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10 Clever Ways You Can Save More Time at Work with Minimum Efforts

save time in office

If your job is like most other jobs, you probably work with daily targets, which must be met for your day to be considered productive and also you save time for more work deliverables. In such a scenario, every second of your day counts. Procrastination, open-ended deadlines, unnecessary meetings, water-cooler chats, too many coffee breaks, etcetera, are all culprits that could keep you from reaching your targets. 

Considering that time is your most important resource, it only makes sense to find ways to save those precious minutes so that each day is more productive than the next. Here’s how you can earn extra minutes back from your day.


1. Confirm meeting agenda beforehand

Tools like Aira were created specifically to address the challenges surrounding meeting management, such as attendance and agenda planning. However, due to human nature, it’s common for a meeting agenda to balloon when attendants raise issues they feel warrant a discussion. A lot of times though, you will find that some matters can be addressed informally between colleagues.

As such, when you schedule a meeting and you suspect that it might drag on unnecessarily, touch base with attendants beforehand and attempt to address any major issues that they’d like to have on the agenda. By so doing, you will not only keep your meeting running on schedule, but you will also gather important information which you can use to reach decisions faster during meetings.


2. Create processes to avoid repetition

Have you ever found yourself handling the same query multiple times, but each time you need to start from scratch?

When you have systems and processes, you can avoid such repetition and save more time at work. For example, say you are a manager at a guest house and it’s your job to orient new guests. Orientation means dedicating time to each guest, which is not sustainable if you receive several guests a day. A better approach would be to prepare a welcome package so that each guest goes through some sort of DIY orientation.

This applies to practically every job. When you have processes that are documented and formalized, not only will things move smoothly, but in case you are away from work, other colleagues can easily relieve you.


3. Use Templates

You also need templates just as much as you need systems and processes. Templates are a huge time saver in project management, web design, reports, content writing, etcetera. A project proposal for instance always retains most of its elements. Therefore, you don’t need to write your proposals from scratch. The same goes for websites; if you can find a template that fits your website’s purpose, go with it instead of starting a fresh build.


4. Batch similar tasks

batch tasks

How do you plan your weekly/monthly tasks?

If you find multiple similar jobs on your task list, allocate them in the same block of time. You might not expect this, but when you switch from one task to another, you take a lot of time to wind down the current task and then plan and get into the next task.

You can save time by batching together tasks that need you to use the same resources (skills, tools, systems).

For example, if you need to schedule several meetings, instead of spreading such tasks throughout the day, block out some time, log into Aira and schedule all meetings in one sitting.


5. Message or call people instead of emails

Do you have an urgent issue to be solved? Call; don’t email. Better yet, get up from your desk, walk to the person you want to email and have a conversation.

If you have other means of accessing people, opt for those before you use email. It’s generally faster to call than email a person. Not to mention, you get immediate feedback when you call, and can therefore strike off that task from your list. 


6. Unsubscribe from unnecessary notifications

Have you subscribed to receive newsletters, product notifications, latest blogs, reports, case studies and more? You probably subscribe to all these services due to the fear of missing out…and you could be right. If missing an update or report will negatively impact your work, then by all means keep the subscription. However, if all you do is archive your subscription emails, it’s time to hit “unsubscribe”.

In addition, if you have multiple emails or gadgets, manage all your notifications from one email. This way, you don’t have to switch between emails and gadgets just to read notifications.


7. Turn off Popups

Popups can be quite distracting. Every time you see a popup, you have to divert attention either to dismiss it or read it.

We aren’t just talking about online popups that come up when you are on the web; desktop popups are just as distracting, and you should also turn them off. 


8. Use mailing Lists

You probably write to the same list of people every day, a few times a week or month.  Some people get a certain report, others get updates for a certain project, etcetera.

It’s difficult to hold all these people’s names in your head and even if you could, you would need to type out their email addresses every time you email them. This will consume a lot of time, even with the autofill option turned on. Not to mention, mistakes happen, and you could leave out a recipient when typing from memory.

You can solve this problem by creating a mailing list for your different groups. 


9. Use Checklists

Checklists save time by systemizing tasks and hence minimizing the amount of mental energy you spend navigating through a task.

Every task has many parts. Traveling overseas for instance involves booking a ticket (and visa where applicable), packing, booking a hotel room, etcetera.

