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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 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.

Why AIRA Is The Best Meeting Minutes App For You

best meeting minutes app

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

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

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Why you should manage your meetings and take minutes with AIRA

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

1. Calendar sync

Calendar sync

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

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

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

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

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

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


2. Note sharing

Note sharing

Aira automatically records and transcribes meetings discussions.

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

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

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

Aira joins online meeting

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

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


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

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

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


5. Informative and actionable analytics

Informative and actionable analytics

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

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

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


6. Integrates your CRM using Zapier

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

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

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

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


7. Support

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

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


What next?

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

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

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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. 

7 Smart Tools That Helps You Win At Taking Action Items

action items

If your workweek is filled with meetings, you no doubt agree that running effective meetings is very important. One way to guarantee this is by taking down action items and subsequently following upon them to ensure they are completed.

Meetings without effective task- or decision follow up are a waste of time. The good news is though, that there are several tools in use today that guarantee proper meeting planning, minute taking, task scheduling, and follow up of action items. We will discuss these tools below:


How to choose a tool for taking meeting action items

During a meeting, participants often get assigned tasks. The expectation is that those participants should accomplish the task after the meeting and report back on progress or upon completion, and usually by a set date. Action items are part of meeting minutes; therefore, it is difficult to use separate tools for taking minutes from tools used for action-item tracking.

Effective action items have these two characteristics:

  • They are concise and
  • They are clear

As such, when choosing a tool for taking down meeting action items, you should choose a tool that addresses the following areas:  

What

Action items aren’t just simple task reminders. Tasks should be listed in such a way to eliminate misunderstandings among all participants and the task owner.

It is also possible, with time, for participants to forget important details around a task. Therefore, the more details you can record when all participants are present, the less likely you are to experience misunderstandings later on.  When everyone exits the meeting, they should do so with a consistent message.

Why

Are you just involving your team in busywork? Is there a clear objective to your task? Note down the importance of undertaking a task. A side benefit of defining the “why” of tasks is that it helps to identify activities that are unimportant.

When

Tasks have to be completed on time to prevent backlog pileup and project derailment. As the “meeting owner” or project manager, it is your role to follow up on action items to ensure their completion. It is therefore important to choose a tool that allows you to message people, call them, schedule new deadlines, etc.

Who

This is about ownership. Anyone who is assigned an action item is responsible for ensuring its completion. 

It’s also important to establish task dependencies because sometimes, some tasks need to be accomplished before others can begin.  For instance, marketing needs to run an ad campaign. But to do this, they need a sanitized list of accounts to target. This task falls on the analyst. So, before marketing can plan their campaign, the analyst needs to work on the data to support the campaign.


That said, below are 7 smart tools that will help you win at taking action items

1. MeisterTask

As mentioned, decisions and tasks should be actionable. Meistertask is a tool for task management that integrates with MindMeister, an online meeting tool. Meistertask makes it possible for teams to collaborate and be productive.

Meistertask has the following features: 

  • Tasks and ideas that are in MindMeister can be exported to MeisterTask and assigned as action items
  • You can add due dates to tasks.
  • Create checklists and add attachments
  • It is web-based; hence remote teams can work without having to worry about software updates
  • You can access it offline
  • Access through mobile on iOS, Android,

Pricing

Basic Free
Pro $4.13
Business $10.39
Enterprise Custom


2. Meeting King

There are several ways to create and manage tasks on MeetingKing.

First, you can add new tasks from the main navigation. Second, MeetingKing has a note taking area where you write notes and save them as tasks, assign responsibilities and a due date. Third, a great feature of meeting in is that it adds action items to the agenda of follow up meetings. This prevents important tasks from falling through the cracks.

