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Best Remote Sales Training Techniques For Unstoppable Results

remote sales training

Remote sales is booming—and with good reason. It’s a firehose of opportunity that provides businesses with instant access to customers, prospects, and partners throughout the world. Companies that sell online are comparatively cheaper to run. Besides, they are usually more responsive, easier to onboard, and work shorter than the standard sales cycle.

Leading a remote sales training is a whole different story, and you ought to come up with an awesome script to make a blockbuster movie out of it.

So, how do you manage to do that?

First, you need to figure out why you even need to coach your remote sales team. For starters, coaching helps keep your team motivated and on track. In today’s fast-moving, competitive marketplace, your top performers will benefit most from it.

But many times, managers are unsure how to coach their remote teams and jump right in.

“The best coaches don’t force strategies or make up for lack of knowledge about what needs to be done for individual success. They use simple yet powerful tools that anyone can replicate.”


Decoding Remote Sales Training: 5 Tips That Works Every Time

Here are a few methods leaders are using right now to help their remote sales teams succeed.

1. Communicate is key

You shouldn’t let the lack of a central office get in the way of your team. The reality is any team member can work from wherever they choose, so you should adapt to that kind of work environment.

That’s why it’s extremely important that you clearly communicate your expectations to your remote team. Make sure they understand what results they are to achieve and the actions they must perform in order to do so.

2. Key a track of performance

It’s time to put an end to all the remote worker horror stories. Stop focusing on results, and start focusing on individual performance.

So, as a remote sales training manager, it’s important to stay connected with both the outcomes and underlying behaviors. You should keep an eye on the team’s progress. If a member of your team starts to display a lot of improvement, encourage them more to foster that growth.

Asking the following questions can help:

  • What was the most interesting call you had this week?
  • Is there any deal that you need assistance with?
  • What’s the one thing that’s holding you back?
  • What do you want to focus on right now?

“However, there is a thin line between encouraging and coming across as a micromanager. Avoid the latter.”

3. Conduct virtual ride-along

If you are working in the same company premises or within the same geographic area, it’s pretty easy to do ride-along with your reps. But if your office is spread out across a wide distance, you’ll need to find another way to get together with your team.

Some virtual ride-along that do wonders:

  • Live sales call with or without the knowledge of your sales team.
  • Joint calls with your sales team for real-time feedback.
  • Recording calls and listening to them later so that you can provide feedback in your own time.

4. One-on-one training with your sales rep

Having a systematic approach to review the pipeline and offer solutions to management is the key. You can use Salesforce to organize your team’s pipeline and have individual conversations with each salesperson.

You can ask the following questions while conducting remote sales training:

  • What is the client’s business requirement?
  • What is the USP we provide to that customer?
  • Can they really explain the value proposition and how it relates to those requirements?
  • Who are the decision-makers and key influencers?
  • Have they mapped the company?
  • What distinguishes us from the competition?
  • What are our winning strategies?

5. Develop a virtual learning system within the team

Running a remote sales team isn’t easy. So it’s essential to create opportunities for your reps to learn from each other.

If you have suddenly gone remote due to the existing situations, tasks like hosting a video sales call or giving a product demo using Aira may sound completely new.

You could, for example, have a person with more remote sales expertise give a full product demo for the team via Aira to demonstrate what a successful virtual demo should look like. Later, you can have the meeting minutes emailed to each participant automatically.


Leveraging the Different Types of Remote Sales Training

Deciding which sales strategy is right for you can be challenging. Whether you’re just getting started with remote sales training or have been successful so far, here are a few categories that you can experiment with.

  • Foundational Coaching: Your sales team are human beings, and they forget stuff like everyone else. Some may even forget the basic facts and information about your organization. As part of your remote sales training, invest some time teaching the foundational basics—for example, listening skills, differentiators, objection handling, etc.
  • Situational Coaching: Teach your team how to react when a prospect asks difficult questions or when they show the least interest in your product. These are some examples of situational coaching. Try role-playing—it’s not as unlikable as you imagine!
  • Just-in-Time Coaching: The real beauty of remote sales training is that it enables your team to always have access to a coach no matter where they are or when they need it.