Each of these tasks also has other smaller tasks. For instance, to pack, you might need to:

  • Pick your black suit from the dry cleaners
  • Check your toilet bag for essentials
  • Go shop for extra toiletries
  • Buy a few t-shirts on Amazon   

When you have such a checklist, you can work through the steps of getting your tasks done more easily.


10. Take breaks

Yes. You need to take a break. Whether it’s your tea break or lunch break, take that break.

Research shows that human beings are only productive for roughly 3 hours. As such, working endlessly will not get you to achieve more, but less. Taking a break is a great way to:

  • Clear your head by being outdoors
  • Reenergize with some nutrition
  • Get to know your colleagues better through conversation
  • Increase blood flow through movement


Conclusion

Busy work, meetings and repetitive processes are some of the ways people waste time at work. You also probably waste time in a similar manner without realizing it. This list is a great place to start auditing your day to find activities that waste your time and then improving on those to increase productivity.

How To Surpass The 80/20 Sales Rule For More Sales Profit

80/20 sales rule

80/20 sales rule is one of the most rewarding principles of life, business, and time management. The Pareto Principle rule suggests that 80 percent of your results come from 20 percent of your activities. The valuable principle is a challenge to goal setting, highlighting the need to reconsider priorities for success.

The 80/ 20 sales rule means that most of your sales, come from twenty percent of your customers, products, sales strategies, and salespeople. This leaves a massive room for improvement in lead generation, customer management, and sales team communication.

You can improve business profitability by leveraging the 80/20 rule to improve problem solving. By leveraging technology such as artificial intelligence-powered tools like Aira, your sales team can, for instance, hold highly productive meetings, increasing problem solving and idea generation.

Through robust customer management platforms, they can zero in on the most viable sales leads. This process minimizes time wasted on customers least likely to make a purchase and cuts down on expenses. Below are the ways that you can surpass the 80/20 sales rule for more profit in sales.


1. Improve problem solving and idea generation

The sales meeting is the nerve center of all sales operations. Unfortunately, like most meetings, they have become a necessary evil. These forums should be a source of motivation and inspiration for the sales team. They have instead become part of the eighty percent of efforts that bring in little or no reward at all.

Did you know that 71% of meetings are meaningless and are only held because “this is the way we do things”? Over 65% of senior managers say that meetings keep them from realizing their goals. 64% of them say that a meeting often stands in the way of deep thinking.

That said, 62% of senior managers realize that meetings hold massive potential for the sales team. To improve sales, hold a productive meeting that leads to collaboration and sales ideas generation. To achieve this goal, follow the tips below.

  • Ensure that your meeting is a necessity. Avoid redundancy by making sure that you only hold meetings for challenges that require upwards of ten minutes to solve. If you can answer a question, resolve a problem, or access information in a few minutes, hold a one-to-one chat instead with your salesperson. If your meeting is not helpful to the sale steam, then you are wasting precious time on the meaningless effort.
  • Plan and prepare an agenda for your sales meeting. Your sales meeting should focus on sales activities, data, and feedback. As part of your agenda, start the meeting by celebrating your successes. Are there new customers or accounts? Is there progress on your targets or improvement on your bottom line? Celebrate the wins and then get to uncovering obstacles or insights on prospects.
  • Study your data and that of your competition and optimize your sales strategies. Focus on quality leads and nurture them to turn them to loyal paying customers for higher customer lifetime value. Use virtual assistants such as Aira to take meeting notes and transcriptions. After the meeting, Aira will share all action items with the sales team to preserve accuracy, encourage collaboration and accountability.


2. Trim your costs

If the vast majority of your sales strategies and salespeople produce a fraction of your top performers’ efforts, then your business is not self-sustaining. Eventually, you will run out of good money to throw at bad. Your top performers produce eighty percent of your results because they have honed vital sales skills.

They know how to ask reflective questions that uncover pain points from customers. Second, winning salespeople are naturally good at it. Data shows that 55% of salespeople could excel in doing something else besides sales. More revealing research shows that another 25% of sales professionals can become top performers while selling a different product or service.

This means that at least half of your sales team comprises unfulfilled individuals who only got the offer because they excelled in an interview. Interviews provide useful subjective data, but you need objective information to get the right hires.

Have specialized sales assessments that pinpoint sales talent. If you have team members least suited to sales, shuffle them to areas in your business, where their talents can shine. If you do not have open alternative roles, encourage them to re-enter the job market with the newfound interests and talent knowledge so they can succeed in their careers.

