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Personal Online Meetings

10 Productivity Software You Should Start Using Now

productivity software

How do you know you are being productive? Is it:

  • When you are getting work done?
  • When your life is organized?
  • When meetings and other collaborative projects are progressing without a hitch?

If you identify with any of the above, you know that Productivity is not a concept unique to the workplace but is also important to aspects of your personal life.

In this article, we will look at 10 productivity software that will help you to become more productive in your work and personal life. these apps will help you do the following:

  • Create better workflows
  • Work smarter by e. g, automating repetitive tasks
  • Become more organized by for example managing your inbox
  • Hold efficient meetings. Example, by automating note taking and minute taking with AIRA
  • Achieve your goals: for example
  • Time savings
  • Finish your project in time
  • Perform better at work so that you can get promoted
  • Eliminate distractions
  • Improve work output, e.g, revenue

Read on below to learn about tools you can use to start being productive starting now.

10 Productivity Software to Try Out:

1. Dragon Naturally Speaking

dragon

Dictating can sometimes be easier than typing, especially if you’ve been working at your desk endlessly. The longer you type, the more your speed dwindles, your accuracy goes down, you become fidgety and eventually lose focus. Thankfully, Dragon naturally speaking allows you to switch to your new tempo of work by dictating to your device. This ensures you can keep working instead of abandoning your project because of fatigue.

The different editions that the software comes in make it an ideal tool for working on topics from practically any industry. For instance, the dragon home is ideal for dictating general content. There’s also dragon legal, dragon law enforcement, among others.

At $150, dragon naturally speaking maybe a little on the costly side, but it really is value for money, considering it’s very accurate.

Price

Dragon Home: $150

Other editions: Contact Nuance team

2. AIRA

Aira

Business cannot be conducted without meetings. A lot of times though, meetings can waste time if:

  • They take too long
  • Minute and note taking are done manually
  • They are disorderly
  • Agenda items are not clear
  • They are irrelevant to attendees

That is where Aira comes in. Aira is an ai meeting assistant that creates efficiency in meetings by automating:

  • Minute taking
  • Meeting scheduling (including checking for meeting overlaps)
  • Following up on action items
  • Document sharing and storage

Aira analytics tracks meeting performance. In addition, the keywords feature helps attendees and other team members to scan through meeting notes quicker and find what is relevant to them.

Pricingcontact team Aira

3. Evernote

evernote

Note-taking is an essential part of most professionals’ and students’ lives. That’s why Evernote makes this list. Whatever the nature of your project, you can use Evernote to

  • Jot down ideas
  • Curate content during the research phase of your work

Evernote records written audio or image content. You can also sketch with the app or upload PDFs. The app not only searches your saved content by word, but also by image. This means that any search will return the corresponding text and image content that you have saved. With the paid subscriptions, you can also search PDFs.

Although Evernote is mostly for boosting personal productivity, you can also use it to collaborate on projects that involve note sharing and editing.

Pricing

Basic: Free

Premium: $7.99/month

Business: $14.99/user/month

4. IFTTT

ifttt

There are simply too many things going on in our daily work and personal lives, that you cannot keep track of all of them. But, fear not, because IFTTT (If this, then that), can automatically update you whenever things that you’re interested in, happen, either online, or locally on your devices.

For instance, if you need to keep track of brand activities on Facebook, you can tell IFTTT “if someone mentions my brand online, then email me their comments. “

Although you may consider some tasks as mundane, they still contribute to your overall success. IFTTT is really good at handling mundane tasks. For instance, sending meeting reminders is a time consuming, mundane task. But attending meetings is important. So, let IFTTT handle your reminders while you do other productive work.

PricingContact the sales team

5. Sane Box

sane box

Email organization is a key part of productivity. It’s quite likely that most of the emails you receive aren’t all-important. Even if they are, they aren’t all high priority. That’s where the Sane Box comes in. Sane box organizes your mailbox by automatically moving unimportant emails from your inbox into new folders.

Sane box decides on email importance levels in the following ways:

  • All emails from contacts that aren’t in your address book are treated as cold calls
  • It learns. You have to give sane box feedback so that in future, it knows how to treat the emails you receive

If you usually get lots of emails daily, this is one app to try out.

Pricing

Snack: $59/year

Lunch: $99/year

Dinner: $299/year

6. Strict Workflow

strict workflow

Focus (or lack of it), is a key issue for most people. A lot of people out there (perhaps including you) cannot work on a project for extended periods of time. For some, this focus period can be as short as a few minutes. That is why the Pomodoro technique was invented. So that for 25 minutes, you can focus on nothing, but work, and you only get to rest for a few minutes once your 25 minutes are up.

Strict workflow enforces the Pomodoro technique. Say you need to work on your project for 4 hours, what you do is divide that time into 25-minute sessions. This increases productivity because it’s a reward-based system. That is, work then claim your reward.

