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meeting summary

10 Tips For Having A Successful Web Conferencing

web conferencing

If, prior to this year, you conducted majority of your meetings face-to-face, you have no doubt had to adjust to the new reality of web conferencing. One thing you may have realized is that you need to put the same amount of preparation in your online meetings just as you would your face to face meetings.

Because of the technical aspects involved and the fact that meeting participants are sitting in different places, web conferencing probably takes more preparation. Some aspects of it are challenging. For instance:  

  • Technology fails, e.g sound and video
  • Lack of a technical team
  • Poor turnout, as people adjust to online meetings

But if there’s one thing we can learn from one group of scientists who previously conducted their research presentations offline, it’s that these challenges shouldn’t stifle you.

The scientists have found great success with online conferencing, with some even saying that “it offers a better experience” than offline conferences. All it takes is preparation and an AI tool like Aira to facilitate the technical side. 

In this article, we will discuss tips for successful web conferencing. What can you do to prepare for a seamless online meeting? Read on for more.

1. Start with an agenda

Are you guilty of sending a meeting invite that only includes the meeting subject, time of the meeting and date? If yes, you are wasting a key opportunity to communicate vital information with your audience.

  • A meeting invite that has an agenda will ignite more interest in the recipients
  • Recipients can also go through the agenda and decide from the get-go whether the meeting is important to them or not
  • People can prepare based on agenda items, thus making your meetings more engaging and successful

2. Work on audio quality

Audio is the most important aspect of web conferencing. Without audio, people cannot hear each other. In the process, important information is missed. This then leads to frustration, loss of interest and eventually, people jump off the call. As such:

  • Test audio quality ahead of time and ask participants to do so as well

  • If your internet connection tends to be slow, work on a backup internet connection in advance
  • Have your phone as a backup in case all else fails

3. Prepare for video

Prepare for video
Prepare for video

You probably don’t observe a very strict dress code when working from home. Do you work in a t-shirt and jeans, or worse, pajamas?

This might be okay if you are not going to interact with your workmates. However, you may not want to turn up for a conference call in your pajamas. Web conferencing almost always involves video. Therefore, be prepared and dress the part.

4. Turn up early for your meeting

Since you are hosting the meeting, you must log in early for the following reasons:

  • Turning up early for your meetings sets a high punctuality standard. By the way, punctuality is a great way to stand out as a future leader in your company
  • In case of any technical problems, you can catch and troubleshoot them early 
  • You will brush up on your meeting preparation by zeroing in on the agenda items a bit more

5. Choose a tool with high-end features

Your web conferencing tool should enhance your meeting experience, not merely give you an audio and video platform.

You and your team are busy professionals, and all probably have steep targets. The last thing you want therefore, is to be deal with additional meeting-related tasks.

As much as meetings are important for conducting business, meeting-related tasks can consume a lot of your time. Therefore, your meeting tool of choice should ease those tasks.

Take AIRA, for example. It is a smart meeting tool that has these powerful features:  

  • It records and stores meetings notes and thereafter disseminates them
  • It can recognize human speech and its nuances, hence all recordings are highly accurate
  • It uses keyword recognition, which makes searching through meeting notes a lot easier  

Another great benefit of Aira is that if you or any of the other participants are travelling or cannot access their desktop, they can log in on their phones, or have Aira attend the meeting on their behalf.

6. Prepare: Research and internalize your content

If you don’t prepare, you will end up reading every word from your slides. This is why you shouldn’t read from your slides:

  • You will appear ill-prepared for your meeting, in which case, why should anyone else be prepared?
  • You will also come off as though you aren’t an expert in your subject matter
  • There will likely be reduced level of engagement when all you are doing is reading in prose form

7. Do a “temperature check” during the meeting

informal talk with meeting attendees
informal talk with meeting attendees

When web conferencing, it’s important to “go around the table” after some time has elapsed, just to be sure that you still have everyone’s attention. You can, for instance, ask a question and then get answers from each person.  You can also randomly ask for opinions on different areas from team members.

8. Tick off agenda items

Conversations are likely to digress during your web conference. As such, you could end up losing track of the meeting agenda items. Therefore, as you go along, tick off agenda items. Recap that item as you do so, so that people know that you are moving on

Ticking off items:

  • Redirects attention back to the meeting items. If for some reason someone wasn’t paying attention, they are likely to listen very closely to subsequent agenda items.
  • Helps to manage meeting time. You don’t want a meeting that prolongs unnecessarily because of interruptions.

That said, Aira can help you minimize participant interruption, keeping your meetings more focused and productive.

9. Send meeting notes and action items

Remember how we said above that Aira takes meeting notes for you? Well, that includes action items. More so, if you have enabled the right settings, Aira can automatically email notes and action items after every meeting, saving you from having to do so.

10. Follow up

Keep the momentum around the discussed topic alive by following up with meeting participants after the meeting. Individual follow up is always advisable as this way:

  • You can build a sense of urgency if an action item isn’t completed and yet you are too close to deadline
  • You can get a feel of any challenges that individuals have, and put measures in place to assist them

Conclusion

Web conferencing is now an inevitable part of our lives. As you plan your next meeting, take note of the 10 tips discussed above and implement them for greater success.

Image Credits: www.freepik.com, unsplash.com

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.

