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online meeting software

How AI Machine Learning Helps You to Have Progressive Online Meetings

ai machine learning helps online meetings

Innovations in Artificial intelligence (AI) technology have progressed so fast that it does boggle the mind, what the future holds. In a decade, we have intelligent computers that through neural learning technology can diagnose diseases, transcribe speech, or translate a language. Coupled with AI and machine learning, a computer’s smart capacity can modernize telecoms, financial, management, and healthcare industries.

The AI sector is the new frontier in industry and will be worth over $190 billion by 2025. This technology is critical to virtual assistant, predictions, surveillance, customer support, fraud detection, e-commerce, and social media applications. We use AI for image curation at Yelp and content discovery at Pinterest. Google’s neural matrix Deep Mind, powers amazing machine-learning aspects that include robust speech translation, natural language processing, prediction, and search ranking processes.

Twitter is dependent on bots for its curated timelines, while Facebook Messenger chatbots are taking the world of e-commerce by storm. Gartner estimates that by the end of this year, chatbots will manage over 85% of customer service needs. 


Why office meetings need AI tools support

One business sector that needs AI tools support is office meetings. Workers often associate meetings with time wastage, spending that time sending emails or dozing off. A study by Fortune shows that most employees will send at least three emails during a 30-minute long meeting! They complain that these conclaves are too long and unproductive. 

Most meeting chairpersons also do not prepare for meetings, wasting the participant’s time with an agenda-less gathering. Video chat meetings might be time-limited but they do have their complaints as well. Did you know that 43% of attendees on a conference call spend some of that time on social media? A large 65% of them will spend that time on other work related tasks.

Meetings seem to bring out the worst in workers! Participants of the ongoing global video meeting wave are up in arms over Zoom meetings. They have described them as extremely tiring. Why? Between freezing screens, and staring faces, focus during video calls is a challenge. Processing the tone, pitch, and non-verbal cues during a video call meeting is harder than it is in a traditional meeting setup.

Online meetings are shorter but their attendants have to dispense more energy studying the body language of their meeting partners, which drains them and creates a dissonance of conflicting emotions. Add minute writing to this painful set-up and the person in charge of minute taking will not have any opportunity to make valuable contributions or engage with other meeting attendants.


Reasons why artificial intelligence is an online meetings game changer

1. You can delegate some pre-meeting tasks to the AI meeting tool

AIRA

Meetings are essential to meeting business objectives and promoting positive company culture. They encourage teamwork, and every business owner should encourage mechanics that promote meetings, making them a source of productivity rather than a distraction. In the office set up, you can delegate your minute writing tasks to personal meeting assistants like AIRA.

AIRA will join web conferencing calls, record all the meetings proceedings, and transcribe all data on your behalf. She will keep track of all your online meetings and notes. Your favorite meeting companion will jolt down all meeting records, share them with all the meeting participants, and provide meeting analytics to help you optimize your processes. AI meeting tools can for instance;

  • Handle all the mundane but time-consuming tasks such as joining the online meetings, adding people to video calls, and calling all meeting participants prior to the meeting.
  • Identify meeting participants and usher them to the meeting room. With AI meeting bots at hand, you will have fewer online meetings where participants log in and hardly know half of the faces on their screens.
  • The AI tool will also connect your meetings to your company’s digital knowledge assets, to assist in the setting of an agenda as well as the organization of meeting notes. 


2. The AI tool will also make your meeting more productive

You probably have been in a meeting where one participant forgot to mute their microphone and every participant had to listen in to a transcription of their doctoral thesis. Some meetings also go on for too long as each person gets their stand-up moment to discuss business matters. Such talkfests often go beyond the 90-minute meeting mark. In a disorganized meeting, you will have a large number of presenters going off-track.

Meetings are often unproductive because its convener did not do their homework. Hopping people onto an online conference room, when you have not stated the meeting’s purpose is a recipe for disaster. There should be a detailed and thoughtful agenda that should encompass the subject of the meeting, the subject’s topics, and the people responsible for each topic discussion.

The leader should highlight the time allotment for each presenter, write down each question beforehand, and set down the meeting’s expectations. Knowing when and where to mute sound during online meetings is a grey and highly contentious area. It needs definitive guidance because workers are spending more time than ever before in remote work video meetings.