Some features that make MeetingKing a great tool for managing action items include:

  • You can add notes and images to created tasks
  • Created tasks can be emailed to task owners and also added to the meeting owner’s and task owner’s task lists
  • You can contextualize tasks for easier follow up with departments or project teams
  • View all tasks or filter tasks based on context (department, project, product, person)
  • View task status in three columns: ideas, to do, completed tasks
  • Add new ideas to the parking lot, to avoid derailing the current agenda

Monthly Pricing

Pro Single (1 User) $9.95
Pro Small (5 Users) $39.95
Pro Medium (10 Users) $64.95
Pro Large (25 Users) $124.95


3. Ntask

Ntask

Ntask is a project, team and meeting management tool all wrapped up in one. It is also great for tracking and managing issues and risks.

Some meeting management features in Ntask include:

  • Creating meetings with a clear agenda, start and end times,
  • Linking meetings to tasks
  • Decision and action follow up
  • Once you schedule a meeting on Ntask, you can give editing rights so that participants can work on meeting material, including the agenda, decisions and actions.
  • You can also send meeting reminders by email to unlimited members.
  • The free version allows users to schedule unlimited tasks.
  • Ntask has mobile versions for both Android and iOS.

Note however that you cannot do voice or video conferences on Ntask as the software doesn’t come with that feature.

Pricing

Basic Free
Premium $2.99
Business $7.99
Enterprise Custome


4. Meetin.gs

Meetin.gs

Meetin.gs is a yet another useful meeting management tool, whose integrations with other software make it an ideal tool for organizing and streamlining meetings across social media tools, CRM, address books and your calendar.

It features a notification system, an attractive and interactive interface and the ability to integrate with google hangout, skype and Microsoft Lync. Meetin.gs also has meeting management capabilities such as:

  • Collaborative management of agenda. Teams can edit meeting agenda and edit or comment on uploaded documents and other material
  • Create, assign and manage action items collaboratively
  • View your meetings and related activities in a timeline
  • Save time by importing meetings from your calendar, including participants

Meetin.gs doesn’t support voice or video.

Pricing

Monthly Subscription $12
Yearly Subscription $129


5. AIRA by Eduba

AIRA

AI is fascinating for its ability to automate everyday tasks. Now imagine AI for meetings. That is what AIRA is. AIRA is built around the idea of SMART meetings, allowing its users to:

  • Eliminate time wastage
  • Remove redundancy
  • Improve attention during meetings
  • Improve productivity
  • Drive sales pipeline

AIRA, can attend meetings for you if you have a conflicting calendar, essentially giving you the ability to “kill two birds with one stone”.  You can actually dial in to multiple meetings with AIRA and this means that you never have to wonder about missing out on important discussions in your organization.

During meetings, AIRA takes down action items and then automatically emails meeting notes to participants once the meeting concludes. In addition, AIRA’s ability to sync with Microsoft 365 and Gmail means that you can manage your calendar all from one platform.

AIRA also has powerful integrative abilities and therefore can access your CRM, providing benefits such as:

  • Improved team transparency and collaboration
  • A smoother workflow for all your accounts, straight from your CRM

And if you are wondering how efficient your meetings are, no problem. AIRA has an analytics section that shows you how you performed and provides tips for improvement.

Pricing

Sign Up for Demo To know how it works, pricing plans, and more.


6. Lucid Meetings

Lucid Meetings

Lucid meetings is a meeting management app that comes with a detailed list of offerings, making it ideal for managing meetings in large and small teams. Lucid meetings is designed to ensure that businesses run effective and successful meetings. This it does through features such as:  

  • Management of action items
  • Follow-up of actions. Built-in follow up tips are available to organizers. 
  • Speaker queues to streamline conversations. This also saves time and moves the meeting forward
  • Share information with participants
  • Prompts for busy employees to keep them engaged
  • Collaborative interface, allowing all participants to work together
  • Access to meeting history available to everyone.
  • Meeting performance reports
  • Action taking is done in real-time and meeting records can be exported instantly and in different formats.
  • Email distribution enabled

Pricing

Business Flex $12.50 per host/month
Business $199/month
Enterprise Call


7. Samepage

Samepage

Samepage is a video and audio conferencing tool that comes with collaborative features that make it ideal for project management and for managing efficient meetings. It’s ideal for team meetings or having one on one calls.

