Every business has visions and goals and every so often, meetings and conversations are held by employees regarding the attainment of those goals and visions. An essential element in goal attainment and vision actualization is remembering, then executing action items agreed upon during meetings.
Action items may seem like one-off tasks, but viewed from a wider scope, they usually tend to be “projects” or components of a bigger project. Even sub tasks ca evolve into projects, for which separate meetings need to be planned and held. The point is, you may not anticipate this whole evolution of meetings and action points, but when it does happen, having previous records of everything keeps everyone accountable and goal-focused. With smart meeting records, you can ping-pong back and forth into your records and trace the origin of everything.
It’s so important to record action items and tools like Aira, with its automatic note-taking and transcription capabilities, help you do that. But what happens after taking action items? How do you ensure that everything on the list of action items gets done? More so, how do you manage resources and prevent things from falling through the cracks?
Where AI comes in
Human communication is seldom associated with Artificial intelligence; this is a new area of AI that when harnessed, can lead to better collaboration, more efficient communication and properly-managed projects. Phil Goldstein, web editor for FedTech and Biztech, echoes this sentiment in BizTechMagazine when he says, “AI-enhanced collaboration tools have the potential to increase efficiency, speed up the discovery of new ideas and lead to improved outcomes for teams that are working together in disparate locations”. (source: BizTechMagazine)
We are already seeing aspects of this with AI tools like Aira, that allow you log into different meetings no matter where you are.
Whether you work in logistics, finance, retail, sales, or marketing, you no doubt have meetings and action item list with ai from those meetings. Managing post-meeting tasks can however be complicated particularly when dealing with tools that are
- Don’t have inbuilt capabilities to alert you of potential risks
- Cannot introduce efficiency
- Make time management more difficult
We are all human and despite best intentions, employees will drop the ball every now and again if meeting action items isn’t always top of mind. It can be difficult to stick to tasks if you don’t have the necessary tools to support you with that.
Simple, easy to use AI tools to help you stay ahead of tasks in the following ways:
One of the main ideas behind embedding AI into meetings is to eliminate the mundane, allowing people within organizations to channel their energy towards creating meaningful output with their time.
By automating meeting management with AI tools, we see:
- Better collaboration workflows
- Better and smarter transmission of information
- Improved attention, more brainstorming and meaningful conversations
- A better user experience
- Tae away repetitive tasks. Automation leaves managers with enough time on their hands to manage parts that require the human touch.
- Automation also reduces errors.
2. Risk management
Some tasks are interdependent. As well, despite your best planning, tasks are often susceptible to external changes, some of which are unpredictable or beyond your control. This introduces an element or risk, and as you may well know, human brains cannot always assess risk with certainty, especially when there are many probabilities involved. Knowing the possible existence of risks makes it easy for you to anticipate and manage them.
Tools that have AI capabilities learn from historical data to estimate or predict the likelihood of completing tasks on time. A tool like Aptage, for instance, has such capabilities and can actually identify possible sources of risks. Integrative capabilities with common project management tools like Trello or Microsoft project, analytics power tools like Salesforce or PowerBI, and CRM like Zapier, make AI-based meeting managers a valuable addition to your technology stack as they essentially give you the power to manage everything from one platform.
3. Time management
Action point management and achievement is all about:
- Ensuring that goals are clear, and everyone knows what they are supposed to do
- Ensuring that tasks are smoothly moving towards their completion dates
- Coordinating between teams
AI-powered scheduling bots can assist managers to not just schedule meetings but to also manage their time around task completion.
4. Reminders and data management
Data shared in meetings can be difficult to manage. Some possible scenarios around data management include:
- Some documents need collaborative work, making version management important
- Some files need approval at certain milestone points
- Team members also need reports on updates done on current documents.
- Old documents need to be archived and/or retrieved
With AI bots, you can track meeting documentation and issue alerts if files or data isn’t updated as per schedule.
The days of playing scribe in meetings are over, thanks to AI-powered meeting management tools. Moving from desk to desk to follow up on action item progress should also be a thing of the past. There is a lot more efficiency to be gained from simply using AI to improve meetings. Tools like Aira are so simple to generate action item list with ai that even for those who aren’t technology-savvy, it’s simply a matter of plug and play.
Paul Axtell, Author of Meetings Matter, summarizes the importance of meetings in these words, “Meetings are really just a series of conversations — an opportunity to clarify issues, set direction, sharpen focus, and move objectives forward. To maximize their impact, you need to actively design the conversation.” The power to design and steer your conversations today lies with AI.