom boredom, especially if the topic is repetitive.

You can utilize AI tools to add interactive content and data to your meetings. This strategy will table your topic engagingly and uniquely. Use AI tools to add worksheets or polls to your meting and increase collaboration. Assign revolving meeting host duties via Aira also to add some energy and freshness to your meetings.

4. Increasing the meeting’s actionability

Increasing meeting actionability

If you have ever attended a meeting and wondered what its agenda was, then you were invited to an ill-prepared meeting. The sales meeting’s agenda was either nonexistent or weak meaning that the conversions were also pointless.

Unproductive meetings are a huge expense to a company. The average employee will attend close to 62 meetings each month, meaning that they will spend close to 40% of their work hours in meetings. To ensure that this time is utilized most profitability, these meetings have to be deeply researched and prepared in advance.

Aira will not only handle the meeting’s scheduling task but will help you set your meeting’s agenda. She will quickly provide access to old meeting notes and deliberations to help your design an agenda. She will also share the agenda and topics with all participants beforehand to ensure a productive sales meeting from prepared participants.

5. Keeping the meeting on track

One common meeting complaint is that they eat up too much work time. An employee that has to attend to their deadlines, quotas, and calls will appreciate Aira’s ability to organize and streamline the progress of your sales meeting.

AI tools can monitor time limits to ensure equal participation for all members. For online meetings, she will also make room for comments, reactions, and questions to ensure that the meeting is not distracted by side discussions.


Conclusion

Aira is the to-go-to meeting companion for sales teams, managers, and functions. Delegate your meeting task to her capable AI ability and she will ensure top-notch productivity in your sales meetings, by enhancing collaboration, engagement, and actionability.

AI Transcription vs Human Transcription: Who Wins The Battle?

ai transcription vs human transcription

Transcription is a very important part of everyday life for:  

  • Professionals from all walks of life, whose days are packed with meetings.
  • Those meetings on the go. A transcript from a meeting management software like Aira will ensure that you don’t miss important details from your meeting.
  • Journalists, who hold interviews and have to meet reporting deadlines
  • Students, who are constantly struggling with coursework, research and exam deadlines
  • People who have hearing challenges. Transcriptions are also useful for those who have a hearing impairment.

The ability to transform audio files into text for all these groups of people makes text editable, organizable in a manner that makes sense to those who use it, and more accessible for those who prefer to read instead of consume video or audio content. This is the case especially for meetings, whereby meeting minutes are best accessed via text.

Text files make it easy for people to peruse and see all details of a meeting at a glance, including action items and assigned tasks.


The differentiation: AI transcription vs human transcription?

The choice between AI transcription vs human transcription comes down to 2 things:

  • Accuracy
  • Cost vs time

1. Accuracy

A transcription is considered accurate if:

  • It has no spelling errors
  • The language is clear and the text captures nuances
  • The meaning conveyed is what was relayed in the audio, both in weight and accuracy

Manual transcription is usually done by people who listen to a file, then type what they hear. One of the main use cases for manual transcription is when dealing with people with foreign accents, a lot of background noise or where there are multiple speakers in the audio. In addition, some companies typically use human transcription only. For example, film production, legal firms, research companies and academia. These industries prefer to use humans because of their high accuracy level.

Since humans understand nuanced language, the accuracy levels for transcriptions done manually by humans are higher than those done by AI.

That said, a greater understanding of machine learning has led to the growth of sophisticated digital assistants such as Siri and Alexa, which are great for everyday personal use. There are also new services such as Aira, which are more useful in a business setting and will handle everything from meeting scheduling to transcribing meeting notes and emailing them.

The main drawback of AI is that as compared to human beings, AI needs to learn first, so that it can perform with human precision. You could argue that the same might also apply to humans; we do after all need to learn everything first. But while AI might learn spoken words and even self-correct with repeated learning, AI still has difficultly recognizing nuances in language and making accurate translations where slang is us2ed.

2. Cost vs time

The cost of transcription services is a lot lower when using AI. The cost of human transcribers can range anywhere from $40 to $200 per hour. That is very costly when you regularly have to work with a lot of audio files. Not to mention, there are additional costs depending on factors like accent, turn-around-time, accuracy levels and audio quality.

During economic recessions when cost cutting is the order of the day, manual transcription can burn a hole in your pocket and prove to be unsustainable in the long run.

In addition to costing higher, human transcribers do take a longer time to work through a file. It takes a human transcriber roughly 5 hours to transcribe a video or audio file. As such, manual transcription services may not meet expected deadlines, and this might disappoint you if you are working with tight deadlines.