With Samepage, you can:

  • Manage meeting scheduling in real-time: Send invitations, manage agenda and attendees
  • Project collaboration: Through the screen sharing option, you can work on tasks together, strategize and brainstorm project details and ideas
  • Screen sharing also allows for sharing of presentations
  • Text messaging feature is also available

Pricing

Free $0
Starter $7.50
Pro $9


Conclusion

That’s it for now. Hopefully, this list of 7 smart tools will help you win at taking action items. There are no doubt a lot of other smart tools available for minute taking and we would love to hear about them from you.

Be a Minute Master With These Meeting Minute Templates

introduction to meeting templates

Stellar meeting minutes are a sign of a professional and well-run company. Minutes are crucial to a firm and can act as a form of legal protection for enterprises. Auditors, the courts, and the taxman all take them as direct representations of the actions of a board or leadership. If it is not in the minutes, then it did not happen! 

These notes also give structure, drive action, and act as an accountability tool for employees. It is not much of a stretch, however, to say that the last thing any staff wants to do at a meeting is to become the designated minute taker. Indeed, many secretaries, trained in the art of it, often struggle with minute-taking before they eventually get the hang of it.

The task of taking minutes is also weighed down by certain tenure, gender, and experience stereotypes. Corporations that do not have a secretary free for minute taking in meetings, often have to delegate the charge to an employee.

An organization that ignores the prevalent stigma attached to the minute-taking process could unknowingly assign the task to female-only employees. Besides gender stereotypes, minute taking is often viewed as a chore for the least skilled or the most junior employee in the meeting. 

There are companies, however, that eliminate these unsavory associations with minute taking by forming a minute writing template for their forums.


Expert minute writing tips for the aspiring leader

meeting minute template

Employers today prize accuracy in minute taking more than ever before. Business meetings that involve discussions directly affecting the careers of workers or involving millions of dollars’ worth of decisions require effective minute takers.

The tips below can help you master the art of minute writing while enjoying it, and boosting your value in the ranks of your organization. Master them and become the most coveted player in the team.

1. Pre-meeting preparation

Do you know that over 60% to 70% of your tasks as a minute writer should be accomplished before the meeting’s kick-off? All work done during prep stages sets the mood and the foundation of success in the meeting room.

The best minute writers spend hours in advance preparing for a meeting. They will approach the CEO or board chair and together set the meeting’s agenda and templates.

2. Choosing the right technology

Novel technology is drastically streamlining official notetaking, freeing up secretaries to pursue other responsibilities. Utilizing technology can help you capture data more accurately and faster than manual notetaking can. At the very least, most minute takers type in minutes onto their laptops, eliminating the need for shorthand notes. 

You can also take advantage of video or audio recordings as your back up plan. The traditional notebook method can be satisfactory but highly insecure. Paper documents can easily vanish in between your home and the office.

Reinforce your loose-leaf and notebook minutes with advanced tools. Report all visual or audio tools utilized in meetings beforehand and seek permission. Additionally, you can take advantage of minute taking software that has features such as easy writing solutions and recording functionality.

Aira for online meetings

These tools also have collaboration features and easily integrate with different devices.

An artificial intelligence-powered meeting assistant like AIRA is a one-man minute taking army. It dials into your meetings, takes notes, and classifies the minutes taken in the right format.

The minute writer should arrive earlier than everyone else on the D-day for setup and equipment function check. Have enough extension cords, batteries, and any other required accessories. Test the sound levels of equipment and ensure that the lighting is just right.

