A business needs to keep track of all the critical data and insights to stay ahead of competitors. Note-taking is the perfect way of doing it, but you already know that as the VP or director.
However, traditional methods do not work well in today’s scenario. Those methods may result in errors and inaccuracies and can be time-consuming.
Businesses can use AI note-taking tools to streamline the process and generate reliable results. We will discuss how AI notetakers can help you take accurate notes and stay on top of the game.
What Are AI Notetakers and How Do They Work?
AI notetakers are tools that can take notes and summarize the main points of a virtual meeting. These tools perform accurate text-to-speech transcription, allowing you to focus on your work without interruptions. These tools use Artificial Intelligence and Machine Learning protocols for this transcription.
Advantages of AI Notetakers
AI note-taking tools can transform your work and allow you to focus on more corporate tasks. Here are some advantages:
Taking notes can take a lot of time, and you can not focus on tasks. AI notetakers can summarize the points with little to no delay and can save you time. You can utilize this time to focus on crucial tasks and carry the meeting forward.
Takes Accurate Notes
When you take notes, you will likely make mistakes and errors. Your transcript can contain false entries, double entries, and other inconsistencies. But if you use AI notetakers, they will make accurate transcriptions of the things said in the meeting.
When you can save time and have an accurate transcript in your hand, your productivity will drastically improve. AI note-taking tools can help you with these things, as stated above. You can pay attention to the core competencies of your business as the company’s CEO.
How AI Notetakers Transform Customer Success?
The customer success team can benefit in many ways by using AI notetakers. Here are some examples of how AI can help in customer success:
If an organization’s sales and customer success teams are not on the same page, it can be difficult to achieve customer satisfaction. Also, conveying a call’s minute details to another team is not always possible. So, how can these tools help in this situation?
Considering the situation above, the sales team can use an AI note-taking tool to record and create a meeting transcript. The tool can summarize the meeting with the major actionable decisions and plans, which can be shared with the customer success team. It improves team collaboration, and when everyone is in the loop, they can heighten the company’s success.
The customer success team must regularly collaborate with the organization’s sales and marketing teams. Understanding what your customers need before coming up with any strategy is essential. The assistant can help teams capture customer requirements to specific detail, thus allowing teams to identify at-risk customers and predict customer churn rates.
Implement Better Customer Success Strategies
As per a recent survey, 60% of market leaders think AI can improve customer experience. They further explained that AI notetakers could play a big role in improving customer success rates.
But the question is how? The sales and marketing teams can monitor the calls and meetings and share the notes. The customer success team can review those notes to identify the pain points by studying the trends and patterns in customer behavior and develop a better strategy to resolve those issues.
These tools may also help companies monitor and analyze the team’s efforts toward customer success. The notes may provide a map of how the team should approach the issue, and you can check if the team is doing it correctly. This can provide insights into the team’s operational efficiency and what can be done to improve it further.
Provide Proactive Customer Support
Currently; most organizations offer personalized yet reactive customer support. However, a study by Gartner in 2021 shows that proactive support is the future of customer engagement and experience. The notes from previous customer interactions are like an organization’s gold mine of data. You already have what you need to know about your customers. Using the inferences, the team can work on offering personalized, proactive customer support services. It would help in retaining customers and attracting new faces as well.
Improved Relationships With Customers
If a business has to sell its products and services, it needs to have a better relationship with its customers. It would only be possible if the sales reps engaged with them and efficiently listened to their requests. But data shows that many sales reps focus on non-essential tasks more often than essential revenue-generating tasks.
Sales reps can engage in high-quality conversations if they use AI notetakers to record the calls/ chats. This would help customers make the best decision from the awareness stage to the consideration stage of their sales journey. After a purchase is completed, the team can follow up to understand whether the customer is satisfied with the product/ service. Or if the customer needs some assistance regarding the products. These follow-ups would build a relationship with the consumer, turning the person into a loyal and returning buyer.
Applications of AI Notetakers
Businesses can use AI note-taking tools in the following ways:
Summarizing AI Notetakers
You can use AI notetakers to accurately record the meeting proceedings or any discussions. This record is an actionable blueprint for your business; you can return to it whenever you want. With this technology, you don’t have to rely on your employees to take notes. This means every participant can have the opportunity to engage in the conversation and provide their input.
Research and Development
AI notetakers can also be used during survey calls or virtual data collection. The notes presented by these tools can be studied to identify and predict patterns undetectable to human eyes. Using the information, a business can develop new product/service ideas.