These tests can also pinpoint areas that talented salespeople need to work on for success. Sieve your bloated sales team and cut down on the redundant eighty percent to minimize HR, sales, and space costs.


Conclusion

In 1895, the principle’s founder, Vilfredo Pareto, noted that society has a two-way division. On one side are the successful “vital few” and at the bottom of the pyramid are the “trivial many”. In time, Pareto noted that the wealth of his country was in the hands of the elite 20% of the population. Leverage the 80/20 sales rule to reap more from your workforce, budgets, and products using the tips above.

Image credits: Unsplash.com

How To Create Better Action Item List From Meetings

action item list

An action item list is an important tool for task management. Without an action items list, you could very easily overlook important tasks that need to be accomplished or go about your day quite inefficiently.

Using an action item list, however, doesn’t automatically make task accomplishment easier. It’s not uncommon to find teams that end their workday with pending actionable tasks on their to-do lists.

If you or your team are struggling with task deadlines, we will show you how to overcome this problem by creating better action items lists. We will also introduce you to a tool called Aira, that eliminates the hustle of minute taking and plans your action items for you.

Before we go into that, let’s first define “action item”.

What Is an Action Item?

During meetings, team members come up with tasks. A couple of steps need to be taken for that task or project to move smoothly. Those steps are called action items. Each action item has a person assigned to it, and that person is responsible for completing it.

The completion of each action item moves the project closer to a specified deadline (you could envision this as a finish line). To accomplish all project tasks, you must complete every action item properly and on time. For this to happen, you must set action items to properly. This means:

  • Every team member knows exactly what they are required to do
  • Each member can easily monitor and track project progress
  • Keeping deadlines realistic hence easy to meet
  • As a result, productivity will be high as tasks will be more seamlessly completed

It’s not enough to have the intention to complete a task Even merely stating that things need to get done doesn’t necessarily mean that they will get done. With an action item list, you create a map that will guide you towards your success by following simple steps.

What should an Action Item List look like?

At this point, you are probably wondering what a good action item list looks like. To answer that question, let’s consider an example of what your action items shouldn’t look like:

Example: Sample action item list

  • Vendor shortlist
  • Purchase models
  • Sales meeting

So, what’s wrong with this list?

For starters, it is vague. It’s difficult to know what those details mean. In fact, it looks just like any other list.

Great action items should be

  • Actionable
  • Clear: Complete and well-stated to remove vagueness
  • Easy to understand and manage

Here’s how to create an action item list that has these qualities.

The 7 rules that will help you create better Action Items from meetings

Rule 1: Tasks aren’t action items

A list like the one in the example above is made up of tasks. Each of these tasks is accomplished by taking a series of steps.

To make tasks actionable, you need to figure out the what, who and when of each task:

E.g Vendor search:

  • What steps exactly, need to be taken?
  • Who will take those steps?
  • When?  

Rule 2: Use verbs

Verbs are action words. “Vendor shortlist” on its own doesn’t say much. However, when stated as “prepare a vendor shortlist”, that gives a clearer picture of what needs to be done.

Using verbs not only defines what needs to be done, but also makes you mentally ready to take action.

Verbs also make it easier to recall details of tasks, which is important when handling projects that contain multiple or complex tasks.

Rule 3: Make them SMART

Teams that work with all the information they need are more likely to complete their tasks than teams that don’t. When you make your action items SMART, it means that you have included as much information as possible to make them specific, measurable, attainable, realistic and timebound.

An added advantage of using this approach is that it helps with future recall. Action items usually make sense in context, therefore going to greater lengths to provide SMART details helps with better recall in the future.

Rule 4: Reduce the focus of action items to the most minimum unit

An action item should be minimal in focus. That is, it should focus only on one thing. If you can break down your action item into smaller steps, then it is too complex and broad in focus.

Ensure that action items are broken down into their smallest tasks. For example, “prepare a vendor shortlist” can be broken down into many steps and is therefore a very complex action item. Minimizing it so that its steps become action items will make it more manageable.

Rule 5: Watch out for dependencies

Some actions are dependent on other actions. For instance, if Julie from marketing doesn’t compile a list of known vendors, June from sales cannot set appointments with those vendors. Dependencies are best managed when everyone knows exactly what they are supposed to do and by when they should do it.