Choosing the Right Tools and Technologies for Remote Coaching

Finding the right coaching online tool for your business isn’t an easy task. There are a lot of options available, each with its own set of strengths and weaknesses.

These tools range from low-cost (i.e., smartphones) to incredibly powerful Enterprise ones with artificial intelligence capabilities.

Smart Phones

In spite of our advances in technology, the phone clearly remains a valuable tool for remote sales training.

The team can use one-on-one coaching whenever they need it. That way, they’ll be sure to address any issues they have in real-time and will outshine your competition.

Chat tools

Imagine you and your sales rep are on a call with a prospective client. As you evaluate the call, you may find areas of improvement on the rep’s end. If you were in the same room, you could have easily taken hold of the situation without even the client knowing about it.

But, when you are working from home, you can make use of chat tools like Slack and Salesforce Chatter to chime in without obstructing the call.

chat tools

Meeting Tools

These tools help your leaders run better, more effective, and more engaging group sales sessions. These video sales coaching sessions are as close as you can get to have a one-on-one, face-to-face meeting with your sales coach when you can’t be there in person.

You can also leverage the benefit of virtual AI meeting assistants like Aira. The tool joins your meetings, records, transcribes and generates meeting notes. That means your sales trainees will receive notes immediately after every meeting.

Meeting Tools


The Best Teams in the World are Investing in Remote Sales Training

When it comes to working with remote teams, there are some things that stay the same and some things that change. Having the right tools will help managers create great remote sales training environments and achieve business goals.

After reading this guide, sales managers will know what to look for in a sales product for both the team and the manager to use.

How To Efficiently Handle A Remote Sales Team When WFH

remote sales team

Remote working is the new norm, thanks to the global pandemic. Many businesses – especially those with no previous online presence – have found themselves grappling with this new reality. So we have a remote sales team whose main mode of selling was via face-to-face interaction.

Remote selling provides a unique opportunity to enhance the selling process while improving productivityBut how do you do ensure that your sales team is pulling their weight when working from home?

When managing a remote sales team, setting up operational efficiency can be a significant challenge. Therefore, you need an effective communication tool like Aira to collaborate more effectively with them. Read on to learn how you can lead your remote sales team from the comfort of your home.


The Pros and Cons of Remote Selling

Remote selling is also known as virtual selling. It refers to a buying cycle in which most sales conversations occur between buyers and sellers in various geographical locations. With a large part of the interactions being remote, remote selling entails virtual selling techniques.

A major benefit of working from home for you – and your team too -is increased flexibility. You can even choose where to work from and when to work.

With a remote sales team:

Pros:

  • It is cost-effective. Remote selling helps cut down on costs such as office rent, office supplies, mileage, and drastically reduces the time used on the work commute.
  • It enhances productivity. The use of digital communication tools and cloud-based software help make remote selling easier, thus boosts productivity. With no need to travel and meet clients, your sales team has more time to improve on sales pitches and selling strategies. This enables them to capture better leads, nurture prospects, and make more sales.
  • It widens the selling scope. By using the internet, your remote sales team can now reach out to a global audience. Results? More deals closed.
  • It makes the sales process more effective. With the right tools, you can grow your sales and scale your business. Remote selling provides you with a unique opportunity to use technology to organize internal and external communication, automate repetitive tasks, and manage your pipeline. 
  • It helps motivate your sales team. Remote selling empowers your sales reps and helps boost their morale. This is because they have the autonomy to run their activities, access to comprehensive resources, and the freedom to make independent judgments.
  • It helps reduce stress: The flexibility to set their schedule or choose their preferred workenvironment – within certain guidelines – also helps sales teams reduce work-related stress. Additionally, it fosters a positive attitude and helps them produce remarkable results.

Cons:

Remote selling has its downsides, such as:

  • Reduced work/life balance
  • It’s more challenging to train new sales reps
  • Increased distractions from kids and house chores
  • An increased sense of isolation due to reduced camaraderie with colleagues


Managing a Remote Sales Team Efficiently

remote sales team

Let’s now look at how, as a sales manager, you can efficiently and effectively handle your remote sales team from afar and meet your business goals.