Which transcription service should you choose? AI or human?

Ai or human transcription

The choice between manual vs AI transcription comes down to a few things, some of which include:

What do you need to transcribe?

Human transcription is especially useful for big projects such as market research, survey studies, product launches among other sensitive projects. Such projects require such a high rate of accuracy, that it is necessary to use human transcribers.

However, if your company can invest in an editor, then you can still use a mix of AI transcription services and a human editor even for such projects.

Accuracy

As discussed above, the higher the accuracy of your output, the better. Some software, particularly free software, can have low accuracy levels. Depending on the transcription software you use, accuracy levels may fall below the accepted 80% accuracy level.

What is the deadline for the transcription?

Companies that use AI usually do so:

  • When they need the transcript immediately,
  • When they need a rough draft that an editor can work with,
  • If the audio equipment is clear and can filter background noise

Even where deadlines are not strict, transcribing using AI is still a preferable option because it opens up your time to do other work. If you can get through your tasks faster, then AI makes all the sense in the world.

How much work do you need to transcribe?

Humans lack the ability for real-time transcription especially when working with large files. AI can do it in a matter of minutes. When time is of the essence, it’s better to use AI but note that before you share those files, you need to review them.

How much budget are you working with?

AI transcription is a lot more economical as compared to human transcribers. Even where human editing will be needed, having an AI transcript will still save you money because your editor would not need to start from scratch. 

Is the speech nuanced?

Nuances in spoken language can pose a challenge for AI transcribers, leading to inaccurate transcriptions. However, note that after AI learns, it becomes better at interpreting nuanced language.


Should you do your audio transcription yourself?

You may want to do the transcription yourself if you are concerned about cost or where you feel you are the only person who can do it right. While this is certainly doable, there are downsides to this approach:

  • Transcribing is time consuming
  • You’re likely to make mistakes if you are not a professional transcriptionist

You also have to invest in a lot of tools if you have to do the transcription yourself. For example:

Foot Pedal

A foot pedal allows you to use your foot for operations such as play, pause and rewind. This leaves your hands free to type.

Headphones

Audio files usually include words and other background noises such as clanking keyboards, human sounds, pauses, etc. All this noise is captured in a transcription file, along with the words said. A pair of high quality noise-cancelling headphones will ensure that you get clear audio and thereby limit the number of times you have to rewind and relisten.

Chair

A comfortable, and preferably ergonomic chair will make the time you spend transcribing more enjoyable. A good chair should support your back, make you sit in a good posture and eliminate muscle fatigue. Your chair should also support blood circulation.


Bottom line

As you can see, the choice between AI and human transcription really depends on what your priorities are and the nature of your work. When using meeting AI for example, scheduling conflict can simply be resolved by having an AI meeting assistant attend a meeting for you. In the end, most people usually go for a hybrid mix of AI and human transcribers, as both complement each other.

Whatever the case, whether you choose manual or AI, you will get more success with paid transcription services. This is because paid services come with more editing tools and higher accuracy levels as compared to free services.  

Image credits: unsplash.com, pixabay.com

Get Ready To Create Automated Meeting Minutes Using A Virtual Assistant

Best Meeting Minutes

Try to imagine life without timekeeping. An impossible task, inst it? Like Mitch Albom wrote in The Timekeeper, man measures time and chimes the hour. We live by our calendars, schedule, and appointments. Time is so important that we equate it to money. If you save on time, then you will save money.

Your time equals money because work or productivity takes time. The average startup owner can find himself or herself in a time management fix when trying to balance their business’s management and operations administration needs. The small business owner is quite often the manager, marketer, human resources director, and accountant.

This entrepreneur barely has any time to breathe let alone grow in their passion. To make better use of time, young business owners need to hire assistants. Unfortunately, a dedicated full-time assistant is a luxury that few small businesses can afford.

Nevertheless, virtual assistants (VA) are available online that can help in business time management. The rise of the VA has gained traction, with countries that have high levels of English literacy like India and the Philippines forming the core of the VA industry.


Who is a virtual assistant?

Source

The virtual assistant can be human or artificial intelligence (AI) technology-based. Both the digital human and AI work in design, marketing, social media management, and other spheres of business, providing easy to access support to businesses in different niches. The VA industry is so crucial to business operations that according to Gartner Research, 25% of all digital workers will need VAs daily by 2021 up from a low of 2% in 2019.