  • Point out dependencies where they exist to makes team members more conscious about holding back other colleagues from completing their actions.
  • Prioritize tasks with dependencies to allow other members to accomplish their tasks.  

Rule 6: Turn your process into a template

Your first attempt at creating a better action item list is going to feel a bit cumbersome. It might even consume a lot of your time. However, being meticulous with details the first time around will give you a template to work with in future.

This process can become even easier when you use Aira to automate minute taking for your meetings. Aira creates action items from your meeting discussions, thereby reducing the amount of work you need to do.

As Aira integrates with CRM and other platforms, you can easily import the action items into that software to set up and track your project workflows.  

Conclusion

Action items guide teams on what they need to do and helps them achieve those obligations by a certain deadline. If your team members still have unaccomplished items on their schedule by the end of their workday, watch out for these problems:

  • Is the focus of the action items too broad?
  • Can teams easily find action items assigned to them or do they have to comb through long lists?  
  • Are your team members overwhelmed by too many tasks?

Then, follow the process outlined above to create better action item lists.

How To Extract Minutes From Google Meet With AIRA

extract minutes from Google Meet

Zoom’s quick rise from obscurity to international stardom has been the talk of the year. A conspicuous move, it has caught the eye of rivals like Microsoft, Google, and Facebook. Consequently, all virtual meeting apps are responding to Zoom’s meteoritic rise in various ways.

Google is also cashing into the year’s vast online meeting, yoga classes, and birthday party needs. It is tapping into the online get-together space using Google Meet. An enterprise-only product, it is now free to all Google account owners.

This makes Google Meet a perfect meeting tool for businesses. Leverage the power of artificial intelligence meeting tools like Aira for productivity, and you have the perfect meeting setup. Unlike Zoom, Google Meet is free from privacy and security concerns. 

This app will support a free hour of meeting time for a minimum of 100 people. Its view displays sixteen meeting participants. To enhance security, your team members will need to log in to Google to join your meeting.

No Zoom like invite links. This way, the hosts have total control of the meeting’s privacy. Goodbye Zoombombing. Additionally, you can join a Meet meeting via a calendar invite. If you do not have one, the app will take you to a green room, until the host allows you in.

Google Online Meeting might soon become a more popular online meeting app for businesses. This begs the question; can you draw meeting minutes from the meeting platform?

How to extract minutes from Google Meet

Image credits: unsplash.com

Video conferencing tools have become a critical part of everyday life. For this reason, businesses need to make the content that their employees create within them easily accessible. Schools, on the other hand, have to ensure that students, teachers, parents, and the authorities can review these items at the drop of a hat.

Any person without a video or internet connection should access Meet’s transcriptions. You can put your Meet content in writing by allowing your app’s advanced features to record the meeting. The G Suite or Google Workspace members can record all meetings through the process below:

  1. Start the meeting and go to the screen’s right-hand side. You will see three vertical dots. Click on them.
  2. A few settings features will pop up. Choose “Record Meeting”
  3. The app will ask you to consent to the recording. Follow its instructions and accept.
  4. A “REC” red rectangle will appear on your screen’s top left. This is a sign the Meet is recording your app.
  5. When the meeting is over, go back to the right-hand side and click on the three dots.
  6. Select “Stop Recording” from the menu
  7. The app will save the recorded content to Google Drive
  8. Google Meet will inform all meeting members when a session is recording.
  9. To transcribe your meeting minutes, you can either listen in and type or pay for transcription services.
  10. To reproduce your recordings in writing, upload your files to a transcription app of choice
  11. Set up all the in-app parameters
  12. Check out and wind up the order
  13. Review and download your transcripts

Google Meet
Google Meet

Extract minutes from Google Meet with AIRA

Aira is an intelligent meeting assistant that will manage all your business’s web meeting needs. Powered by AI and machine learning algorithms, Aira will write meeting notes and capture action items. She can intelligently pick up a meeting’s keywords and can join a meeting automatically.

All she needs to arrive on time, every time, is access to your calendar app. Aira also records all the meetings she is in attendance. Need transcription services? No problem, leave it to Aira. She integrates with amongst other tools, Gmail.

Accessing meeting notes via third party transcription services is not a seamless process. Aira can make this process straightforward in both Google Meet and Zoom. Synchronize your Meet’s recordings to Aira and she will automatically extract meeting notes from them.