Consequently, you will have meetings where some participant disrupts the ongoings with a joke (which will be more annoying than funny) or there will be background noises from barking dogs, construction, or happy children.

Some of the attendants may also be interrupted and have to put the meeting on hold to go deal with real-life issues. Often they will do so, and leave the microphone on. According to Zapier, there might not be a need to mute microphones in a small meeting with five or fewer participants. Since video conferencing software can only show a few faces on the screen at the same time, you can only read essential non-verbal cues from the visible faces.

In the absence of these non-verbal cues, an attendant might be tempted to talk out of turn, especially when the video begins to lag. A larger online meetings need to have an automated system that mutes all other sources of sound and leaves the presenter’s sound on.

Can you imagine the cacophony of sounds that can arise from the microphones of 200 or more online meeting participant’s backgrounds? How can AI and machine learning tools fix these challenges and make your meetings distraction less and productive?

  • AI meeting assistants can automatically mute microphones of meeting members and only enable a presenter’s microphone. The AI tool can also perform selective muting by detecting noises such as barking dogs, keyboard tapping, then alerting, and requesting the offending party to mute their mic.
  • AI meeting assistants can also use facial recognition to put names to faces. This feature can be very useful in online meetings that have multiple participants in them, making identification easier.
  • The AI can also supply each participant’s designation, work history, and contact information to any member that requires it, to ensure that all members spend less time asking or digging for information during meetings.
  • These tools are also maturing and acquiring situational context knowledge. Consequently, they will automatically know about the agenda in question and make better and more accurate meeting notes than human minute writers can.
  • They will also table useful documentation such as financial projections or analyst reports at a moment’s notice. AI tools will also supply past meeting notes, deliberations, conclusions, and action points to ensure that your meeting runs smoothly.
  • Since intelligent bots will be taking notes and transcribing all discussions on your behalf, you will have more time on your hands to focus on the meeting and to share your brilliant ideas with the rest of the team.
  • Voice interaction with an AI tool will free your mind and hands, making the tiresome video conferencing sessions less of a hassle. An AI assistant like AIRA will become part of your work team relieving you of mundane and routine team chores and making your meetings better and enhance growth.


3. Handling after-meeting chores

Your artificial intelligence and machine learning meeting tool of choice will automatically gather information on your behalf ensuring that all meeting members stay focused during the meeting. The tools will do away with haphazardly done or hand-scrawled notes. Some of their after-meeting benefits include;

  • Sharing meeting transcripts to all members that highlight all action points
  • Fostering camaraderie, trust, and collaboration, by enabling the sharing of a meme or two, business files, and meeting records.


Conclusion

AI machine learning helps online meetings to be more productive and more efficient in delivering positive results. AI machine learning technology benefits for personal and office use are endless. Virtual personal assistants like Alexa or Google Now can set up your schedule and remind you of items on it on time. Siri is a fantastic personal assistant and is particularly useful during travel.

She can check the weather, your flight information, find your lost luggage, and grab that great parking spot for you. AI meeting assistants like AIRA or Hendrix will also bring your office workers closer allowing focused interactions that enhance productivity during meetings.

Top 10 Platforms for Hosting Online Meetings

Online meetings

Meetings in a company are inevitable; they sustain continued business. But with company operations and offices spread over wide geographical areas -some even global- it can be a challenge to conduct meetings.

Traveling for a meeting is always an option -and it has been done before- but the cost of travel is high, and the ROI is hardly ever justifiable given the length and/or output of the meeting. In addition, as the world grapples with how to do business in the era of covid19, online meeting tools are useful now more than ever. Travel is not an option for anyone and even when travel resumes, having the option to hold online meetings while saving costs will still remain a preferable option.

In this article, we will explore online meeting tools that make having business meetings easier, cost-effective, collaborative, and productive.


Top 10 platforms for hosting online meetings

1. ClickMeeting

ClickMeeting

ClickMeeting is a reliable meeting platform that comes loaded with many useful features. It’s ideal for video conferencing, hosting webinars, online conferences and holding online meetings.

It’s easy to use, making it ideal for anyone with little to no technical skills. Click meeting runs online, so you do not need to download or install anything.