This research shows that virtual employee assistant use is rampant in the financial, insurance, IT, and customer service sectors. Virtual AI assistants like Alexa by Amazon or MIKA from Nokia assist in the delegation of tasks, scheduling, diagnosing problems, or the performance of complex tasks. One area though that any business can apply the time-saving skills of the VA is in the writing of the best meeting minutes.

Digital minute meeting assistants can dial in into your meetings, organize, and perform minute writing tasks that enhance collaboration between meeting attendees and that save on your time as well. Virtual minute writing assistants like AIRA can also step into your meeting, record, and transcribe it to ensure that every precious point stays accessible for your business needs. 

AIRA will save you a lot of time during the pre-meeting, meeting, and post-meeting phases by scheduling meetings on your behalf. She will also inform all your members about the meeting and create specific meeting notes. She will also synchronize your meetings via Google Mail or Microsoft 365, and integrate with customer relationship management platforms like Zapier.

Besides attending all your virtual meetings, AIRA will also provide meeting analytics to help you optimize your meetings and other business processes.


How to write minutes using a virtual assistant

AIRA

A great VA is a fantastic planner. They help businesses to prepare for the unpredictable situation, reducing their client’s distress. A skilled VA will take charge of the tasks that you delegate to them to help you focus on the challenges that need your attention the most. VAs have top-notch communication and listening skills. They are great multi-taskers, mastering the art batching that minimizes repetitive switching of tasks, saves time, and improves focus. The use of VAs in the workplace does not only encourage constructive engagement but increases productivity as well.

A VA’s skills can especially shine in meetings. Like many business owners, you probably have had multiple déjà vu moments during meetings when a meeting’s agenda begins to go south. The attendees are sick of the lack of productivity in the meetings that take too long to wind up! You are perhaps on the verge of giving up on meetings (if only you could) but you cannot because meetings can help uphold and attain your business’s objectives and goals.

A skilled VA that knows how to write minutes can turn this situation around. They can help you solve some of the major problems that make your meetings unproductive and lengthy. If you are prepping for that huge, meeting and you have too much on your hand hire a fantastic virtual assistant and delegate the meeting’s responsibility to them.

The skilled VA will ensure that you have a stress-free meeting and make those painful meeting moments a thing of the past. Below are some of the challenges that hound business meetings and the writing of minutes and ways that your VA can help you to overcome them.


1. Lack of preparation

The biggest challenge that hinders productivity and engagement in meetings is a lack of preparation. There are many instances where invites are sent for attendance, but these notifications do not communicate the reason for the meeting. For this reason, most people attend meetings without a clue as to what their contribution is.

They also do not know what the agenda for discussion is. The result of such poor meeting preparation is commotion during discussions. The attendees will become bored with the inertia and time wastage. You cannot rescue an ill-prepared meeting from going up in smoke, once it has commenced. If you are the chairperson, you will lose control of the meeting and will end up looking incompetent to your employees or subordinates. 

Simon Sinek says that a leader has to help people understand how to perform certain actions by themselves and how to succeed beyond their imagination. The work of a leader, Sinek says is not to do all the work for other people.

Consequently, as a leader you should delegate some of the pre-meeting preparation work to your VA and take a supervisory role to ensure that their preparations exceed all expectations. Your virtual assistant can, for instance, perform meeting preparation tasks such as;

  • Scheduling of the meeting
  • Contacting, engaging and coordinating the meeting’s speakers
  • Making travel, catering and accommodation arrangements
  • Researching the agenda
  • Proofreading all meeting documents
  • Preparing all presentations and send out materials

These preparations will ensure that the meeting has a clear purpose. Preparation lifts the fog over the meeting and allows its attendees a glimpse into what the meeting leader, supervisor, group director, or project manager has in mind through the tabling of an agenda.

This phase helps attendees also to determine which tasks or contributions are necessary for the meeting. Your VA should, therefore, communicate the purpose and the expected outcome of the meeting articulately.

2. Too long a meeting

When attendees show up unprepared to a meeting, there will be a lot of time-wasting during the agenda discussion phase. To eliminate this challenge, your VA should ensure that all topics up for discussion have allocated time to for timekeeping purposes. The moment an important topic has been discussed, the meeting should move on to other critical matters.