Aira
Aira

Why should you extract meeting minutes from Meets using Aira?

  • To enhance collaboration

If any of your meeting members misses the meeting, they will receive the meeting minutes to keep them up to date. They will not need to scroll through the whole recording for enlightenment.

  • To save time

Minutes are more digestible and allow their readers to quickly zone in on matters that concern them the most.

  • For multipurpose use

You can send the meeting minutes to all stakeholders to keep them up to date. The error-free notes can also work as training or educational content.

  • Accountability

Meeting minutes keeps every meeting member accountable. Aira intelligently highlights action items for review before and during the next meeting.

Conclusion

Google Meet is not a new kid on the block. It has been there for ages, under its old title; Hangouts Meet. In the past, Google only lets in educational and enterprise users. The American multinational tech firm has now made Google Meet free for Google account owners. Use it alongside intelligent meeting assistants to enhance productivity and collaboration.

Image credits: Unsplash.com

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

How Aira Help With Business Internal Communications Problems

internal communications

Effective internal communications. This is the one thing that any company needs to thrive and succeed. For teams to work well together, effective and clear communication needs to happen from the top down, from the bottom up, and horizontally. However, clear and concise communication isn’t always possible. Often, information flow can be interrupted for reasons as varied as:

  • Assuming that everyone knows what is going on within the company. For example, the marketing team might assume that just because an advert is running in the public media, everyone in the company is well informed about it.
  • Misinterpretation of messages. This can result from second-hand information, language barriers, loss attention during meetings, or apprehension about seeking clarity. If employees act on bad information, this could cost your company its reputation, customers, and money. You can easily prevent this from happening with an AI meeting tool like Aira.
  • Lack of team cohesion. This is often the case with teams that work in silos. For example, the sales process should involve marketing, sales and customer service teams. But, if none of these teams have visibility in what the other does, this can lead to communication breakdown.

If not checked, lack of proper internal communication can result in:

  • Employee resentment, with individuals feeling no compulsion to “go the extra mile”
  • Lack of team coordination, which in turn leads to
  • Duplication of responsibilities and tasks
  • Teams and individuals can be left out of important processes and projects
  • Burn out
  • Wastage of company resources
  • Poor company image
  • Loss of customers
  • Loss of revenue because of missed opportunities

Video: How AIRA Takes Care Of Your Business Internal Communications (Part 1-4)


How can you use AIRA to improve internal communications?

Improve your online meetings through better record keeping

Majority of internal communication in most companies is now being done online. This also includes other meeting management tasks such as organizing meetings, setting timelines for completion of different tasks, and sending minutes of meetings.

Given this, how can you track notes and action items for each, and every meeting held online?

The answer is simple: AIRA.

AIRA is an AI based assistant that

  • Makes employees’ lives simpler
  • Improves your selling process and actually results in more sales
  • Makes customer handling easier

AIRA does this by solving common communication problems that a company faces. Anyone who is present in a meeting can benefit in the following ways:

  • Track just about any meeting on your list
  • Click on notes and you would know what the meeting was all about
  • AIRA keeps a record of all online meetings and you can access them with just one click

Handling customer requirements

Every customer is unique and expects customized solutions to cater to their needs. To guarantee they get the most value for money, customers often revise their set of requirements. This can pose a challenge to a business analyst, especially one who is handling a large customer data base.  

Business analysts need to keep track of every customers’ needs without making mistakes with every revision.

AIRA makes this possible, as it allows you to easily track, through voice recordings or transcripts, all the requirements and changes that a customer has asked for. This will help you meet your customers’ requirements and consequently, keep your customers delighted. Company directors and product leaders will also find AIRA quite useful for this reason.

Product planning

Product managers, developers and executives need to ensure that teams pursue the company’s vision by:

  • Reaching goals
  • Executing on projects
  • Conducting smart evaluations of processes and products

Product managers for instance, need systematic records to make plans and fix accountabilities for execution. Without such records, tracking progress can pose a huge challenge.

How can managers use Aira to keep track of every task and make their team members accountable?

  • The AI based assistant keeps transcripts of meetings. This provides a reference point for all project meetings
  • The action item lists within Aira help product leaders, developers/executives to keep track of progress made by each individual

 

Sharing meeting notes

With online meetings becoming the new normal, it’s posing a huge challenge to individuals who might need to attend multiple meetings. Some meetings might even happen simultaneously, making it nearly impossible for you to attend all of them.