1. Establish Clear Expectations – and Communicate Them

Set expectations that encourage your sales team to strive for higher performance. Clear sales targets set performance standards and outline specific tasks, enabling your team to feel engaged and motivates them to do their best.

They also make your team accountable, allowing you to provide relevant support and motivation. Come up with guidelines that spell out the sales objectives, systems and procedures, and effective time management tips. Such could entail:

  • How to look for leads
  • How to deal with objections
  • How and when to follow-up on prospects
  • How to close deals and onboard new customers


2. Build Trust

Building trusting relationships is a bit of a challenge with remote teams due to the lack of physical interactions. To make communication less challenging, you need to:

  • Avoid micro-managing your sales team
  • Schedule regular group calls to enable your team members to catch up, share success stories, address challenges, and brainstorm
  • Respond quickly when your team members have questions or are experiencing difficulties
  • Track your sales team’s activities and progress through a shared dashboard to ensure they complete assigned tasks and close deals


3. Avail Relevant Resources

Leverage shared resources like cloud-based storage systems to allow your team members to log in securely, share, and view data. Such systems make it possible for sales reps to access company data on the go from their mobile devices or at home. They can also update records in real-time from any location.

Make sure to use tools that provide secure access to company documents and resources and encourage the use of chat tools for regular check-ins. 


4. Simplify Sales Processes

Setting up clear and straightforward processes is vital to your remote sales team’s success. It also makes it easier for you to manage the team. Document sales processes to allow the team to work in a structured manner, know how to respond in specific situations, and minimize the need for constant support.


Final Words

While you don’t interact physically with your remote sales team, you can stay connected by keeping all communication channels open. Follow the above tips to support your remote team, keep them engaged, and you’ll reap the benefits of outstanding performance.

What Is AIRA And Why Do You Need It?

what is aira

Meeting management, scheduling, note taking, minute taking are all tasks that until a few years ago, could only be carried out by a human being. Any time you needed to schedule a meeting, you or your PA had to do it. You also needed to assign someone to take minutes during the meeting.

The problem with this system was that meeting management and minute taking are very time consuming tasks. You could easily find your entire day consumed only by scheduling this meeting or that or taking copious amounts of meeting notes. In addition, there are operational challenges that come with conducting meetings manually. Some of them include:

  • Meetings can sometimes drag on forever if the agenda is not properly managed
  • During meetings, people can speak over each other, causing the note taker to miss important points. Even a person experienced at shorthand could find it difficult to keep up in such a situation.  

Today however, there is a solution to this problem. The development of AI as an industry has given rise to applications like Aira, an AI meeting assistant that automates all your meeting-related tasks. You will find that although Aira will help with meeting management and minute taking, it is, on the whole, helping you to improve time management.


What is Aira?

Automatic Meeting Transcriptions

Aira is many things in one: It is a:  

  • Meeting scheduler
  • Meeting management tool
  • Minute taking and note-taking tool
  • Voice recognition app. Aira is a highly accurate conversational AI as it is trained, through machine learning, to recognize human speech.
  • Recording and transcription tool
  • A storehouse for all your important business proceedings

Aira is an important addition to your martech stack as it can integrate to your CRM, email, etcetera. This ensures that anyone from your company can make meeting notes a part of their workflow.

Features of Aira

As mentioned above, Aira is many things in one. Its suite of features are what enable it to perform all these impressive tasks. Those features include:

1. Calendar syncing

When using aira, you don’t have to worry about having to use an additional mail client. This is because Aira will sync into your current email account.

What’s more, you don’t need to do any set up for your calendar to sync. Once you log into Aira for the first time, it will sync all your calendar details. All the meetings you have scheduled will automatically be uploaded to Aira and scheduled there. 

Once your calendar syncs into Aira:

  • You can join meetings without having to log into Aira
  • Meetings scheduled on, will automatically update on your calendar
  • Your teammates can see your availability. You can say goodbye to prolonged consultations about meetings times and questions like, “When is the best time for you to have a quick meeting on XYZ?”