Features:

  • Host online conferences with thousands of attendees and multiple presenters
  • It works straight from your browser
  • Customize with your logo and colors to suit your business or event
  • Stream live on FaceBook and Youtube and reach new audiences through those channels
  • During Q&A sessions, use “question mode” to control your audience 
  • Translation feature allows attendees speaking a different language to participate
  • You can share your screen
  • Recording feature is available, making it ideal for record purposes and future analysis
  • A call-to-action feature, to increase productivity
  • Record up to 10 hours of meetings

Pricing:

Free: for 30 days

Live: $25

Automated: $40

Enterprise: Contact for more details


2. Skype

Skype

Skype has been around for a long time. It is online meetings platform that is trusted by brands and individuals alike for its reliability and security (thanks to the Microsoft brand name). Though skype is great for chat, its video conferencing capability is its most hyped feature.

Most people use the free version of skype, but paid options are available for meetings hosting 50 or more participants.

You need to download and install Skype on your computer, although the process is quite easy to follow. After installation, you can sync Skype to your address book, making it easy to access and call your contacts in one step.

The search feature allows you to find and invite anyone who is not in your contacts, to connect witty you.

Features:

  • Free for up to 50 people
  • You can chat, group chat, call or video
  • File sharing enables collaboration
  • It has versions for web and mobile
  • Skype has subtitles feature
  • You can call phone numbers from skype

Despite its popularity, Skype is a bit of a heavy app and may sometimes have unclear output on calls having many users.

Pricing:

Free for up to 50 participants. Otherwise, contact for more details


3. BlueJeans

BlueJeans

BlueJeans is an online meeting and video conferencing app trusted by enterprise brands like Facebook, LinkedIn, Zillow, among others. BlueJeans was acquired by Verizon in April 2020, a move that will see the app leverage Verizon’s 5G technology for better video conferencing.

Its analytics, live meeting controls, minute-taking and enterprise-level security are some of the features that make BlueJeans an enterprise meeting tool of choice for most.

Other features include:

  • One-touch-access allows users to join from their browser or device
  • It is integrable with more than 30 apps
  • Confiture to suit many meeting room systems
  • Make phone calls for free to more than 40 countries
  • Customize to suit your brand
  • Record meetings and save to the cloud

As with most enterprise-grade apps that host many users, video and audio quality may be unclear when using BlueJeans. However, the acquisition by Verizon may just fix this issue.

Pricing:

Standard: $9.99/month

Pro: $13.99/month

Enterprise: contact for pricing


4. Aira by Eduba

AIRA
Aira

Aira is an online meetings platform that offers quite a number of interesting features that make it unique. These include:  

  • Its Voice AI feature automatically records meetings. The AI continuously upgrades, enhancing performance and productivity
  • Recordings are available as transcriptions.  Therefore, you don’t have to miss out on meeting discussions or take minutes later on
  • Aira will attend multiple meetings for you, allowing you to still keep up with your busy schedule without missing out on important meeting details
  • Aira uses Zapier to integrate with your CRM
  • The analytics feature allows you to suggest ways to optimize future meetings and improve performance

To use Aira for online meetings, you can sign up for a free trial.

Pricing:

Available during the demo.


5. Blizz by TeamViewer

Blizz

The Blizz Collaboration Companion™ is a video, voice and instant messaging application created by TeamViewer.

TeamViewer specializes in providing remote support through cloud-based technologies to businesses around the world. Boasting installations on more than 2 billion devices, TeamViewer’s popularity as a collaboration tool is unquestionable. Blizz leverages some of TeamViewer’s features, allowing screen sharing and remote access to all your essential meeting and communication tools.

Features:

  • Blizz is free for up to 5 participants but has the capacity to support up to 300 people on one call.
  • It supports sharing on multiple 4K screens
  • Records calls and store in the cloud
  • It’s a secure application that uses 256-bit end-to-end encryption
  • Message indexing for easier tracking of conversations and ideas

One downside with Blizz is that it doesn’t support whiteboarding, which limits interactive use of shared documents during video conferencing.