3. Review past minutes and set the agenda

A meeting agenda outlines the topics to be discussed. Additionally, it has the topic’s supporting documents, names of attendees, and recalls the deliberations made in the last meeting. For this reason, a good minute taker should perform a background study before the meeting. You should also study the characteristics of the past minutes made, the amount of detail involved, and the phraseology, to guide you on the best approach.

Without an agenda, the meeting can quickly lose its focus, incorporating discussions that waste time. Unfortunately, data shows that 63% of all meetings have been held in the absence of an agenda. It is not surprising, therefore, that 47% of all workers feel that meetings are the most time-wasting activity in the workplace. 

The problem here is not the meetings, but that the meeting is ill-prepared and ran. By setting an agenda in collaboration with the chairperson, project manager, or CEO, everyone gets on the same page eliminating the cycle of pointless meetings.

4. Minute writing tips

While pre-planning will take care of a large bulk of your minute taking work, the task fulfilled during the meeting is the most critical. Some of the most important rules of minute taking revolve around the elimination of destructive elements.

Some best practices that you can hone include eliminating content that, if reviewed later, will not matter at all. The ability to summarize is also of utmost importance. Avoid word for word re-writing of dialogues, and ignore content such as emotions, or arguments that steer conversations away from the agenda.

Alternatively, use meeting templates to enhance focus and to speed up your minute writing tasks. There are varieties of minute templates out there, each designed to suit a different type of meeting. For informal meetings, use templates that work well for one on one meetings, brainstorming sessions, or team huddle meetings.

Formal meetings templates, on the other hand, are perfect for the board, AGMs, safety, issue resolution, or quarterly meetings. Meeting templates have assigned spaces for content such as:

  • Participants
  • Time and date
  • Action items
  • Summary

Samples of meeting minute templates that will speed up your minute writing process

Hendrix Informal Meeting Template 4

If you love to color-code your notes, then this template will work perfectly for that brainstorming session. It has a bit of a formal feel to it, thanks to its table-based design. Your meeting’s notes will look very organized. Its visual appeal, nevertheless, keeps the notes free and airy, which is perfect for the visual professional.

Evernote meeting minutes templates

Source

List and note makers love Evernote. You can take all sorts of notes from this formidable application. Its templates library is rich in both meeting minutes and agenda templates. The software, therefore, has your back in both the pre-meeting and meeting stages of the process. You can access various meeting templates from Evernote Support.

Simply click view, log into Evernote and your template of choice will pop into your note. To get started, delete the template’s instructions. Evernote’s Meeting Agenda (Standard) template has both action and agenda spots organized in a simple, but clean table format.

This informal meeting template provides checkboxes for all items that have been deliberated to completion. You can use the Meeting Agenda template in small or medium-sized informal meetings such as weekly or team updates meetings. The beauty of Evernote templates is that they can be shared directly with all meeting attendees who have the app on their devices.

Google Docs meeting minutes templates

Source

Google Docs is a fantastic and free alternative for Microsoft Word. Its zero-dollar price tag is not the only reason why businesses adore it. One good advantage of Google Docs is that all its files are Word compatible, though they may lack a few word processing features. Google Docs has meeting minute templates that you can access from your Google Docs account.

Log in, launch a new document, then use the ‘More’ arrow to access hidden tab options. Scroll to the Work tab and choose a meeting note template of choice. Your Google Doc template will be cloud-hosted keeping your notes secure.

The app’s Annual Board Meeting template is perfect for formal meetings though it has a casual look to it. It has multiple sections for action items, next meeting details, notes, attendees and agenda.

Adobe Spark meeting minute templates

Source

Adobe Spark meeting templates are perfect for the creative industry’s informal meetings, whose notes need to be taken online. The free templates have a text summary and have spots for branded themes and elements.

You can also add video, hyperlinks, photos, and calls to action to these creative templates. The Spark Page meeting template is perfect for your kickball team or community service club meeting and can be sent to all attendees in seconds.

Access these templates from the Adobe Spark page then use the application’s intuitive user interface to customize them.