All questions should be availed before the meeting starts so that answers are prepared beforehand to prevent an occurrence of extra meetings over the same agenda. One of the most important tasks that your VA should perform during meetings writing minutes and recording the meeting.  Your VA should;

  • Write minutes proficiently to ensure that they do communicate with the reader
  • Use speed writing or shorthand for speed. They should have all the abbreviations prepared beforehand
  • Use word processing or templates to categorize and archive all details and action items to save on time and enhance the organization
  • Use recording or transcribing apps to capture each detail of the meeting and upload the information to a secure storage platform as advised
  • Summarize discussions and avoid dictation
  • Listen in carefully, understand the topics to capture clear action items
  • Monitoring topics in discussion and ensuring that all topics are discussed as per schedule
  • Managing the operations of meeting tools and technology

3. Post meeting challenges

The task of a virtual assistant goes beyond preparation and minute writing. These special assistants know how to write minutes and handle other post meeting challenges. Some of their after the meeting tasks include;

  • Proofread the minutes taken and share them with the attendees via the available platforms such as email
  • Manage any other tasks assigned
  • Follow up with meeting correspondence
  • Furnish you with complete expense reports and  reimbursement records


Conclusion

A virtual assistant that knows how to write minutes can do all the tasks above and more. VAs can save a lot of time of money when hired for basic administration tasks such as research, email management, receptionist duties, calendar scheduling, or file organization. These digital humans can create reports, or perform web and technology-based tasks such as blog moderation or monitoring of your business rivals in social and industry channels. 

They will run your social media accounts, webinars, and perform research tasks such as SEO, influencer, and expert search for content marketing strategies. A virtual assistant for your minute writing tasks is also a cheaper alternative to a full-time personal assistant. A VA will change the way your business runs its meetings and ensure that your meetings are objective, rewarding, and engaging.

How to Effectively Write Minutes of Meeting Using a Virtual Assistant

write minutes of meeting

Few office workers love meetings. Most of them believe that their workplaces have too many meetings. Many don’t even know how to write minutes of meeting correctly. Data shows that workers spend 4.1 hours each week in a meeting. A third of this time is wasted due to disorganization, a significant cause of unproductivity.

These same employees spend about 13 hours a week reading emails. Complaints about ‘too many emails’ in the workplace are, however, a rarity. So why do meetings receive such negativity in the workplace? Should emails replace meetings?

Not at all. The conference room is a place of collaboration. It can aid in the creation of healthy and connected business culture. Launch revenue-generating missions here and make fantastic impressions. It is easier to agree to a bad idea in an email than in a meeting. In the flesh, a business owner can easily tell when there is reluctance or disagreement in opinion. Meetings are training grounds for success and a business think tank experience. They can be different and loved if they are well organized.


How virtual assistants can transform your meetings

This is a good age to transform your meeting process and reap all of their benefits. The advancements in internet technology and its high speed of operations have transformed the method of operation of many businesses.

Virtual conferencing, document sharing, and cloud-based project management platforms have allowed many enterprises to leverage remote working and talent. The current business operations environment is very accommodating to virtual work. Consequently, the virtual assistant (VAs) have become a norm for small businesses rather than an exception as it was in the past.

Entrepreneurs such as Tim Ferris of the “4 Hour Workweek” owe their success at business scaling to virtual assistants. Tim says that this virtual support staff allows him to work less while growing his business. To him, VAs are the unsung heroes of growing businesses globally.

VAs handle various aspects of business, such as transcribing documents, files organization, calendar scheduling, and coordination, statement preparation, minute note-taking, and other vital business administrative tasks.  

Data shows that hiring a VA is a very cost-efficient business move. A VA will cost you three times less than what you would have to pay for a full-time personal assistant. The beauty of hiring talent on demand is that you will need to pay for a specific skill set when necessary.

You will not need to spend time and money on a lengthy recruitment process and training of new employees. A virtual assistant’s support can especially shine when it comes to meeting minute writing.


Why do you need a virtual assistant to write minutes of meeting?

Image credits: Unsplash.com

Many organizations are dependent on VAs for impartial minutes taking during their meetings. They are a top favorite for community and voluntary groups such as the Scouts, Girl Guides or Brownies. Most small-sized businesses only hold meetings a few times each month, so they do not need a personal assistant in the office at all times. 

The need for virtual assistants is, therefore, on the rise since they can join in meetings from any part of the world and at any time and take your meeting’s notes. The VA is, therefore, a smart strategy that helps to manage time and business resources as business activities move a more frenzied pace. Some of the benefits of hiring a virtual assistant to take your meeting minutes to include;

  1. Increasing productivity and preventing burnout for business owners that have to perform different roles in their businesses. The virtual assistant will give you a much-needed break so that you can eliminate distractions and focus on the discussion at hand during meetings.
  2. Improving communication and collaboration between employees. The VA will keep each member updated on any conclusions and alterations.
  3. The meeting assistant can be hired when their skills are needed, meaning that you can hold your meetings past the usual nine to five work periods. As an illustration, a VA in a different time zone can cover your business’s night shift needs, increasing flexibility, and saving your business hefty human resource costs.