2. Records meetings and shares notes

You will no longer need to drag your PA into every meeting just to have him or her take minutes. Aira will do that for you, as well as provide transcripts once you conclude the meeting.

Aira also generates keywords for every transcript. When you click on a keyword, it automatically highlights in the transcript. This gives you context and also allows for quick skimming in case you are pressed for time.

3. Join meetings virtually

You can autojoin Aira meetings from your calendar. As well, when on the move, you can simply join from your mobile phone or have the Aira attend the meeting for you.  

4. Action items

Aira scans meeting notes and generates a list of action items. You can make it easier for Aira to recognize action items by actually telling it to do so as the recording is going on.

Aira also automatically generates meeting minutes from the recordings.

In addition, with the auto mail function, you can also automatically email notes, minutes, and action items to all concerned parties.

5. Meeting analytics

You can make your meetings more efficient and productive in future by analyzing trends from your meetings.

6. Integrate into Zapier

Integration with CRM helps you to find and tap into new opportunities. It also allows your team members to execute their tasks with speed. For example, if a customer complains about slow customer service, a customer service rep can reach out with an apology or implement a speedier customer support system.


How your business will benefit from using Aira?

Introducing a conversational AI like Aira into your business has the following advantages:

  • You will save time

“67% of workers say spending too much time in meetings distracts them from doing their job” (Source: CNBC). If you are one of the many professionals who echo this sentiment, would you sign up for a demo with Aira if we told you that you can save up to 15% of the time you spend in meetings? I bet you would!

  • Collaborate better

CRM integration makes it easier for everyone to access account-relevant information from one platform.

As well, a shared archive for all meeting notes gives easy access to everyone.

  • 2X your Productivity

What happens when your attention is undivided during a meeting? You focus more, you pay more attention, and, ultimately, you increase your productivity.

  • Increase your sales

You can analyze the conversations from sales meetings and make better sales decisions. Aira promises up to 4x more sales.

  • Improve your ROI by up to 100 times more

When there’s 100% visibility into client data and when that data improves team collaboration and improves customer handling, you are bound to experience more revenue growth.

  • Have at your disposal a 100% accurate AI assistant 24/7.

If you need to confirm something, you don’t need to do any guess work or consult yours or teammates’ memories. Simply refer to past meetings. 


Bottom line: Who is Aira for?

As long as you need to schedule or conduct a meeting, you can use Aira regardless of your profession. For instance: 

  • Entrepreneurs running online businesses, small and medium-sized companies, can benefit from using conversational AI
  • HR companies can conduct online interviews and access those files later on.
  • Aira is also without a doubt a great addition for anyone in sales and IT, not to mention marketing and customer service. With Aira, you will get access to customer feedback, queries, and requests. You can use this information to tailor your offering to them.

So what are you waiting for? Sign up for a Demo today and experience the transformation that comes with using conversational AI in your business!

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

80/20 sales rule

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

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

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

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


1. Improve problem solving and idea generation

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

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

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

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


2. Trim your costs

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

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

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

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

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


Conclusion

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

Image credits: Unsplash.com

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 for online meetings

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

Start Syncing your Zoom Meetings Today with AIRA


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.

10 Tips to Run Great Virtual Meetings

virtual meetings

Virtual meetings are becoming more acceptable. Ever since countries started locking down their borders due to the threat of covid19, companies have had to embrace the idea of conducting their operations digitally. Virtual meetings are now the order of the day, and we have many innovative tools rising to meet this demand. Whether you want to hold a team meeting, pitch a customer, conduct a demo, host a training session, or even run an industry conference, an AI-led tool like Aira is a worthwhile asset to have.

Why virtual meetings?

It is undeniable that face to face meetings introduce the human touch to doing business. Virtual meetings have been evolving towards providing the same experience, and this is evidenced by:

As such, technology is taking over the bulk of the work involved in meeting management. For instance, Aira will attend meetings for you, take meeting notes and email them. In addition, because of Aira’s integrative ability with your CRM, your meeting discussions, files, minutes and action points, become part of your entire team’s workflow.

