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
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:
Start the meeting and go to the screen’s right-hand side. You will see three vertical dots. Click on them.
A few settings features will pop up. Choose “Record Meeting”
The app will ask you to consent to the recording. Follow its instructions and accept.
A “REC” red rectangle will appear on your screen’s top left. This is a sign the Meet is recording your app.
When the meeting is over, go back to the right-hand side and click on the three dots.
Select “Stop Recording” from the menu
The app will save the recorded content to Google Drive
Google Meet will inform all meeting members when a session is recording.
To transcribe your meeting minutes, you can either listen in and type or pay for transcription services.
To reproduce your recordings in writing, upload your files to a transcription app of choice
Set up all the in-app parameters
Check out and wind up the order
Review and download your transcripts
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.
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.
Meeting minutes keeps every meeting member accountable. Aira intelligently highlights action items for review before and during the next meeting.
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.
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;
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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
Collaborative tools including Google sheets and Google docs
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.
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.
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
Price: iWork 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.
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.
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
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,
Divide your meeting time into 3 portions of 15 minutes each
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
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.
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
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?
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;
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.
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
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, 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;
Pre-approve Aira in Zoom marketplace
Allow live streaming in Zoom
Connect Aira to Zoom
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.
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
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
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
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.
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.
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
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
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
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!
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.
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.
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?
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.
A meeting should add value to its participants by:
Prov.iding information that makes goal achievement possible or easier
For instance, market share, competitor activities, market trends, new opportunities
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.
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
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.
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.
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.
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.
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
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
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.
3. Join all meetings: In-person, virtually, on the move
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
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.
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.
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.
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:
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
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 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
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
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.
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.