The strict workflow works as a browser plugin.

PricingFree

7. X1 Search

x1

Some people are tidy. They know their files and folders by name date and number (okay, maybe a bit of an exaggeration there), but you get the point. Some people can find everything on their laptop quite easily.

But, if you struggle with the personal organization on your computer, you might need a tool like X1 Search. It’s a tool that finds files in your document folders, archives, mailboxes, calendars, SharePoint.

Although in the end, we’d recommend a tool that helps you tidy up your desktop, in the meantime, use X1 search to easily navigate through your messy storage system.

Pricing

Free: 14 day trial period

Single user: $96/license

Enterprise: Contact the team

8. G Suite for business

GSuite

It’s not always possible to be at your desk working on your desktop. But you’ll always have your phone on you. That’s why G Suite is every android phone owner’s dream come true. Whether you’re on your commute, on a business trip or just relaxing on the couch, you can use G Suite to continue working on your projects.

Some important features in G Suite include:

  • Video and audio conferencing
  • Gmail
  • Collaborative tools including Google sheets and Google docs
  • Shared calendars
  • Autosave and auto-sync

G Suite pricing starts at $6/person monthly. But if you are on the move a lot, it is well worth your while because your teams don’t need to be grounded when not in the office.

Pricing

Basic: $6/user/month

Business: $12/user/month

Enterprise: $25/user/month

9. Prezi

Prezi

A lot of professionals often have to put on elaborate presentations for their customers, but they don’t like the process of putting together a slide deck.

  • For one, standard presentations take too long to complete
  • In addition, a standard slide deck just doesn’t capture ideas so well because the formats just don’t seem to fit

If you have the same problem, you should give Prezi a go.

With Prezi, you can work on your projects on a digital whiteboard. Then, you film the content on the board and record a film of that content. You can also choose from a wide variety of templates to suit your presentation requirements.

Pricing

Free: 14-day trial

Standard: $5/month

Plus: $15/month

Premium: $59/month

10. Apple iWork

iWork

iWork is to Mac OS users what Gsuite is to Android users. The app allows anyone with an iPad or iPhone to keep working on the go. iWork does that with the following features:

  • A document editor
  • A spreadsheet tool
  • For creating presentations

PriceiWork is free and can work as an app on your iPhone. If you have an iCloud account, you can also use the web app for free.

Conclusion

These tools are just a small percentage of all the productivity tools available online. We encourage you to try them out to address any personal and work productivity issues you may have. Most of them have a trial period, so, make use of that to get better acquainted with the apps before paying.

11 Secrets To A Successful Sales Meeting Unleashed

successful sales meeting

Do you run a productive and successful sales meeting everytime? If your answer is yes, then congratulations! You are one of the few sales professionals who have honed and mastered a skill crucial to selling effectively.

In most organizations, sales meetings waste a salesperson’s time and quite frankly, deliver very little value. While we appreciate that sales teams need to dedicate some of their time to meet their managers, if those meetings aren’t helping the bottom line, they are a waste of time.

A meeting that wastes a salesperson’s time is more likely to demotivate that person. On the other hand, if your sales meetings can deliver value, you will increase your team’s productivity. This is where meeting tools come in. A meeting tool like Aira has built-in analytics, from which you can draw insights into meeting performance. This article, however, is not about meeting tools, but simple behavioral adjustments that once implemented will shape how your salespeople view sales meetings. More on that below.


The secrets of running a successful sales meeting

1.     Limit your meeting to one agenda item

You can cover many issues in a meeting agenda. But time is money for salespeople so instead of addressing multiple issues, focus one crucial agenda item. Discussions centered around one area has several advantages:

  • You can dig deep into that issue or topic, and understand it
  • That item becomes the metric that matters for that week
  • Your team will remain focused on the subject discussed

2.     Send out the meeting agenda way before the meeting date

Do you want your salespeople to be well prepared for your meetings? If yes, make use of your AI meeting assistant to send out the agenda well ahead of time. Make your agenda items actionable.

3.     Keep time

keep time

Do you want your team to respect your meetings? Do you want to create a sense of urgency throughout the workweek? Then lead by example by sticking to your meeting timelines. Keep time, and you give your salespeople a template of how they should handle their customers’ time.

We also mentioned earlier that time is money. Keeping time tells your salespeople that you value their time.

4.     Keep your meetings to under one hour

Another important aspect of time is meeting length. 36% of meeting attendants lose attention when attending any meeting that lasts more than 45 minutes. So, to make the most out of your meeting session,

5.     Make meetings relevant and pertinent

People tend to drift during a meeting if they notice that the meeting items don’t concern them.