How then, can get the outcome of meetings, without attending them?

Use AIRA for one click sharing of notes/summary while keeping everyone updated, so that no one misses on important decisions or plans made during the meeting.


Conclusion

Most companies don’t usually think of a internal communications budget. Yet taking steps to improve internal communication is key to improving team performance and boosting revenue growth. A study by Towers Watson found that companies that take steps to improve internal communication experience 47% higher shareholder returns. So, ask yourself:

Do you want to build strong and productive bonds with your employees?

Do you want your employees to be comfortable expressing ideas that will help build your business?

Do you want fulfilled customers who aren’t just happy to do business with you but also refer you to others?

If yes, then start by improving your internal communications processes. Communication within your workplace will build more teamwork, create transparency and lead to better collaboration. But you cannot achieve such level of efficiency manually.

Try out AIRA.

10 Traits Of Best AI Meeting Assistant Explained

best ai meeting assistant

The age of the super AI assistants is here. Perceptive business owners are leveraging the power of artificial intelligence to solve professional challenges. Machine learning mechanisms now monitor service quality and augment automation decisions. In medicine, they are augmenting medical diagnoses while in manufacturing they replicate designs.

The average office dweller is also enjoying the magic of AI development. They are not only benefitting from top-notch and personalized email management, but AI meeting assistants as well. For this reason enterprise, adoption of AI tools has grown by 270% in less than four years as per Gartner data.

AI virtual tools are lessening, meeting frustration for employees, interpreting, recording, and transcribing speech. They are the perfect meeting minute takers. Some of the traits of the best ai meeting assistant includes:

1. Meeting scheduling

aira ai meeting assistant

One of the best traits of a virtual meeting assistant platform like Aira is her meeting scheduling capability. Aira will record, transcribe, and analyze your meetings. This fantastic AI-powered technology will also automate your business’s meeting scheduling on your behalf. Her machine learning and artificial intelligence capability will analyze your workers’ productivity patterns for nuances of timing preferences.

In doing so, she can distribute events effectively. Her meeting scheduling action will have a minimal impact on your team’s deep work. Aira saves your employees from minute taking and distribution woes. She informs all stakeholders of the meeting event too.

2. Automatic time monitoring

AI tools are proficient at automatic time tracking. This trait of AI meeting assistant technology captures your employees’ time data into timesheets. This characteristic creates a culture of honest hours at work. As a result, your meetings will be more productive as employees review time use on the AI tool’s interface. The best platforms offer an interruption and timer free time tracking feature. This way, meetings remain distraction-free.

3. Meeting documentation

AI meeting assistants have speech recognition features that process all information during meetings. They will register all decisions and actions and highlight every speaker’s core duties. Afterward, the tool will store all meeting notes centrally for sharing and follow-up purposes.

4. Company data sharing

Meeting preparation takes up a massive amount of office time from the meeting’s organizer. They will need to dig up company documents, artifacts, past minutes, reports, or old emails. This groundwork makes meetings a success.

These AI platforms can manage files across different work frameworks during this preparatory stage. All knowledge will be within reach, saving up time and employee time.

5. Meeting analytics

Rapid improvements in AI technology have led to the creation of analytics-driven tools that detect patterns in data. Using machine-learning algorithms, they can observe user behavior and adapt to it. Consequently, this technology has become key in optimizing industrial operations. AI virtual assistants can analyze your meetings and suggest optimization improvements to enhance productivity.

6. Contract analysis

Business contracts can be intimidating. Fortunately, intelligent meeting assistant tools can analyze the legal jargon on your behalf. This action will help identify risks, requirements, and opportunities.

7. Email management

Do you know that the average cube dweller receives 121 emails each day? These missives convey event invitations, content, or deals messages. To gauge just how important all this mail is, click on them and study the content. Popping email notifications can be an enormous distraction in the workplace.

With them constantly vying for your employees’ attention, they will have a harder time accomplishing their tasks. Worse is that, once they drive your mind to distraction, it will take close to 23 minutes to get back on track. An AI assistant platform can manage your inbox.

It will study your preferences and patterns, then offer personalized help on your email flow. This will kill email hyperresponsiveness. This phenomenon chops down office hours into little slots of productive time because of distractions.