How to write minutes of meeting using a virtual assistant

Poorly run meetings are more common that a productive meeting. Most employees would rather tackle their large workloads at their desks than become stuck in a poorly organized and run meeting. This horrible outcome of bad meetings can be mitigated via the use of a virtual assistant.

The minute taking virtual assistant undertakes some pre-meeting and post-meeting tasks that will steer any meeting to the productive meeting zone. With a VA by your side, you can say goodbye to the agenda-less info dumps that kill productivity.

The VA will ensure that each meeting is well planned, the agenda well set, and the outcomes well defined. An office that does not have a trained personal assistant requires the services of virtual assistants to ensure that one participant will not monopolize and derail the conversation.

Here is how to write minutes of meeting with the help of a VA.


Set all pre-meeting arrangements

Your virtual assistant’s organization skills can shine during the pre-meeting phase. With the assistance of your VA, you can set the atmosphere for a stress-free meeting by delegating to them specific meeting preparation tasks such as:

  • Meeting scheduling
  • Travel, food, accommodation arrangements
  • Speaker and team contact and coordination
  • Preparation of presentations and research
  • Sharing of meeting materials and communication with all attendees
  • Proofreading of all documents


Discuss and set the agenda with your VA

One secret of a productive meeting is ensuring that meetings are not be held to convey information that an office email or memo can communicate. This is the reason why the setting of an agenda before a meeting is crucial to a meeting’s success.

Every participant invited to a meeting should receive an agenda that has a clear statement of the outcome expected from the meeting. This agenda ensures that the only people that attend the meeting are those that have something to contribute towards it, which lessens distractions.

A set agenda will also ensure that the VA will have a guideline to work with to ensure that each participant sticks to the designated topic. This aspect will cut off all ramblers and redirect any arising tangents. The agenda should communicate the;

  • Topics to be discussed
  • Topic presenters
  • Topic duration


 Prepare the right meeting technology

AIRA

When the VA is taking minutes, they will need tools such as WebEx, GoToMeetingSkype, Google Hangouts, Zoom, or AIRA. These ensure all the meeting’s objectives are met in a timely fashion. The VA should prepare these tools beforehand to eliminate all causes of delays due to tech challenges. 

They will ensure that all participants are prepared to use these tools, and all links and passwords to virtual meetings are provided beforehand. Tools such as AIRA, for instance, will transcribe and summarize meeting notes and organize all official meeting duties.

AIRA can recall your meeting’s action items, clarifying communication, speeding it up as well. This AI meeting assistant will join your virtual calls, take notes, highlight action points, and keep all the meeting’s participants updated.

Tools like AIRA can join different meetings simultaneously, and all you have to do to have their assistance is to make a call to your number. The AI will join your meeting and record your session. At the meeting’s end, AIRA will send you a transcription of your meeting and your minutes as well. She will also share these items with the rest of the participants and provide past analytics of meetings from her dashboard.


Keep the meeting focused on the agenda

One reason why most meetings receive high levels of negative feedback is that they take too long. The human brain has a very short attention span. If you engage it in hours of communication, it will begin to experience a “cognitive backlog”.

This challenge can also arise in a short one-hour meeting if time spent on a single topic is prolonged. Your VA can keep the meeting on track by setting and enforcing meetings rules such as;

  • An 18 minute only talk rule which brings discipline and has a clarifying effect.
  • Muting other microphones when one participant is speaking to eliminate background noise
  • Ensuring that all suggestions, questions, and comments are written down first and discussed when the last participant has made their presentation

Monitoring time and controlling the flow of the meeting are essential elements of a productive meeting. Have rules in place that prevent meetings that go in loops or that form heated debates by paying attention to time.


Post-meeting duties

At the end of the meeting, your virtual assistant will ensure accountability and follow-through by;

  • Write minutes of meeting and sending copies to all attendees as well as those that might have missed it
  • Archive the meeting minutes and store it as requested


Conclusion

Your virtual assistant of the day can also be an automated artificial intelligence technology assistant like AIRA.  The AI virtual assistant knows how to write minutes of meeting using natural language algorithms to interact with your workforce and therefore has a human feel. The AI assistant will, however, not make human errors when taking minutes, is precise, and faster than a human VA. 

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