Let’s assume you have 4 salespeople, each representing a region. If you want to have productive discussions with them, schedule a meeting with each one. This might seem redundant but look at it this way: whenever someone is giving an update on their region, the other three are likely to check out of the meeting because that region does not affect their performance.

In addition, if there’s an issue that has to do with one person, follow up with that person after the meeting.

6.     Encourage discussion

Your salespeople, not you, are the ones facing customers. They are also the ones who have to deal with challenges in the field. So, they want you to hear them as much as you want them to listen to you.

Turn your meeting into a forum for discussion, where issues are tabled, discussed and action taken immediately.

7.     Updates do not warrant a meeting

We cannot stress this enough: meetings centered around updates have little to no value to a salesperson. Some things can be addressed on email. Learn to identify such matters so that you don’t hold unnecessary meetings.

8.     Recognize and reward performance

recognize and reward

There is nothing more motivating for a salesperson (besides the commissions of course), than recognition. Therefore, whenever you hold a meeting, recognize, congratulate and reward your top performers. The following happens when you reward salespeople regularly:

  • You set the pace for your salespeople every week. Everyone will try to hit their targets so that they can shine during the next meeting
  • The end result is that you are more likely to hit your monthly target by remaining focused week on week
  • Your meetings become something that salespeople look forward to attending

9.     Turn meetings into a performance improvement platform

As you hold more meetings, you will start to notice performance trends. Some of those trends may indicate areas that need improvement.

You don’t need to wait for your next training workshop to address key performance issues. Instead, use your sales meetings to deliver bite-sized training sessions that will help your teams to start changing their results immediately.

10.  Make your sales team feel like a part of the company

Since majority of salespeople spend most of their time in the field, one of the times they get to interact with the company is during meetings. Take it upon yourself to give them a positive experience during these rare moments. They should feel like insiders and know that their contribution is not only appreciated, but also shapes growth. In a word, offer motivation.

There are several ways to do this. For instance, have the company head attend a meeting and reward individuals by name. Or, do something as simple as offering refreshments during meetings.

11.  Agree on next steps

You expect your salespeople to leave their customers with clarity on what the next steps will be, right? The same should go for meetings. After every meeting, each person’s responsibility should be very clear. Send meeting notes and action items Immediately after the meeting. You can do this very easily with AIRA.


Conclusion

Yes, improving your sales meetings is as simple as implementing all or some of these 11 points. As you implement these tips,

  • Ask your team for feedback. A simple question like this will suffice, “Hey, how do you think today’s meeting went and what can we do to improve the next meeting?”
  • Use AIRA analytics to track meeting performance trends

That’s it! Happy meeting!

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.

What Is The Right Way To Start A Meeting?

right way to start a meeting

Calls for a workplace meeting are often met with a level of murmuring and groaning rather than a “Heck yeah! Let’s do this!” While meetings often bring the best ideas to light, According to a study done by Verizon Conferencing, most heavy meeting goers have at one time or the other attended dysfunctional meetings.

Consequently, 90% of them admit to missing bits of the meeting or daydreaming when in a meeting due to flawed meeting behavior. At least 70% of them admit to bringing other tasks to these gatherings while 40% of them simply go off to the land of nod. Most meetings start very unsoundly, setting a wrong tone for the remainder of the event. Here’s the most right way to start a meeting:

Informing participants of the meeting’s purpose and outcome

Informing meeting participants

Circulate your meeting’s agenda to all participants beforehand via Aira. Aira is an AI meeting assistant that makes meeting notes and shares them with all meeting members. She is an artificial intelligence technology powered tool that can share your meeting’s agenda and past minutes before and after the meeting.

At the beginning of a meeting, your participants have two major concerns in their minds. They will want to understand right off the bat why they are in attendance and why they should care about the meeting’s agenda. Most guides will tell you that the best way to start your meeting is by reviewing your agenda, then heading straight to the agenda’s topics.

This process has its benefits but it will not highlight the benefits of the meeting. It will also not bring to light the reasons why they should count the meeting as of any importance to them. To capture the member’s attention from the word go, and also set your conference up for success, give them the answers to these two questions first.

With Aira by your side, you should, therefore, start your meeting by informing the associates of the purpose and the outcome that they should expect. You can, for instance, start with words such as “At the end of this meeting, you will all walk away with…” You can alternatively kick off the meeting with a “the intention of this meeting is…” Such words will get everyone on the same page and ensure that your meeting is a success.


Empower the meeting participants

empower meeting participants

When it comes down to it, most employees do not know how to behave in a meeting. Some want to look less weird and normal while others are intimidated by the thought of conversing with the person sitting across the table.

There are also lots of silly rules out there that may hinder the participant’s ability to collaborate with others and to display their value. Meetings provide fantastic opportunities for workers to show leadership and problem-solving skills. You should, therefore, start the meeting by shattering the ceiling of unnecessary interpersonal dynamics and secret corporate etiquette.