Office 365 meeting minutes templates

Source

Microsoft Word has over the years been the go-to source of business templates. The platform has a variety of Meeting Minutes saved under its templates section. You can access different formal and informal minutes templates to suit any forum or conference.

You can alternatively access more templates from the Microsoft Office site. Download or edit the Meeting notes template on the site. This is perfect for formal meetings and has slots to jolt down the meeting’s date, attendees, announcements, discussions, and round table deliberations.

The benefits of an AI-powered meeting assistant

Jotting down notes during a meeting can be a strong leadership trait. Still, it is an undeniable inconvenience since your concentration will at one time or the other be drawn away from the meeting. Formal meetings do require the full attention of everyone on board.

Fortunately, AI-powered virtual assistants can eliminate the need to physically write down notes. These fantastic meeting administrators record conversations, allowing you to watch live transcriptions of the on-goings. With the AI-powered bot, you can edit the transcripts where necessary, flagging action items, important decisions, and notes. 

AIRA is hands down the best virtual meeting assistant you will meet. The tool integrates perfectly with both Office 365 and GoogleMail. AIRA will alleviate the common issues associated with minute taking by automatically detecting the details of your meetings from your calendar and dialing herself in to take notes.

Your virtual meeting assistant is designed to identify the meeting’s action items, create summaries, and make a meeting’s keyword analysis. AIRA will not only save you from the difficult job of typing in notes but will also automatically send the finished meeting notes to all participants via email or WhatsApp.

Since she is cloud-based, you do not have to worry about backup copies or print outs as security. All the notes taken by AIRA are stored in a well-maintained cloud server. AIRA will also send you the analytics of your meetings for actionable insights and progress reporting.


Conclusion

We are now living in an age where virtual meetings are taking over from the traditional meeting format. Meetings are essential to businesses, and technology is evolving to accommodate them. The need for virtual meeting assistants is, therefore, bound to grow as more meetings take place in the cloud.

AI-powered minute takers will eliminate the need to have an extra hand in a meeting whose main purpose is to jot down proceedings. They will also unfetter the person in charge of writing minutes from notes taking, and allow them to pay more attention to their peers.

AI-powered meeting assistants such as AIRA and Zoom are 100% more accurate and reliable. Their organization skills and presence are totally disrupting the modern meeting as you know it.

An Ultimate Guide To Automatic Meeting Transcriptions

automatic meeting transcription

The success of your business is more reliant on meetings and their automatic meeting transcriptions that is created; that you can utilize for business productivity.

In fact, it is one of the foundational components of your team’s best performance. Be it your team collaboration, proper communication, or strengthening stake-holder relationships, meetings are of primary importance.

In fact, according to Minute, businesses spend roughly $37 billion per year just in the United States on meetings, which are not even significantly substantial.

So, wouldn’t you want to optimize on a resource that is responsible for such a substantial investment?

What if you could rethink the way you do meetings?

Enter AI-powered automatic meeting scheduler.

However, to understand what this AI tool can do for your business, let’s know the reasons for the unproductivity of a traditional meeting.


unproductive business meeting

Why Does a Business Meeting Become Unproductive?

  • Meeting Objective: meeting objective is one of the predominant reasons why the outcome of meeting sessions is null. Many of the business meetings are scheduled without clearly defining the meeting agenda. You can almost equate it with coming unprepared.
  • Time precision: getting late for meetings is another fundamental bad meeting habits that make the session unproductive.

Over-consuming each other’s time gets in the way of reaching the goal of the meeting.

In fact, it has been reportedly noted that some members take too much time, while others never actively participate.

A voice-enabled AI meeting assistant makes sure you can champion all these roadblocks seamlessly. Blending the power of AI and the simulated human voice, a meeting assistant can bring you more focus, productivity, engagement, and, most importantly, reduce redundancy.

What’s more?

It can potentially save you 30% of the money on meetings.