8. Expense and payment auditing

Finance teams can leverage AI meeting assistants to audit invoices. They can also use them to analyze expenses before initiating payments. This will cut down on team spending and optimize their processes. Since intelligent platforms integrate with other back-office technology, they will not disrupt the existing processes.

9. HR processes

Intelligent platforms can analyze millions of job postings and zero in on suitable matches. They will serve you with the best match for your workplace. They can also re-target older applicants and schedule meetings.

10. Meeting room experience enhancement

Beyond highlighting action items, the AI tool can also increase meeting effectiveness. As an illustration, some platforms have a background replacement feature. Others can suppress background noise and offer real-time meeting transcription.

Conclusion

The ultimate luxury in business is an assistant at hand who anticipates your needs. They will take action on your behalf where necessary and listen for your calls. The AI meeting assistant is a perfect, affordable, all rounded, and more efficient personal assistant.

These platforms can perform a variety of functions and can be omnipresent in every corner of your business. The useful traits of the best AI meeting assistant will enhance your bottom-line and increase productivity amongst all your teams.

How to Extract Meeting Minutes from Your Zoom Meetings with AIRA

extract zoom meeting minutes

The whole world seems to be on a Zoom meeting at the moment. The popular video conferencing app has now racked up a 300 million daily meeting participant volume. This massive amount of users throng the app for its awesome features.

The rise of Zoom has even sparked off an internet troll phenomenon known as Zoombombing. Zoombombers prowl the highways and byways of public Zoom meetings, bombing meeting participants with inappropriate content.

The cloud-based video conferencing tool is very popular with small, large, and medium-sized businesses. On it, users can have a continuity of their daily workflows and keep in touch. All of Zoom’s amazing features are designed for the business meeting.

Through them, work from home employees can have one-on-one meetings on the app’s free plan or host large meetings with 500 participants on paid plans.

Users can also screen share for collaboration and record all Zoom calls as video. It is, therefore, quite unfortunate that most of the app’s users have to use old paper and pen to jot down Zoom meeting notes.

The savvy meeting leader can, however, use AI meeting assistant technology tools like Aira instead. Aira is powered by artificial intelligence technology and can automatically join your meetings, transcribe them, take meeting notes, and share with all meeting participants at the end of the meeting.


 

Why should extract Zoom meeting minutes with Aira?

extract meeting minutes with aira

Some Zoom meeting leaders do try to take down notes from their laptops or computers while on Zoom meetings. If you have tried this process, you know how arduous a task it is, if you must have your camera on during the meeting.

If your meeting guidelines, however, allow cameras to stay off during the meeting (which is quite rare), you can switch off your laptop’s camera, listen in and type in your notes. Just juggle between listening in, staying engaged, and contributing to the meeting’s deliberations. This is not an easy task, and you will often lose your concentration and become less productive during the meeting.

Some other minute writing option procedures during Zoom meetings include;

  1. Opening a Zoom window and utilizing a note-taking app on the other side of your screen for minute taking. With both apps open at the same time, you can quickly click back and forth between each app as you listen take your notes. You, however, will have the disadvantage of a half-sized Zoom window.
  2. Have access to two monitors and connect them to your computer. Use one monitor to run your Zoom meeting interface. And use the other for your minute taking app. You can also use your tablet, phone, or laptop screens to set this configuration up. Use one screen for the video conferencing app and use the other for minute taking
  3. Learn your keyboard commands and use them to switch between your Zoom app and minute taking window. This option will keep your Zoom app full screen.

These methods might get the job done, but you will have to face the meeting minute taking challenges of a lack of concentration and fatigue.

You will also have to keep fighting off the urge to record every word verbatim and simply summarize the key facts. Meetings do not always follow the agenda and topics, and side issues will often come in distracting the minute-taking process.


 

How to extract your meeting’s notes with Aira?

Aira

Aira, the voice AI platform, is the best Zoom meeting minute taking alternative. She will not only take minutes but will save them on one location for ease of access.

Aira is such a perfect meeting assistant that she can attend your meeting and take notes on your behalf when you are held up elsewhere. She is the perfect complementary tool for Zoom’s recorded video function.

If you have a paid Zoom account and Aira, you can sync all your Zoom cloud recordings into Aira. With this, you’ll get automatic extraction of meeting notes through her robust AI voice transcription feature. Zoom Pro, Business, and Enterprise allow meeting leaders to record their calls as videos.