Get rid of all veiled social rules and the pressure to perform that makes the members edgy and panicky. Empower the delegates and allow them to understand the power that they have in a meeting room. Give them the authority over their contributions by ensuring that they do understand the level of engagement expected from them.

Empowered partners will be open to discussions and participation. Start your meeting by voicing an empowering statement like” you are our select team, chosen to vet our marketing process because you have a deep understanding of our strengths and weaknesses”.

A study done by MIT research says that the collective intelligence of a team is determined by the equal participation capacity of its members.


Restate your meeting’s ground rules

meeting's ground rules

Every business has as part of its cultures, directives that dictate how its meetings flow. Encouraging engagement is a great way to start a meeting, but you should state the boundaries as well. It is important however not to overdo the law setting at the commencement of your meeting.

You can incorporate this feature by picking one salient to the discourse at hand. As an illustration, you can ward off passive aggression by reinstating that all challenges should be addressed in the course of the meeting only and not before or after it. This will ensure more productivity and unity in collaboration.


Conclusion

If your powwow misses a strong start, its members will quickly get off track or zone out, so you must know the right way to start a meeting. If, you don’t want to chair a disorganized meeting avoid casting shadows by creating the wrong idea about your meeting. Begin your meeting with a positive note to foster efficiency. You can break the ice with a story, poignant quote, or interesting statistic then rope them further using one of the tactics above. Use meeting tools such as Aira to analyze your meeting data to ensure that optimization fosters high engagement.

Top 10 Effective Tricks to Transform Your Normal Meetings Into Smart Meetings

smart meetings

Long before the onset of the ongoing global pandemic, dispersed teams were slowly becoming common in the workplace. The online meeting in the age of the pandemic is now a staple. Unfortunately, some of these virtual meetings are more unproductive than their traditional meeting counterparts.

Collaboration has a great advantage in the workplace, but it is not an easily achievable attribute amongst dispersed teams and their virtual meetings. The speedy chat by the water cooler has evolved into 30-minute video meeting on an online meeting platform.

Work hours have been lost to awkward video chats with data showing a massive increase in the use of virtual meeting tools such as Microsoft Teams and Zoom. By the end of March, Microsoft teams had accumulated over  2.7 billion minutes of use while Zoom downloads had blown up by 1330%

It is not unusual to have these gawky meetings go out of hand as familiar sounds of “your screen was frozen for a minute, kindly repeat your point” or “kindly turn on your mic” bring the meeting to a standstill.

Zoom fatigue has now become a new phenomenon, eating away at dispersed team’s sanity and ensuring the meeting productivity stays at an all-time low. Did you know that once distracted, the human brain requires 23 minutes to get its focus mojo back? This data point is a good explanation of why the 30-minute online meeting is often extremely unproductive. 


Why you need to have smart meetings

There are nevertheless many advantages to online meetings amongst dispersed teams. When workers in diverse locations, separated by time and space collaborate, they can develop products, services, and information faster, cheaply, and more efficiently.

By distributing employees, businesses become more agile in production and customer requests management. The virtual collaboration will also enhance key stakeholder involvement in a business’s decisions and work processes.

When smart meetings become a norm, both the employee and stakeholder will experience more satisfaction and an improvement in the quality of work.


Ten of the best tips on how to hold smart meetings

1. Have a meeting facilitator

AIRA

Most normal meetings are not collaborative because most professionals do not have basic meeting management information. In a physical meeting room, however, this shortcoming is surmountable. The meeting’s members will fumble, stumble, and will eventually make the meeting work.

An online meeting is less forgiving. When you have a variety of professionals in diverse time zones and geographies, a few hitches can throw the whole meeting into disarray. You can put an end to awkward silences and sudden bursts of speech with a meeting facilitator.

The facilitator will put an end to the free-for-all environment, ending discussions that hijack and that throw the agenda out of the window. The smart meeting facilitator will develop the meeting’s agenda and ensure that every member has an opportunity to contribute.

They will keep every participant from going off-topic and ensure that all meeting notes are taken, shared, and followed up after the meeting. Aira is a virtual meeting assistant that intelligently takes meeting notes and shares them with meeting participants.

She will turn your normal meetings into smart meetings via her state of the art machine learning and artificial intelligence technology. This virtual meeting assistant will join your online meetings, transcribe the meeting’s dialogue, and highlights the action points discussed.

With Aira at hand, your human facilitator can enjoy sharing and solving problems with other team members. They will not spend their meeting moments on minute writing tasks. Aira integrates with customer relationship management platforms via Zapier, to ensure easy access to meeting documents and analytics.

2. Use participant’s names

Participants

According to research done by Wil Schuz, when individuals gather to collaborate they need to feel in control. They also require openness and inclusion. These three needs can be naturally meet in a physical meeting but are harder to meet in a virtual meeting.