Benefits of holding virtual meetings include:

  • Virtual meetings are inexpensive because they eliminate the cost of travel
  • You save time and energy whenever you hold your meetings virtually because you don’t need to go anywhere. Time spent on the road or up in the air, is then allocated to activities that have more strategic importance.
  • There is also the added comfort of a virtual meeting; you can hold one from anywhere. In other words, when you go virtual, you give your team the freedom to work from anywhere.

 


How can you run a great virtual meeting?

great virtual meetings

Running a successful virtual meeting requires some preparation before, during and after the meeting.

Before the-meeting

1.      Ensure video works

When choosing your conferencing tools, ensure you get one that offers an excellent video experience. Video increases engagement and interaction because participants can observe each other’s responses to discussions. Video also tells you when people start to lose attention. You can then respond appropriately, by for instance calling for a break.

2.      Send the meeting agenda in advance

This gives your team time to process what the meeting will mean to them. Participants will also:

  • Think ahead
  • Come up with ideas

Note: Before you send a meeting agenda, you need to choose a date that guarantees maximum attendance. As much as a tool like Aira can attend a meeting and send minutes of meeting when a participant is absent, having everyone “present” creates more engagement.

3.      Set the meeting tone

Do you want people to respect your meetings and take them seriously? Then set the tone. An agenda is one way to do it, but also drumming up support for key areas of discussion helps people anticipate real value coming out of the meeting.

4.      Minimize the number of meetings you hold

A great thing about sending out agenda items is that they help you gauge whether you even need a meeting in the first place. When your team and clients see the meeting agenda, they will comment and based on those comments, you can take the requisite actions.

There is no need to hold meetings if the team doesn’t agree that the issues being discussed do not hold any business value.

5.      Do your homework

A day after sending out the agenda, reach out to individual members to get their opinions. Build on that opinion or use it to bolster your own point of view. When you obtain information in advance,

  • You “sit” with that information and find the interconnectedness in opinions
  • You get to define where an idea starts and stops, or where offshoots of new ideas begin to crop up
  • You get a deeper understanding of team pain points, explore their impact, then craft solutions for them or start a whole new discussion around them
  • You can create a powerful presentation that will keep everyone gripped during your meeting.

Note: when you reach out to people individually, it shows that you value their opinion. This can only benefit your team.

 

During the meeting

The meeting has now started. You should have a good turnout if you prepared. So how do you now ensure that your meeting runs successfully?

6.      Let the team get comfortable with each other

If you are meeting with few participants, let them introduce themselves.

  • An introduction session is a great way to set the tone
  • Introductions also get people to talk about their pain points

7.      Encourage collaboration

You have already established the pain points or challenges from individual group members. Form your discussions around these challenges. Give team members an opportunity to brainstorm and generate ideas around those challenges.

This way:

  • Everyone in the team takes ownership of the problem and becomes excited to take part in solving it
  • It’s easier to gauge level of expertise and figure out how to apportion action points or group people into project teams

8.      Establish meeting rules

For instance:

  • Turn your phones off, and do not “check out” until the meeting is over.
  • Do not interrupt when someone is talking
  • Mind your language and have respect for all meeting attendants
  • Allow everyone’s input. Every participant should “raise their hand” and contribute their point of view

9.      Keep everyone engaged

A great way to keep people engaged during virtual meetings is to call on them and give them tasks to be conducted after the meeting, or occasionally direct questions at them. At certain times during the meetings, stop and randomly ask a member for their input.

After the meeting

10.   Send meeting notes

A great meeting tool takes meeting notes for you and thankfully, Aira does just that. After the meeting, Aira will automatically mail the action points or participants can simply log into the tool to access minutes and more.


Conclusion

It’s okay to allow people to disagree. This happens often in physical office settings, and you should also accommodate it in a virtual space. Before you end your meeting, allow people to have an informal discussion session where they express what they would do differently.

Happy meeting!

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.

The Top 10 Common Types of Business Meetings

business meetings

Business meetings often get a bad rap in the workplace despite the many benefits that they bring to a business. The reason why most meetings suck is that they are not productive at all. Most office employees deem them as boring displays of office power and politics.