The Top 7 Online Meetings Etiquette and Best Practices to Follow

online meetings etiquette

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

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

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


The growth of online meetings

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

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

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


1. A meeting leader should prepare for the meeting

meeting preparation

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

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


2. Make a meeting schedule and stick to it.

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

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


3. Minimize distractions

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


4. Begin with introductions

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


5. Be professional

be professional

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


6. Keep the meeting engaging

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


7. Observe privacy for security

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


Conclusion

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

How AI Meeting Summary can Make you Less Brainer at Work

AI meeting minutes save time

Your business landscape is more dynamic and complex than ever.

Today it takes more than just an idea and a product to give your business a smooth take off.

There is just so much that you need to take care of. Right from market research to product development to customer experience, it is the combined efficiency that decides the success of your business.

But, let’s look take a closer look at the situation.

What do you think that ties all these factors into one single string?

Your team.

It is the right collaboration of talents that makes sure your organization gets to succeed.

But here is the chink in the armor.

Keeping your team members on the same page is no easy task.

It becomes pretty much an onus under some circumstances. Especially the team meetings and collaborations that happen in between distributed workforce.

So, what could be the possible solution here?

Enter, AI meeting summary.

Thus it is no brainer to guess why smart collaboration and meeting tools are gaining steady popularity.

Synergy Research estimates the collaboration market to see a rise by 9% by 2019, reaching $45 billion in revenue.

But to find out why there’s an upsurge in demand, we need to know the pain-problems in the traditional meeting model.


key challenges for traditional meeting

Key challenges your team faces in a traditional meeting?

  • Time redundancy consuming each other’s time is one of the significant problems that a team faces in their paths of working to the end goal. Also, team members who are habitual late comers eat up a lot of valuable work time.
  • Objective redundancy coming impromptu in a meeting is one of the chief setbacks in business. It is essential for the team head to craft clear cut objectives for the meeting. This way, you create the right expectations and facilitate better communications amongst your team members.
  • Quality redundancy taking notes, popularly known as “minutes of the meeting,” is one of the fundamental tasks in a meeting. But, doing this, you sacrifice your focus from the meeting to taking notes.

An AI meeting summary assistant makes sure it alleviates all these pain-problems along with bringing something more to your table: precision and user-experience.

But to find out how it adds to your team’s overall performance, you need to understand what it exactly is?


ai meeting summary assistant

What is an AI meeting summary assistant?

Automated scheduling or the popular AI meeting summary assistant is one of the most prominent applications of the bleeding-edge AI technology. It is an AI-powered bot simulating human voice that makes improves the overall experience of meetings between teams.

From scheduling to planning to communicating real-time and taking minutes of the meeting, it automates the full event. It frees your valuable time to make sure you can focus on your work instead of meta-work.

Now, let’s see what are the key areas where an AI bot increases your team’s efficiency?


ai meeting assistant augment team performance

How can an AI meeting assistant augment your team’s performance?

Blending the best of AI and simulating human voice, a meeting assistant can bring you the following elements:

  • Enhanced focus eliminating distractions from doing work like taking notes and meeting arrangement tasks, an AI-assistant makes sure you focus on what matters, the meeting.
  • Improved productivity: Keeping everyone on the same page with real-time alterations and updates; it facilitates smoother communication between teams. Thus, you get a hassle-free, friction-proof collaboration experience.
  • Increased engagement: the power of machine learning, your AI-assistant can make sure it gives you the human feel at every interaction. But, like the human workforce, it does not err, making you eligible to experience the best of both worlds.

But, with the market flooding with options and features, it is easy to get into the “over-analysis paralysis” syndrome.

Making your decision-making more comfortable, here are the key features to note when you decide to choose your AI meeting summary assistant.


AI meeting assistant features

Top features to look for in your AI meeting summary assistant

It may seem obvious, but keep this advice in mind. The main goal of your AI meeting assistant is to make you’re work-life easy.

It cannot flout on this element.

So, while you choose your tool, your primary focus should be on its effectiveness and its degree of user-friendly.

Following are critical capabilities that can make your decision confident:

  • Schedule meeting: This is perhaps the most crucial feature that your tool shall facilitate you with. This feature must be hassle-free and fast.
  • Re-scheduling: Easy re-scheduling feature is absolutely essential for the last minute changes in your meetings.
  • Conflict resolution: Conflicts and meetings are almost synonymous. Thus, if your AI meeting assistant cannot help you to resolve conflicts between teammates, you lack the fullest capabilities.
  • Automatic transcription: While you are in your meeting, your AI-meeting assistant shall automatically record your meeting minutes and transcribe for your future use. This should be fast, precise, and easy.
  • Flexibility: Gone are those eras when a business could run successfully on silo models. Integration is a crucial feature to determine the usability of a tool today.
    If your AI-meeting assistant doesn’t allow you enhanced integration with the most popular productivity tools in the market, reconsider your decision.
  • Note sharing: It is essential that your tool allows easy note sharing and highlights of meetings amongst team members. It is a huge win to keep everyone on the same page.

The AI-powered voice platform AIRA features all these capabilities.

However, it has something even more to offer.

AIRA is cloud-based, conversation-friendly, and goal-oriented. That means you can now be sure you are on point with your meetings every time.

What’s more?

It has 24/7 help support and secure integration that allows your seamless synchronization between google tools, calendar, and much more – also, it’s 100% safe.

Its encryption technology makes sure all your conversations are super-private.


Final Thoughts

No matter what is the size of your team, 20 or 200, clear communication can turn tables for your organization. Investing in an AI meeting summary assistant can increase your productivity by leaps and bounds.

Bring onboard your AI team member today!