The need for inclusion for instance can be met by ensuring that all participants are called by their names. This smart meetings feature will cut down on the fear of being marginalized or ignored. Most online meeting members join meetings with the sneaky suspicion that no one recognizes or knows that they are present.

Use names to foster the feeling of inclusion. Online meeting tools like Zoom will display names automatically during meetings.

3. Poll the participants

Virtual meetings could have cross-cultural elements opening up a wide door for cultural challenges. There also virtual meetings that are held across international airwaves, bringing about language and time differences to the already challenging virtual meeting mix.

Virtual work also has many personal challenges. Humans assimilate 65% of communication via their eyes by translating a speaker’s body language. Non-verbal communication helps to foster a sense of team and trust.

Most online meetings kill most non-verbal communication cues, which encourages a breakdown in the interpretation of dialogue. You can meet the meeting member’s need for inclusion by polling the group. The meeting facilitator can ensure that they speak to each person in the virtual room and ask them whether they have ideas to share or whether they agree to the agreement at the table.

Since the virtual space lacks visual cues, the facilitator needs to cue in members when it is their time to speak. Polling every person in the room will increase the feeling of control and inclusion and cut down on boredom and dozing members.

Use smart tools such as Lean Coffee Table that allow members to vote and suggest on the ongoing discussions. The tool will enhance inclusion, and enhance feelings of influence, competency, and control.

4. Timebox your meetings

Most meetings are too long, a disastrous mistake when it comes to virtual meetings. You need to schedule a meeting time and use it accordingly. Do not extend your meeting time. Try whittling down the time until you have the perfect time schedule fit.

Timeboxing helps in dedicating blocks of time to a specific meeting agenda and topic. This practice keeps the meeting productive, meeting all goals laid. Use smart time management tools such as TickTick Premium to time box your meeting’s schedule.

5. Lay down meeting rules then optimize them

meeting rules

There are many conflicting online meeting facts out there. Some say that members should mute their microphones to reduce distraction. Others say that the use of video enhances concentration, preventing distractions such as selfies or multi-tasking. 

Rules are necessary for group management but you will not know how effective they are until you test them. Smart tools such as Google Forms or SurveyMonkey, can help you test, analyze, and optimize your meeting rules.

6. Use virtual whiteboards

You can create a common visual focus to increase participation. The visual documentation of ideas will increase participation and collaboration. Visual focus can be enhanced via screen projections or virtual whiteboards. WebEx has a smart whiteboard feature that allows its users to sketch their feelings or ideas on it.

7. Allow members to chat

Short online meetings have very little time to spare for adequate inclusion procedures. Tools such as GroupMe helps dispersed teams to chat among themselves on the go. It has a video, picture, and emoji feature as well as location sharing.

8. Have a technology guru at hand

Many businesses are grappling with the implementation of an effective virtual workplace. These companies are holding meetings without a plan in the hope that they will reap the benefits and opportunities of collaboration.

Unfortunately, all that they are gleaning are the pitfalls of unproductive meetings. The online meeting is very dependent on technology. Most employees on the other hand lack the technological know-how required to operate these virtual tools.

 Since few users understand how to make the best use of these tools, the technology will ‘go down’ when it is needed the most. It pays to have a technology guru to handle your distracting technology glitches and reduce delays.

9. Inspire joy!

inspire joy

There is never a dull meeting in smart meetings. Eliminate any boredom by marking events to enhance satisfaction amongst participants. Some businesses will for instance call for a virtual candle lighting session to inspire joy and contemplation.

Since online meetings do not have organic socialization, encourage non-work activity, and catch up sessions after the meeting. Let them introduce their babies or fur babies or sing Baby Shark. They can utilize GroupMe to enhance direct messaging and coordinate private chats across diverse device platforms.

10. Make the meeting proceedings actionable

Use tools such as Aira to share meeting notes afterward and to ensure that all deliberations are followed up on. Aira will share your meeting notes and transcriptions via email to all team members. You can also upload your meeting documents to Google Drive to enhance real-time document sharing and collaboration.


Conclusion

Smart meetings are productive and enjoyable and are a formidable part of a business’s growth strategy. Use these tips above to create smart meetings that enhance collaboration, productivity, and feelings of inclusion amongst members.

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.

Signup for a Demo Here

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.

Try AIRA for Free

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.

Now Watch How AIRA Works!

How Various Machine Learning Models Make a Successful Web Conferencing Platform

machine learning models

Technology is increasingly making its presence felt in today’s business world. Mounting data volumes, availability of cheaper computational processing, and affordable data storage have led to increased interest in machine learning models in recent times.

More than ever before, it’s now possible to create models that can analyze complex data on a large scale while delivering quicker and more accurate results. With such models, organizations can spot profitable opportunities and avoid unknown risks.