Pricing (billed annually):

  • Free: for 5 users
  • Core: 6€ / Month
  • Crew: 14/€month
  • Company:19€/month

6. Microsoft Teams

Microsoft Teams

Microsoft teams is an ideal online meeting tool for large businesses, as it supports as many as 10,000 participants on one call.  Microsoft teams support chat, call, video and file sharing on iOS, Windows, Android and web, all while ensuring the privacy and security of participants.

Features:

  • Navigating within Microsoft team is easy; with just one click, you can for instance navigate from group chatting to video.
  • File sharing on Microsoft teams makes team collaboration easy even when traveling or away from your workstation, as you can access and edit relevant files through TeamViewer.
  • Powerful search,
  • Live training online
  • Task management

Although Microsoft Teams has great features, it does not do audio calls, nor does it integrate with third-party software.

Pricing (annual commitment):

  • Microsoft Teams (free): free
  • Microsoft 365 Business Basic: USD$5.00/ user/month
  • Microsoft 365 Business Standard: USD$12.50/ user/month
  • Office 365 E3: USD$20.00 user/month


7. Google Meet

Google Meet

Google Meet is a free service that started off as a secure meeting service for businesses. It is now open to everyone. Google Meet integrate with Gmail, google drive, docs and google calendar, letting you manage your video calls straight from your communication resources.

Features:

  • Live streaming on google meet supports up to 100,000 participants.
  • In addition to enjoying Google’s security feature, GoogleMeet benefits from extensive AI research by google, giving the app powerful abilities like adjusting to environmental noise, so that calls remain clear even in noisy environments.
  • GoogleMeet can adjust Performance to suit different network speeds. This ensures high quality calls in spite of network strength.
  • You don’t need to download googlemeet.
  • G Suite integration allows participants to join calls without internet

GoogleMeet is reasonably priced, making it ideal for a small budget

Pricing:

Free


8. GoToMeeting

GoToMeeting

GoToMeeting is an online meeting tool through which users can host or join audio or video meetings from anywhere. It works on MacOS, Windows OS and mobile.

GoToMeeting has a high price tag, making it suitable for enterprises or businesses that can meet the budget.

Features:

  • The GoToRoom kit allows you to turn your meeting room into a collaborative space.  
  • GoToMeeting helps you to fully leverage your video conferencing hardware
  • Integrate with third-party apps like google calendar, salesforce, or Office 365.
  • Use Siri voice commands
  • Enjoy unlimited meeting time with screen sharing and HD video
  • Get MP4 recordings of your meetings
  • Enjoy end to end security feature

Pricing:

Professional: $14/organizer/month

Business: $19/organizer /month

Enterprise: Call for details


9. Zoom

Zoom

Zoom only went public in 2019 and has in a very short time soared in popularity as online meetings and conferencing tool.

Features:

  • Zoom offers free 40-minute calls for up to 100 participants
  • It is intuitive and easy to use
  • You can hold video calls, voice and chat
  • You can share files and make presentations on zoom.
  • Video and audio quality on zoom is good even on slow connections
  • Supports dual screen sharing and HD video

One downside of zoom, according to the intercept, is that it does not offer end to end security encryption.

Pricing:

Basic personal meeting: Free

Pro: $14.99/mo/host

Business: $19.99 /mo/host

Enterprise: $19.99 /mo/host


10. EverWebinar

EverWebinar

EverWebinar is a reliable and fast online meeting platform that allows you to set up calls and webinars in as little as 3 minutes. it’s a great tool not just for meetings but also for offering live training and webinars.

EverWebinar can automate your trainings, all while giving your audience flexible scheduling options for specific dates, managing recurring events and managing time zones.

Other EverWebinar features include:

  • Manage all your chats, videos and statistics in one compact screen
  • Access all your communication and analytics safely and securely
  • Download previous chat history
  • Send notifications by email or sms

EverWebinar however requires a bit of time to learn the features but when you do, the ROI will be worth it. The testimonials on the app’s webpage bear this out.

Pricing:

Installment plan: 3x$199/year

Annual plan: $499/year

Biennial plan: $799/2 years


Final Words

That’s it for now.

There are many factors to consider when choosing the right software. But this list of 10, feature-rich online meetings apps has something for everyone, and should make doing business in 2020 and beyond a lot easier.

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