Chapter 3: Streamlining Communication and Collaboration
Communication is always key - either with clients or project team members. However, the issue of poor communication can lead to things falling apart. The wrong message gets sent, the project goes south, and it triggers plenty of setbacks.
This chapter will uncover the world of AI-enhanced communication and collaboration. Likewise, we’ll take a look at the tools that will help make streamlining workflows possible. All while making it efficient for entrepreneurs, solopreneurs, and remote workers - no matter where they are in the world.
We’ll be taking a look at apps and tools that focus on email management, collaboration with teams, and project management among others. We’ll also be taking a look at case studies of some of these apps and how they have worked for others.
Ready to delve into this awesome world of AI-based communications? Let’s get right to it.
Email Management Apps with Smart Features
Email is among one of the top tools for communication. It still remains that way even many years (and plenty of evolutions of Internet technology later). With the power of AI, you can make sure an email is written the way it should be and have it scheduled to be sent at a certain time.
Further, it’s important to remember that such email clients can have the ability to prioritize, sort, and manage emails. You can be able to open up your inbox and promptly respond to emails that are urgent while marking other emails that you will need to look at later.
Case Studies
We’ll be exploring two email apps that utilize AI for its functionalities. Let’s take a look at what they are:
Spark
This app (sparkmailapp.com) uses AI to help categorize emails by priority with the help of the “Priority and Pin” function. It will also group the emails together by sender - making it easier to organize your emails and know who sent what (and when). You can also mark each email as “done” or set it aside while setting a time to send an email later. It also has a focus feature so you can be able to lessen the distractions while you are working on something important.
In essence, this email app uses AI to tackle a few of the productivity challenges people face. This includes helping you increase focus, become more productive, and be able to communicate effectively with team members, clients, and others.
You can also mute email threads if they are no longer relevant. This can ensure that you tune out the unnecessary noise while focusing on what really matters most. The Gatekeeper feature will make it easier to decide which email you can accept and which ones you don’t want to view.
Automatic reminders are also part of the package deal. Which means you will be able to send emails whenever it is time to do so. Of course, Spark would not be a complete app without being compatible with all kinds of email platforms including Google, Yahoo!, Outlook, iCloud, IMAP, and Exchange.
Astro/Slack
Like Weave, Astro was once a stand alone app for the purpose of managing your inbox with the help of an AI assistant. Now that it is part of the Slack family, things have changed. But what did it do beforehand?
For one, it was able to help manage an overloaded inbox. Which means you don’t have to be overwhelmed by the amount of emails that are sitting there. You can also communicate with a chatbot so you can be able to make requests on what can be done.
This includes unsubscribing from email threads, what to save, and who to include in your list of VIP contacts.
Notion: An All-in-One Workspace
Notion (www.notion.so) is an app that has the ability to serve as a workspace with all kinds of different functions. This includes taking notes, planning and organizing tasks, creating databases, and so much more. It also has the ability to accommodate different widgets (whenever and wherever they may apply).
AI can also enhance your experience with Notion. For example, it can automate routine tasks that you can create, suggest templates, and organize content. Notion can also create something at your request with the help of AI.
All it takes is the press of the space bar and you can ask it to perform a task for you. Whether it’s content ideas, putting together a reading list, and so much more - Notion’s AI feature can get it done.
Collaborative Platforms with AI Integration
When working with a project team, a good platform with AI integration will make the whole work process a lot smoother. The top two collaborative platforms include Slack and Microsoft Teams. Both of these platforms use AI to make communication smarter and more efficient.
At the same time, it can make workflow automation a lot simpler. What can AI do on these platforms? They can be able to schedule appointments and meetings, set reminders, and retrieve any information that may be necessary.
Scheduler AI (https://slack.com/apps/A02GA0771T6-scheduler- ai) is one of the apps you can use on Slack to make scheduling easier. You can easily integrate it into your group chats or channels. You can send calendar invites, be able to reschedule events easier, and so much more.
Another Slack app to check out for scheduling is Reclaim.ai (https://slack.com/apps/ARSJUP4R0-reclaimai). This is also fully loaded with features that will allow you to harness the power of AI. This includes managing your tasks, viewing your daily
agenda, and auto-syncing your Slack status whenever you have a Zoom meeting or have a scheduled commitment.
AI-Enhanced Project Management Tools
Monday.com and Asana are considered two other project management tools for businesses that work in teams when it comes to important projects. Not surprisingly, it has integrated AI to make it function much better.
Monday offers a Swiss Army knife kind of package deal when it comes to AI. For example, it can handle product management tasks like breaking it up into manageable tasks for your team, creating the agenda for an upcoming meeting, and so much more. Meanwhile, it can also handle other functions that are a part of your project including content creation, marketing, and even Human Resources for when you need to bring on another team member.
Asana’s AI functions feature smart workflows so that your workflows are optimized in an organized manner. It can also point out any roadblocks that can hinder your workflow as well. There are also features that can also help make communication easy and seamless - including the use of natural language to ask Asana any questions you may have.
In real-world applications and different business scenarios, let’s take a look at each of these tools. For example, Monday.com offers agenda creation by way of AI. Meaning you can be able to mention the key topics in the meeting by typing in a prompt and letting the AI get to work and organize it with ease.
You can also send messages to your team. But not before you have the ability to rephrase any text beforehand. Using this, you’ll be able to stop poor communication issues right in its tracks.
Asana offers similar features including smart summaries that can be put together by way of tasks, conversations, and comments. This will create a list of tasks and subtasks that will make project management a lot easier.
Automated Transcription and Meeting Summarization Tools
If you’re in a meeting, you may be missing important nuggets that are part of the discussion. Yes, recording it is fine so you can catch up later on. But what if you want to double check what was said?
That’s where automated transcription and meeting summarization tools come into play. One tool in particular is Otter.ai. This will be great for creating a meeting transcript so you can be able to refer back to it for any key pieces of information.
The words said are captured in real time. You can also add comments and highlight key points as well. Otter can easily be connected to different meeting platforms including Zoom, Google Meet, and Microsoft Teams.
Even better, you get live summaries of meetings - all in real time. Talk about AI working at its peak performance to make sure you don’t miss a word of any meeting. And it can help you make critical decisions going forward.
Final Thoughts
Communication and collaboration are two things where AI can really shine. Especially when you want team projects to be streamlined and easy to handle. You can all communicate while getting the point across quickly and efficiently.
You can also be able to send emails, messages, and plan tasks together. And last but not least, AI can make it so that it can create meeting transcripts so you don’t have to take notes or minutes. It’s all there in a summarized document so you don’t miss the key points of every meeting.
AI is not only great for time and task management, but it can also work as your personal assistant. It can provide you with key points of information so you can make better decisions going forward - either as an entrepreneur or a solopreneur.
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