With machine learning, organizations use algorithms to set up models that uncover connections and use these to make better decisions – even without human intervention. Most industries, particularly those that handle vast amounts of data have leveraged machine technology to increase efficiency and outdo their competition. Examples of such are in:

  • Financial services
  • Government
  • Health services
  • Retail
  • Transport services


Machine Learning in the Workplace

Machine Learning in the Workplace

In many organizations, communication and collaboration pose a great challenge. This brings in the need to integrate intelligent technology within workflows in a seamless process. Such technology enables teams to leverage their synergies and talents, enhance engagement, and speed up work processes.

This approach to workplace productivity uses artificial intelligence and machine learning in ways that make work-life more productive and profitable. Besides, the use of wireless technologies, high-bandwidth internet, and the cloud already make it possible to work in spaces other than the conventional meeting rooms.

With advances in both memory and processing power, apps and devices now hold higher levels of intelligence and help create communication and collaboration tools. As such, smart meeting rooms can now give workers access to different conferencing technologies that are key to improved business processes.


Types of Machine Learning Models

Types of Machine Learning Models

a) Supervised Learning

Given that machine learning predicts an output by using sample inputs, it’s referred to as supervised learning. An example of this is facial recognition whereby a dataset composed of images of meeting attendees helps to predict the names of future meeting attendees.

b) Unsupervised Learning

While supervised learning uses pre-existing data, unsupervised learning builds its knowledge base through observation of activities such as user behavior or anomaly detection.

c) Other Variations

This form of machine learning covers many categories but reinforcement learning is the most predominant. It features a decision-making policy that gets enhanced with time, based on the outcomes of decisions taken previously. In web conferencing, it can be used in the optimal framing of users in a video or in anticipating a user’s wish to start a meeting.


How Does Machine Learning Enhance Web Conferencing and Workflow?

Machine Learning Enhance Web Conferencing

Machine learning is a subset of Artificial intelligence. It relies on quality data, patterns, and inference and uses statistical models and algorithms to perform assigned tasks – usually performed by humans.

Online meetings can be tedious and often, one half doesn’t know the other half. At times, an attendee forgets to hit the mute button and lets out a big yawn. But, machine learning models bring a new dimension to virtual meeting experiences.

Web conferencing provides an ideal forum to discuss perspectives, exchange ideas, share documents, and provide solutions to problems. It also includes the use of video conferencing and screen share. Users can also hold virtual classes through webinars.

An unlimited number of people can participate in these forums. Video conferencing, for example, allows many meeting attendants to participate without losing relevance. Meeting members also get a fair share of attention – all without affecting the bandwidth.

The use of machine learning models assists in:

  • Creating an easy to implement working environment  – employees can join meetings at the touch of a button
  • Predicting the most ideal meeting location for teams based on previous data

  • Connecting scheduling apps to the most ideal meeting venues

  • Automatic prediction of the apps most likely used in meetings
  • Creating a better web meeting experience using automated artificial intelligence-based API syncing
  • Helping to make meetings much more intelligent and contextual


Benefits of Using Machine Learning Models in Web Conferencing

Benefits of Using Machine Learning Models

Web conferencing is quickly becoming integral to the modern workplace. Companies, both big and small are embracing more innovative, collaborative, economical, and productive ways of working.

Machine learning models help to provide:

1. Intelligent Meetings Tools

Close collaboration helps in creating strong and dynamic business relationships. This calls for effective meetings. Aira is an artificial Intelligence-based meeting software that:

  • Records all meetings proceedings and transcribes the recordings for you
  • Handles mundane but time-sucking tasks like calling all meeting participants before the meeting commences and adding people to video calls
  • Helps you keep track of all your meetings and notes
  • Helps you to identify meeting participants and usher them to the meeting room
  • Notes down all meeting records and then shares them out to all meeting participants
  • Enables you to optimize your processes by providing meeting analytics

Aira is the go-to meeting companion that helps you focus on solving bigger issues by taking care of menial meeting tasks like minute taking. Besides, the tool connects your meetings to your firm’s knowledge assets which helps to organize meeting notes and set meeting agendas.

2. An Efficient and Cost-effective Way of Hosting Your Meetings

Combining web conferencing with teleconferencing makes hosting a meeting both efficient and cost-effective. Web conferences are both visual and interactive and some allow you audio access via the internet.

A successful machine learning web conferencing solution needs to cover all your company needs. You also need to ensure that the technology is based on the right foundation. Modern conferencing technologies call for a robust, reliable, and highly secure communication infrastructure to help power web conferencing services.

3. Strict Privacy Regulations

While there was a recent public outcry over Zoom’s privacy and security settings ( which was later addressed), developers build responsible artificial intelligence tools for web conferencing. They also make sure that the tools meet the needs of different groups of people and protect private information.