AI notetakers can be used in customer service to capture data from customer interactions via phone calls or chats. The notes can provide important insights into customer behavior, preferences, and emotions. The data can later be used to improve the quality of customer service through AI CS.
While arranging employee training sessions, companies can share notes created by AI tools. This way, people would focus on the training session and retain the knowledge well, especially if they don’t have to worry about taking notes.
Otter.ai is one of the market’s most known AI note-taking tools. It can be used to record audio, create meeting notes, and capture the points of a Powerpoint presentation. Using this AI tool can boost your productivity and make the experience seamless.
You can use Fireflies to automatically transcribe virtual meetings and analyze the data. Many organizations use this tool to improve productivity and save valuable time and resources.
How Would You Choose The Right AI Notetaker For Your Business
You can see AI notetakers can bring the best results for your customer success team. However, every business owner has some requirements and expectations from these tools, and not all AI tools can fulfill that. It is necessary to understand which tool would be the perfect match for your business, one that would integrate with all the existing tools and processes within the organization. Here are the steps you need to figure out the right fit for your organization’s AI customer success story:
- How will this AI tool benefit the teams in my organization?
- How will it help me establish a better relationship with my customers?
- Is my business doing well without the tool? If good, can the current scenario change in the next 10 years?
- How will I use this tool for my business?
You will find free and premium AI note-taking tools with many features and benefits. Ask these questions before deciding:
- Can I achieve my customer success goals with a free version? Or do I need to use a premium version?
- What is the cost, and does it fit into my budget?
- Will it require additional training and installation charges, or is it easy to use?
- If it has a subscription-based plan, what are the terms and conditions? Should I proceed with the current subscription or choose a different product?
Features and User-friendliness
As stated earlier, you may need specific features of an AI notetaker to improve your team’s efficiency. You need to identify which features will work best for your business. Ask these questions:
- Do you plan to use it only to record and take notes?
- Can you customize the tool’s note-taking feature?
- Can the tool accurately transcribe the voice content? Can it capture slides and presentations?
- Can you easily store, access, and share those notes?
- Can you add/ edit those notes and add media files?
- Can you run the application with virtual meeting platforms like Google Meet, Zoom, or any other application?
- Can it access Google Docs/ Word files?
- Is the interface easy to navigate?
- Can you set it up easily?
After you have compared every AI note-taking tool against this checklist, you will have the perfect option.
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Best Practices of AI Notetakers
AI notetakers make the experience easier for everyone, but you can take it further. Here are some of the best practices to follow while using an AI tool to take notes during the meeting:
You can configure these AI tools to sync automatically with your calendar and start running whenever a meeting occurs. You only have to set it once; then it will record the meeting and create notes. You don’t have to worry about that anymore.
Or, you can try the manual configuration; in this method, you must press the button to record the session. If you are concerned about the privacy of your clients, you can choose this option.
When you sync the tool with the agenda, your notes will be of far better quality. Depending on your tool, you can use it to visualize timelines, track the topics discussed, and what topics still need to be discussed.
Record The Entire Conversation
It is imperative to use the tool to record and summarize for the entire meeting duration (unless otherwise specified). You can refer to these transcriptions in the future and develop better strategies. When you use the tool, you can redirect your focus to engaging with the customer and not on the note-taking task. You may use the tool for a successful customer onboarding and offboarding journey.
Coordinate With Teams
After the meeting, the sales/ marketing team should share the findings with other customer success team members. This way, everyone knows the conversation and how to accomplish the goal.
Once you have come up with a plan on how to focus on customer success, now it’s time for tracking. You can refer to the notes and see how far your team has come. You can check the areas that need work and where the team excels at the job.
The notes can be a template for the next team meeting/ brainstorming session. Now, you would know what to expect and how to proceed. With time, your team’s efficiency will improve, and you may use the tool’s features to improve efficiency for AI customer success stories.40
Wrapping it up
AI notetakers are game-changing for customer success, and not utilizing them to stay ahead of the competition would be an unwise decision. These tools can save time, improve accuracy, help your team forge better customer relationships, and increase the brand’s customer loyalty.
Shivani is a talented CS manager with the skillsets to elicit, scope and manage end-to-end B2B SaaS project delivery. She has a keen interest in depicting her learnings in customer success by writing resourceful blogs and articles.
Published April 27, 2023, Updated May 22, 2023