There are however very many benefits of a well-run meeting. The meeting can be an effective leadership tool that strengthens relationships and enhance decision-making. Most meetings are only terrible because they are poorly organized. As an illustration, you cannot invite 20 employees for a small one on one meeting. It will be absolute chaos. This is the reason why the first step towards meeting productivity is an apt description of your meeting.

You can also make meetings more productive via technology. Artificial intelligence-based meeting companions like Aira can, for instance, write your meetings notes to ensure that all team members only show up and stay focused on problem-solving and collaboration.

Aira will dial into any meeting, highlight its action points, and share notes with all meeting members. Below are some common meeting formats in the workplace, which are very beneficial to a business as long as they are well organized and productive.


Team cadence meetings

Team cadence meetings

Team cadence meetings are held for performance reviews, and to energize a team’s connections. They can additionally assist an organization in the process of refining its business approach. This meeting will always have a fixed group of people and may occasionally have an occasional guest.

Team cadence meetings are therefore quite predictable and regular following a predictable design. Each cadence meeting often resembles the last one held and every team member knows what to expect before the meeting commences.

Consequently, a team cadence meeting does not require too much planning or extensive meeting facilitation procedures. Some examples of team cadence meetings include;

1. Weekly team meeting

Weekly meetings are a form of the business meeting whose schedule runs every week and at a designated time. The weekly meeting is vital because it will address any roadblocks, action items, or questions that may affect the next week’s business goals. Weekly meetings will run for 60 to 90 minutes tops.

2. The shift-change meeting

Shift-change or shift handover meetings are five to fifteen minutes long and are often held on a daily basis. They take place between the incoming staff and a tired group of employees eager to take a break.

The incoming staff has a very small window of time to engage with the other team, so this meeting requires an enforced meeting time and a lot of focus.

3. The Daily Huddle

The daily huddle is a five to fifteen minutes long meeting also known as a daily scrum or stands up. This short meeting occurs on a daily basis and its purpose is to inform and align the team on the day’s tasks.

4. Monthly meeting

The monthly management meeting can be a full or half-day affair that involves the business’s frontline, middle, and senior managers. The purpose of the monthly meeting is to ensure that all leaders take the time off to collaborate and learn from each other while addressing some larger business challenges.


Progress checks

Progress checks

Progress checks are held to nurture mutual accountability and project momentum. These structured business meetings will be led by an account or project manager to reassure or inform the employees that all business objectives are on track. Some of the most common progress checks at the workplace include;

5. The project’s status business meeting

Project status meeting members should be adequately prepared for the meeting beforehand to ensure productivity. All data should be collected in advance so that all questions can have answers. This meeting needs predefined objectives.

6. The client check-in

Client check-in meetings help businesses to enhance their relationships and partnerships with their customers. They should are meant to build trust by reassuring your clients that all partnerships are running smoothly. The meeting leader should have all the reports and metrics required at hand to demonstrate the value of their company to the client.


One on ones

One on ones meeting

One on one meetings are geared towards personal and career development. They also nurture relationship maintenance and individual accountability. Some good examples of one on one meeting include;

7. Manager and employee one-on-one

This meeting will have two parties with a familiar work relationship. They are very conversational but address a specific topic.

8. Mentorship meetings

Mentorship meetings are not as rigid as progress checks or team cadence meetings. They are held for education purposes and to help nurture talent in the business.


Action review meetings

Action review meetings

These are held to develop business confidence and to gain insight into business development objectives. Action review business meetings can help generate recommendations for change. Some of the most commonly held action review meetings include;

9. Agile retro perspectives

The meetings are time-boxed and have a very strict agenda. Through them, teams can develop and solve any challenges and are often by a team member. They are highly engaging and very professional.

10. Win/loss sales review meetings

These are very ritualistic business meetings and are a continuous learning tool. They are more forgiving towards surprises and often build very strong teams.


Conclusion

Governance cadence, conflict resolution, idea generation, planning, problem-solving, and workshops are other common business meetings that you can hold to enhance business growth. Ensure that they are properly planned and take advantage of meeting tools to enhance their productivity.

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.

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