Data privacy can be enhanced with the use of differential privacy techniques. Also, confidential computing can help to secure the organization’s machine learning assets while policies can be applied to maintain resource control and comply with regulatory standards.

4. Increased Employee Responsiveness

For businesses that leverage BYOD (bring your own device), employees show a notable improvement in responsiveness and decision-making. Such businesses can utilize machine learning-based models that offer video conferencing platforms to enable their users to attend video meetings on the go.

5. Replacing Cumbersome Workflows with Automated Chatbots

Managing cumbersome workflows is made easy by the use of virtual assistants for video conferencing. AI-powered chatbots can also intersect your email marketing and CRM for easy workflow follow-up after meetings.

6. Trust and Collaboration

A heightened sense of camaraderie, trust, and collaboration emerges when team members use machine learning meeting tools. An elevated meeting experience also increases engagement and helps participants to stay focused during the entire meeting. This is a big win for the business.

Machine learning models can also enhance your team’s collaboration experience and help build better and stronger relationships. With reduced meeting friction points, employees can strengthen their interactions and build high-performance teams.


What You Need For Successful Web Conferencing

Successful Web Conferencing

For successful web conferencing, your preferred meeting tool needs to offer the following capabilities:

1. Ease of Use

Your web conferencing technology ought to make this experience smooth and enjoyable. If the solution is hard to use, makes processes like setting up meetings or signing in participants tedious, holding meetings will always be a nightmare.

Go for technology that offers you great user experience, can work from any device, and one that requires no plug-ins or downloads. It should also be flexible and easy to integrate into your work processes.

2. High Security Levels

Does your meeting assistant protect your communication from unauthorized access? Ensure that your meeting solution features in-built multi-layer security. This will allow you to have an uncompromised user experience.

3. Multiple and Advanced Features

Is holding an audio call all you can do? How about screen sharing, video conferencing, or holding audience polls? Demand more from your solution provider and elevate your meetings with enhanced collaboration. Your participants will thank you and your meetings will be more engaged.

Furthermore, meeting participants should also be able to hold web conferences via their desktop, laptop, smartphone, or tablet. Multiple meeting features also help to solve many of the challenges you might face while communicating with peers.


Conclusion

It’s no secret that machine learning has a huge impact on business. More and more organizations are taking advantage of this technology to completely transform how their teams communicate.

As many dull administrative activities get handled by machine learning models, employees will have ample time and resources to leverage their collaborative efforts, intelligence, and creativity.

Machine Learning models are dynamic. They are continually evolving and improving. Increased technological advances in both computing and mobile ability will serve to make workplace communication and collaboration more effective and streamlined.

If you want your business to keep ahead, your teams to work smarter, and to have more productive meetings, integrate machine learning into your web conferencing. This is the future of meetings.

The 7 Major AI Companies of Web Conferencing Apps Every Marketer Must Know

web conferencing app companies

AI meeting tools are founded on some key premises:

  • That meeting can and do waste time, but shouldn’t waste time
  • That meeting can cost less money and take less time to run

From your own experience, you probably agree that meetings can be a headache and they also get in the way of daily work. Your employees or teams probably agree the same thing too. Korn Ferry, a consulting firm, conducted a study on 1945 workers, and only 11% of the study participants said that they had productive meetings.

In some cases, meetings indeed are the answer. In other cases, employees can find themselves sitting in meetings that are neither relevant to their daily responsibilities nor their overarching goals. In addition, even where meetings are scheduled and attended diligently, discussion points can tend to be forgotten and follow up of action items never initiated. Without sufficient follow-up, important ideas, that come out of meetings die.  

But there are companies out there that have invested time, money and effort to innovate solutions to turn meetings into the value-add they should be. We will discuss them in this post:


The Top 7 AI Web Conferencing App Companies

1. Testfire Labs

Testfire Labs is an award-winning, Canadian-based company that creates innovative AI solutions that increase business efficiency. Testfire is the company behind CANARI.AI, an AI-powered solution that focusses on plant health, and Hendrix.AI, an AI solution that automates and optimizes meeting outcomes. Hendrix.AI leverages Natural language processing to perform meeting-related tasks such as:

  • Transcribing notes
  • Organizing, recalling and summarizing meeting action items
  • Analyzes trending topics by going through meeting transcripts

“Meetings are broken”, is the simple maxim on which Testfire labs was founded. The company’s CEO believes that meetings take up a lot of unnecessary time and money investment, a factor that propelled him to create solutions to enable people to achieve more with speed.

Testfire’s target market for its solutions are enterprises with more than 1000 people.  Some of its ardent users include companies lie NAIT, that tend to be meeting heavy.


