Posts Tagged

online meeting notes

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

meeting assistant apps

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

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

1. Aira

Aira

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

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

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

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

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


2. Calendly

Calendly

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

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

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

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


3. Slack

Slack

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

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

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

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


4. HubSpot

Hubspot

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

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

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

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


5. Arrangr

Arrangr

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

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

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


Conclusion

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

How To Take Better Meeting Notes From An Online Meeting

meeting notes

Have you ever thought to yourself while in a meeting, “I’ll jot down the meeting notes when I get to my desk.” At that moment, you probably thought that you were going to retain all the content discussed in the meeting. But, later, you may have been surprised to realize just how much information passed you by.

This is quite normal because in a typical workday, you are probably juggling a lot of activities and deadlines, including meetings. For this reason, it is possible to attend a meeting, sit through it and yet not retain important details.

If this sounds like something you have gone through before, we have some tips for you. In this article, we’ll show you how note-taking doesn’t have to be this arduous task that you have to dread. We will also show you how with Aira, you don’t have to put off note taking till later.

Before we begin, let’s define meeting notes.

What are meeting notes?

People usually confuse meetings and meeting notes; one is often taken for the other. While both meeting notes and minutes are somewhat the same, meeting notes serve as a quick summary of ideas discussed during a meeting. Meeting notes are also informal.

Meeting notes are important when you want to record information in a way that you will understand, or that is unique to you. some people also take notes as part of their creative process.

Minutes on the other hand, are structured, formal records of a meeting, and their job is to note down:

  • Meeting attendance (present and absent)
  • Meeting start and end times
  • Broad topics discussed
  • Decisions arrived at during a meeting

How can you take better meeting notes during an online meeting?

Even though meeting notes are formal, following a structure when writing them is important for future recall. The last thing you want is a scrap pad filled with cluttered meeting notes that you cannot make head or tail of.

Great meeting notes should be simple and have the following qualities:

  • Provide context
  • Have relevant details
  • Be legible, whether expressed in full sentences or shorthand 
  • Have ideas that flow logically into each other 

What details should you include in your meeting notes?

For your online meeting notes to be exhaustive and complete, they should include the following details

  • Main discussion points. A lot is said during a meeting, but not all of it is worth noting down. Therefore, to avoid ending up with copious amounts of notes, first, note down important points. Second, expound on those points in a few sentences.  
  • Action items. What is the task? To whom is it assigned? What is the deadline for completing the task?
  • Questions. Write down any points you want to clarify and ask them during the Q&A session.
  • Follow ups and ideas. Ideas may start coming up during a meeting. Such ideas may be the beginning of new projects therefore it’s important to write them down.

Manual and automated note taking  

There are two ways to take manual notes:

  • Manually, either by writing or typing
  • Automated note taking

Manual note taking: Laptop vs pen and paper

Some people prefer to write down their notes while others prefer to use a laptop. There are downsides and upsides to each method.

Research shows that people tend to type verbatim. The upside of typing however, is that organizing and editing points is a lot easier. When using a pen, you will note down the main points. The downside of course is that if you need to send out the notes to people, you have to type them out later.

Therefore, what it comes down to when deciding whether to write down notes using pen and paper or to type them out on your laptop, is preference.

How to take better meeting notes manually

Manual note taking requires skill. If you don’t have those skills, you will fall behind during the meeting and important information to pass you by.

Here’s how to take manual notes easily:

Use shorthand

Shorthand is a writing system that is mostly used by administrative assistants who normally need to type a lot of notes throughout their day. It is a good system to use if you already possess the skill. If you don’t, you first have to learn how to do shorthand scribbles before you start using it.

Codify

Another way to keep up the pace when taking meeting notes manually is to codify some parts. For instance:

  • Use abbreviations. For example, use “max”, instead of maximum
  • Use an asterisk * to mark important points
  • Use an exclamation mark (!) to note urgent items

Automated meeting note taking

Automating the note taking process can make work easier for you. There are many tools for automating note taking, and all of them have different capabilities.

One of the reasons why we favor Aira is because of its audio recording capability. Not only does Aira’s audio recordings ensure that nothing is missed, the meeting app notes down keywords, making it easier to pick out important details that were discussed in a meeting. 

What’s more, you don’t need to jot down the notes yourself because you can print the transcript from the meeting and circle or underline whatever you need to refer to.

  • The notes are organized and clutter free
  • The app provides context for the meeting notes

Conclusion

Online meetings happen between people who cannot be in the same room or location. If you are then stuck taking notes, it’s possible to appear aloof or even rude to other participants. Not to mention, internet lag time can make it almost impossible to follow and take notes at the same time. Thankfully, with a meeting note app such as Aira, you can reduce the hustle of note taking and improve note accuracy while conducting online meetings.

Image credits: Photo by Christina @ wocintechchat.com on Unsplash