| Entrepreneurs are a unique breed. They are highly passionate, driven and super charged professionals. They leave the comfort of their secure, high flying careers behind to embrace the challenges that their ventures entail. Coarsely put, they are ready to embrace the suck!
While the above holds true, every entrepreneur, even while bootstrapping acknowledges the need for an extra set of hands- the Executive Assistant. And no, we aren’t talking about the rather glamorous PAs who ran the offices of MadMen.
For an entrepreneur to be able to focus on tasks that are business critical, delegating mundane administrative tasks to a virtual PA can save a great deal of bandwidth. With AI already accelerating many key business functions, online meeting assistants like AIRA are redefining this space. This lends further impetus to the role of a virtual personal assistant, while helping business leaders access more intelligent and actionable insights into key business functions.
The list of administrative tasks that a virtual personal assistant can perform for you is diverse. Some important ones are:
• Managing your virtual front desk
• Taking notes from your business calls and meetings
• Managing your email
• Managing social media accounts
• Calendar management
• Preparing presentations
• Proofreading documents
• Booking appointments
• Responding to customer queries
• Relationship building with customers
• Vendor management
As you can see, these tasks, though mundane and repetitive, clearly cannot be avoided. You could free up so much of your intellectual bandwidth by delegating many such tasks to a virtual personal assistant. Furthermore, by adding AI meeting tools like AIRA into this mix, you can transform a rather mundane activity like taking meeting notes into a key intelligent business process.
One of the best traits of a virtual meeting assistant platform like AIRA is her meeting scheduling capability. Aira will record, transcribe, and analyse your meetings. This fantastic AI-powered technology will also automate your business’s meeting scheduling on your behalf. Her machine learning and artificial intelligence capability will analyse your team’s productivity patterns for nuances of timing preferences.
Why Has It Become So Important to Have A Virtual Personal Assistant In COVID-19 times?
Long before the pandemic engulfed the world, entrepreneurs began to realize the importance of a virtual personal assistant. Cut to 2020, a virtual personal assistant is on its way to becoming a very critical element, or rather the front line to the CXO office.
COVID-19 brought the usual way of running a business to a grinding halt via government issued lockdowns. All essential business functions now had to be conducted remotely, and this mode of work has now become the usual order of business.
Businesses continue to adapt with the constraints of working with remote and distributed teams. As such, the need for business leaders to have a reliable entity at their beck and call to delegate and coordinate is crucial.
Additionally, cost resilience amid COVID-19 is determining what functions will get downsized. These decisions will greatly alter the nature of how businesses conduct themselves even in a post pandemic world. Reports suggest that up to 60-90 percent of businesses in industries such as Manufacturing could experience significant losses.
In this article, we’ve thus far established why having a virtual personal assistant is so important. Add to that the cost overheads entrepreneurs and business leaders are having to consider amidst the pandemic.as such, If there’s one function that can easily be performed with higher efficiency and much lower costs, it is the administrative tasks.
Here’s how hiring a virtual PA can help save costs:
1. Transitioning a full time admin or a personal assistant function to a virtual PA role can help set you up for a swift cost reboot. For the most part, this role entails mundane administrative tasks. Hiring a virtual personal assistant can thus lead to decreased amount of effort and costs tied to non-strategic activities
2. While hiring a virtual PA can seem like a tactical short term cost saving action, it can soon adopt the form of a long term strategy. Once this role becomes integrated into your organization, you can delegate a gamut of admin and overarching tasks in a matter of months
3. The cost benefits of hiring a virtual personal assistant can be realized almost immediately. It can help you improve the flow of resources to areas of strategic importance very swiftly. Additionally, having a dedicated resource to delegate adhoc tasks can help balance the inefficiencies brought about by cutting corners in other areas
Business process optimisation has long been a popular strategy among business leaders. A pandemic ridden global business landscape further emphasizes this aspect. Given the unknowns at play in these times, business leaders need to embrace the risk of adopting new tools and modalities of conducting business. New and innovative AI driven technologies such as AIRA are reinventing ways of executing standard business tasks.
In conclusion, there’s enough motivation for business leaders to consider hiring a virtual meeting assistant. Add to that the business challenges brought on the COVID-19 situation, what appeared to be a rather non-strategic good to have role is on its way to becoming business critical. The mantra ‘local is the new global’ has assumed another connotation: ‘virtual is the new real’! If you’ve long considered hiring a virtual personal assistant, it is now All Systems Go!
