Posts Tagged

business meetings

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

meeting assistant apps

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

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

1. Aira

Aira

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

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

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

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

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


2. Calendly

Calendly

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

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

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

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


3. Slack

Slack

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

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

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

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


4. HubSpot

Hubspot

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

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

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

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


5. Arrangr

Arrangr

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

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

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


Conclusion

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

How Aira Help With Business Internal Communications Problems

internal communications

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

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

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

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

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


How can you use AIRA to improve internal communications?

Improve your online meetings through better record keeping

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

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

The answer is simple: AIRA.

AIRA is an AI based assistant that

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

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

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

Handling customer requirements

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

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

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

Product planning

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

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

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

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

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

 

Sharing meeting notes

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

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

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


Conclusion

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

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

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

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

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

Try out AIRA.

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.