The meeting host can also enable video recordings of meetings by other members in settings so that anyone can record a Zoom meeting.

All videos will either be saved locally or on the cloud in an MP4 video file format. Aira will transcribe the meeting using her Zoom Synch feature. All that you need to do is to set up Aira’s automatic transcription feature before the meeting starts. Simply;

  1. Pre-approve Aira in Zoom marketplace
  2. Allow live streaming in Zoom
  3. Connect Aira to Zoom

 

Conclusion

Taking meeting minutes the old school way on Zoom can be a challenge. Use Aira’s proficient voice transcription feature to take extract minutes automatically from Zoom meetings and recordings.

Resolved – 5 Biggest Challenges of Working from Home

challenges of working from home

Amongst the many benefits of the new ‘working from home’ normal is a positive impact on the sustainability of a myriad of initiatives. Economic growth has, in the past, exacted a heavy toll on climate change, sustainable urban living, and responsible consumption.

This drastic reduction of employee and employer carbon footprint has led to a remarkable improvement in intra-city congestion and pollution. Remote work is a sustainable economic growth feature and is the future of the labor landscape. Despite all its benefits, working from home has unique challenges as well. Some of these challenges include:

1. Coordination and communication challenges

According to David Heinemeier and Jason Friend, the founders of Basecamp, communication is foundational to the success of a remote working team.

The authors of REMOTE: Office Not Required, say that bad blood can easily develop between work from home teams when the bulk of their communication takes place through email. This set up will quickly snowball small blunders into full-blown melodramas if they are not quickly nipped in the bud.

Fortunately, a whole industry sprung up around team collaboration tools that make it easier for employees to communicate effectively. Aira, for instance, is a meeting assistant that automatically records and transcribes meeting dialogue.

This robust voice AI platform will save all your meeting notes in one location. She will also help all remote working teams keep track of all online meetings deliberations. Aira doubles team productivity, info sharing efficiency, and multiplies sales increase. Team collaboration tools ensure that no member of the team feels left out of the loop.

2. Distractions

Source
Professor Robert Kelly’s BBC interview that earned him the title of ‘BBC Dad” is a perfect example of how distracting the work from home environment is.

In the 2017 live interview with the British news channel, the professor’s two children made a comical entrance to his home office as he talked about the ouster of Park Geun-Hye of South Korea. Parents working from home watched in amusement as Kelly kept composure during the brief scene, keeping the show running.

Most parents can relate to the live TV blooper because they all struggle to maintain a work and home life balance when they have work near their children. One of the major reasons some employees embrace working from an office is to build a firm barrier between their home and work life. To work successfully from home with fewer distractions, you need a designated work spot, devoid of all disturbances.

Have some noise-canceling headphones to eliminate auditory distractions. Set up firm rules with your family and politely ask them to behave as if you were away at work when you are at work from home.

3. Time management

Employers have the innate fear the remote work employees will slack off in the absence of oversight. Most times, the opposite is the reality.

Most work from home employees will overwork because they find it harder to switch off. Surrounded by all the tools needed to put in extra work, they will have a harder time drawing the line. This challenge becomes even more complex when you are working for yourself.

Every remote worker needs to establish a work schedule that keeps them from overworking or slacking off. This rota will keep you productive and give you ample time to be with family and friends. Use tools such as an AI meeting assistant, Trello,  Asana, and Evernote to schedule, manage time and tasks, and organize your work hours.

4. Lack of social interaction

social interaction

Co-workers are often an employee’s main social circle if they do not have a close family. If you are working from home, isolation can be a challenge if you spend days by yourself. To lessen the feeling of being a hermit, have social breaks in your work schedule.

Go out for lunch with friends or grab yourself a snack from a friendly food shack attendant down the street. Take your computer with you to a co-working space occasionally, or work from a coffee shop and enjoy the social environment. Join local organizations and groups for meet-ups and recreation.

5. Technology hiccups

Challenges such as internet outages can make remote work a problem. You do not want your connection or computer to crash right in the middle of an important zoom meeting. To avoid such inconveniences and for your peace of mind, have a backup plan. You can, for instance, a mobile hotspot device for an alternative internet connection and a backup tablet or laptop at hand.

Conclusion

Ditching the daily commute, working from anywhere in the world, and a flexible work schedule are some advantages of working from home. The challenges above, however, can make remote work unproductive if you do not use them to create structure, routine, and discipline.

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