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| Most professionals are pen and paper people. They prefer the age-old art of taking work notes on paper to tablets and laptops. There is even data out there that proves this point. Note-taking by hand has a ton of benefits. It is a motor exercise that engages your language, muscle movement, thinking, and memory centers simultaneously.
The pen is hands down mightier than the keyboard among learners since scribbling notes down, aids recall. Computers however have their unique advantages. On them, you will type faster, and your work will have a professional look. Processed documents are also easier to share and publish. These traits are perfect for the meeting minute taking.
This is the reason AI meeting minutes tools are a work of genius. Below are five differences between theirs and the traditional pen and paper minute writing process.
1. AI meeting minutes increase productivity
Managers spend over 35% to 50% of their working hours in meetings. That is a lot of time when you consider that 67% of all meetings are unproductive. Instead of creating consensus, discussing, and developing ideas, most meetings are buzz killers. Most employees attend at least 62 meetings each month. These forums cost as much $1000 each year! It is time to rethink the traditional meeting.
AI meeting assistants such as Aira can make a meeting more efficient. Aira is a voice artificial intelligence platform that records meetings and transcribes all proceedings. She will then upload all meeting notes to one accessible virtual folder. This them accessible to all meeting members.
Aira enhances productivity by becoming the designated company minute meeting taker. You can use her to share the meeting\'s agenda beforehand. Streamline your meeting and prevent time wastage via AI tools.
2. AI meeting minutes increase staff morale
Meetings are here to stay. Transform them from the time sinks they are to valuable business processes. Employees, for instance, have to deal with all artifacts and documentation associated with business meetings. A meeting organizer will need to dig up reports, old minutes, agendas, and action plans. They will also need to review past reports and dig up old emails.
This is the tragedy of physical minute taking processes. All these actions will not only drain your employees but can lead to reporting inaccuracies. AI meeting minutes, on the other hand, are pristinely documented and stored. AI meeting assistants will highlight the most critical information as a per keyword in use.
They will also parse complex data and output intelligent information fast. They will save your employees a lot of time and mental anguish.
3. AI meeting minutes enhance accountability
Businesses hold meetings to brainstorm and to make decisions. Meetings also creates an optimum discussion and feedback environment. Virtual AI assistants will record deadlines and send reminders as these time limits approach. They will create a single version of the truth for all participants.
By ensuring that no one forgets the intentions, actions, and follow-ups, your meetings will become more productive. Unlike traditional meeting minutes, the AI meeting minutes will keep all members accountable. This action reduces escalations and frustrations.
4. AI meeting minutes increase collaboration
Multitasking and distractions are an immense problem in meetings. A meeting minute taker for instance is expected to focus on the meeting while scribbling notes. As mentioned, writing by hand is an intensive mental process. For this reason, meeting chairs often find it impossible to direct the flow of a meeting and write the meeting notes.
Fortunately, AI meeting minutes writing tools have solved this dilemma. These minute taking tools will listen in, record, transcribe and then give you polished meeting minutes. They will not lose focus or tire out. Consequently, there will be better personal interactions between meeting members.
Every meeting attendee will focus on the agenda and core topics and contribute to the flow of ideas. The outpouring of creative solutions to challenges will build team rapport. All your employees will also relax and build unguardedness. improving the way they work with each other.
5. AI meeting minutes saves time and money
Every business holds meetings to enhance their bottom line through creative problem-solving. Productive meetings can help employers create additional revenue streams. The traditional meeting minute taking processes can be inefficient and the antithesis of these goals.
In contrast, meeting tools that combine artificial intelligence and natural language programming can contribute to your bottom line. Their minute taking and organization prowess will save time wasted on unproductive meetings. Your workforce will spend less time on document processing and review.
Precise, and accurate meeting notes will also enhance accountability. Ergo, all staff will meet their goals. AI meeting notes will ensure easy tracking of actions, less rework, and duplication. These actions when combined will have a massive positive impact on profit and revenue generation.
Conclusion
AI assistants have become a staple amongst consumers with Siri and Alexa\'s presence filling up homes. The AI virtual assistant will also become a critical business tool. These minutes taking masters will help employees enjoy meetings and become more productive. |
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