The key factor that goes into increasing the quality and productivity of an AI-powered meeting assistant is the automatic transcription feature.

Let’s find out why?


automatic meeting transcript is essential

Why is the Automatic Meeting Transcriptions Feature Essential?

Taking notes on what we know as minutes of the meeting (mom) is a crucial process to make the meeting fruitful.

However, in doing so, you also distribute your focus from the meeting to writing. This increases redundancy in the meeting. Also, it often makes you susceptible to miss the mark of the meeting.

However, with an automatic meeting transcriptions feature in an AI-powered meeting assistant, you can focus on what matters, the meeting.

The meeting assistant automatically records your meetings and transcribes it for your future use while highlighting the key events.

But there are certain elements that go into making a transcription precise.


Key elements for quality transcription

Key Elements that Make a Quality Transcriptions

  • Audio quality: While you are at your meeting, you must make sure that your voice comes clearly. Thus, it is essential to have tested your recording device.
  • Well-acquaintance: Getting acquainted with the participant’s names and industry-specific terminologies is very important to make sure your teammates are on the same page. It increases the precision of the transcription too.

An ideal automatic meeting transcriptions maker makes sure it covers all these checkpoints.


Start automatic meeting transcriptions

How can you Start your Automatic Meeting Transcriptions?

Roughly speaking, you can have your meeting transcription in three significant ways.

Method #1 DIY Project

First, there is always a DIY approach.

But, the conversion time for this approach is painstakingly too long. Keeping up with the hand-ear co-ordination can be a tough task.

Even if you hire a professional transcriber, your transcription is susceptible to human error.

Roughly speaking, hour-long audio takes more than four hours to create transcribe.

However, you can always use a smarter method.

Method #2 Clubbing Tools

You can always go for the mix and match method of your favorite tools. Recording your meeting sessions using your conference tool, you can later use the recording to transcribe the same with a professional transcription service software.

However, this may not have very high precision levels.

Some level of data redundancy will be there invariably. You would need to feed a list of terminologies to make sure you have a high-precision rate.

But the best of both worlds comes in with the AI transcription tools.

Method #3 AI Transcription

AI transcription, along with the web conferencing tool, makes your meeting note-taking a breeze.

In fact, these tools make sure you are at the peak of your productivity.

The enormous benefit of this approach is its automatic transcription services along with the video conferencing tool.

The AI-powered meeting assistant automatically transcribes your meeting minutes after it ends. You can access this feature with your preferred meeting tool only by logging into your account.

You’ll see in the dashboard that after every meeting you undergo, you store the transcript in the panel. Here, in the meeting history, you would get the details of every meeting you ever attended.

What’s more? Making it more accessible, you receive an email with the link of the transcript file to your email account.

However, amidst the volley of tools, choosing the right tool which does all the job for you can be pretty daunting.

Thus, amongst all, AIRA AI Meeting Assistant seems a smart choice for automatic meeting transcriptions.

The AI-powered meeting assistant AIRA makes sure you get the best experience every time.

AIRA’s smart, cloud-based, and has a conversation-friendly interface.  This makes it more human. However, it never errs.

AIRA is geared to improve your team’s productivity and efficiency while keeping your meetings always goal-oriented.

Most importantly, its transcription is 99% accurate and only gets better with time.


Final Thoughts

Today the business landscape is more dynamic than ever. Thus, staying connected amongst the team members is indispensable for the performance of the team. In such a situation, meetings are an unavoidable phenomenon.

However, improving its efficiency is truly possible with the right couple of tools: the meeting recorder and precise transcriber.

Transcription software and tools can save you from a lot of noise ad friction of meetings. It reduces the chances of error, what a human transcriber is vulnerable to.

A machine-dependent AI transcriber can get you the work done in 20 minutes, which would have been the task of 4 hours otherwise.  Thus, getting your AI meeting assistant is a step that you should consider today!

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