2. Across Labs Inc

Across labs, inc is an AI company based in San Francisco, California. According to Across Labs team, company managers and executives usually have an average of 62 meetings per month. Yet 50% of meetings they attend are failures for reasons such as:

  • Being involved in meetings that are of no relevance to them
  • Lack of clear action items
  • Key discussions points are not captured
  • Meeting monopolization by certain individuals
  • Getting sidetracked from main discussion agenda

Across Labs team consider Acrossio the answer to these problems. The company seeks to transform “the future of work” through their “content in context” flagship AI meeting software, Acrossio. Users of Acrossio can accelerate knowledge sharing and learning collaboratively.  

Acrossio records discussions that happens during a meeting, including meeting minutes, file shares, etcetera, and stores it to a collective cloud. Users add context to the discussions by appending their comments, bookmarks, and chats to the recorded sessions. The stored collective group knowledge is then transformed into intelligence that can be used by the company.

With Acrossio,

  • Capturing opportunities, risks and ideas coming out of discussions is made easier
  • You can also build up on old knowledge/meetings with points from new discussions
  • Acrossio can listen, record, transcribe and share content from meeting and discussion sessions
  • You get to know your team better and learn their strengths in problem solving, idea generation or visionary thinking
  • You can find out what teams are talking about and their moods and opinions around topics


3. Second Rise LLC

Second Rise LLC is an innovations company that provides services such as research, training, software development and publishing to over 5000 organizations including governments and non-profits.

Based in Portland, Oregon, SecondRise LLC is the brains behind Lucid Meetings, a cutting edge AI tool that improves team reporting and collaboration. Lucid meetings:

  • Facilitates meeting efficiency before, during and after a meeting
  • Keeps track of meeting results, through real time action items and keeping records in shareable formats
  • Distributes meeting items via email
  • Focusses on training to equip employees with knowledge on how to run efficient meetings
  • Provides templates for running meetings


4. MeetingSift

MeetingSift was founded by individuals with:

  • An urgent need to eliminate time wastage during meetings
  • A need to ensure that every meeting yields value by running efficiently.
  • An impressive level of collective expertise in communication, technology and collaboration, to make these two needs a reality

Although meeting minutes in MeetingSift are recorded by humans, assignment of note-taking duties is done intelligently to ensure meetings are captured collaboratively and with ease.

MeetingSift team seeks to make meetings more engaging and productive by:

  • Providing company executives with useful meeting intelligence
  • Encouraging individual output within groups
  • Enabling visualizations of what is happening in the group in real time
  • Integrating content in slide format. This also includes other presentation formats such as keynote and PowerPoint

MeetingSift also uses the Eisenhower quadrant and the effort vs impact quadrant to help teams prioritize what they choose to focus on.

A very important feature of MeetingSift is the “Linked activities”, which allows you discuss your brainstorms within the context of the quadrants, and rank projects by priority levels.


5. Cisco (Voicea + WebEx)

Cisco is a technology giant behind several innovative software products, including WebEx, an AI-powered meeting assistant.

Recently, Voicea, a company whose founders are from FaceBook, Oracle and LinkedIn, became part of Cisco’s WebEx platform.

Voicea are the creators of EVA, an AI meeting assistant that takes notes for you, allowing you to stay focused on your meeting. According to Voicea, 40% of your time is spent following up on meetings. Voicea’s ability to follow up frees up that time for you to use more efficiently.

Webex is a leader in video conferencing and when combined with Voicea’s note-taking and activation feature, it becomes a powerful tool for turning conversations into actions that leave an impact.


6. LogMein

LogMeIn is a Boston-based company that enables customer engagement, IT management and team collaboration through its cloud-based and SaaS remote connectivity products.  

LogMeIn owns a couple of products and solutions, among them GotoMeeting, an online tool for hosting web, video and audio meetings.

GotoMeeting has many innovative features, some of which include:

  • Commuter mode for people attending meetings while travelling or just out of the office
  • Siri voice command for joining meetings
  • Cloud recording, for seamless on the go meetings
  • Secure web conferencing that requires you to log in through your company’s page
  • Admin center for managing user access and monitoring app use

LogMeIn is currently being acquired by Francisco Partners and Evergreen Coast Capital Corporation, in a $4.3 billion deal that was slated to be finalized in mid-2020.


7. Eduba

AIRA

Eduba was founded in 2020 and for such a fairly new company, it has made quite an impact in the nascent field of AI meeting software.

Eduba is the team behind Aira, an AI meeting software that:  

  • Records meetings
  • Transcribes the recordings
  • Manages meeting attendees
  • Tracks action items
  • Manages meeting agenda
  • Integrates with your CRM to improve service delivery

Eduba serves brands across the software industry, sales and marketing, web development, digital marketing, lead generation, among others.


Final Words

There you have it. The field of AI meeting tools may be new, but it is still growing. As such, with time, we are likely to experience an upsurge of new AI meeting solutions.

Featured Image Credits: Freepik.com

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 reliving 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.

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