AI Virtual Assistant: What It Is and Why It's Good For Business

Factor in dynamic marketplace changes, and artificial intelligence or AI virtual assistants might just become the key to how companies operate in the modern business environment.

But how, exactly, does virtual assistant AI make day-to-day business easier? More importantly, how do you go about picking the best intelligent virtual assistant to match your requirements?

At the end of this article, you will have gained a clear understanding of:

How AI virtual assistants work
The types of AI virtual assistants
The benefits of using AI virtual assistants
Real-world use cases of AI virtual assistants
How these AI tools can help in task management, communication, and more.

Are you ready to put AI technology to work in your business to boost productivity and innovation?

Let’s talk about how a personal AI assistant may benefit your company and kickstart a new era of productivity and innovation.

What is an AI virtual assistant?

You may be wondering, “what is virtual assistant AI?” Well, a virtual AI assistant is a software program that uses artificial intelligence to perform tasks or provide services for you.

In other words, it’s like a super-smart digital butler/administrator/personal assistant that thinks for itself and performs a number of jobs without much human oversight.

From managing your calendar to setting reminders, and creating call summaries to crunching numbers, these AI assistants are all about easing the burden of work on you. They help you save valuable time and take on the burden of various tasks, giving you room to focus on what truly matters in your business.

Types of AI virtual assistants

There are several types of AI-based virtual assistants, each custom-built for a particular purpose or industry. This type of AI assistant is far different from the likes of Amazon Alexa and Apple’s Siri of the world—though, those are simplistic examples of the same idea.

Here’s a quick rundown of what’s out there:

Productivity assistants: Streamline your tasks and supercharge your efficiency
Customer service AI: AI chatbots and similar that handle customer support queries and keep your clients smiling
Sales dynamos: Generate leads and uncover customer insights
Content creators: Craft emails, reports, and other written materials via generative AI (think, ChatGPT from OpenAI)
Data crunchers: Turn raw numbers into actionable insights
Personal organizers: Keep your schedule and to-do list in check

All add value in their own way. The trick is finding the one that fits your business.

Benefits of an AI virtual assistant

There’s no denying that getting an AI virtual assistant for your business represents the next frontier of productivity and innovation. But what exactly are its primary benefits that can revolutionize how your business operates?

It makes you more efficient

Do you ever wish you could clone yourself to get more done? A smart secretary can be the next best thing. This is how it makes you work better:

Task automation: No more repetitive tasks. Your AI assistant handles them while you focus on high-value work.
Time savings: Need a meeting scheduled? Your AI assistant will do it in seconds, not minutes.
Reduced costs: An AI assistant will enable you to scale back the number of people you employ as it’s able to cover tasks that you would otherwise have to outsource or do yourself.

Imagine reclaiming hours of your day. That’s the power of AI efficiency.

It enhances your communication

Clear and consistent communication is key to any successful business. And how can AI assistants help?

Channel consistency: Your virtual assistant responds to your customer via email, chat, or social media with a uniform message and tone.
Tailored messaging: Your AI can adjust its language based on the type of audience you need to target so your message can always hit the mark.
Multilingual support: Is language an issue? Not anymore. AI assistants can be programmed to communicate in multiple languages, not just English, opening your virtual doors even wider on a global scale.

With an AI assistant, you’re not just communicating—you’re connecting, and improving customer experience at the same time.

It helps you make data-driven decisions

Big data has entered our everyday lives, and you need a smart resource for making decisions. AI assistants can do this by:

Eliminating human error: Numbers don’t lie, but humans can misinterpret them. AI processes data with unparalleled precision.
Eliminating cognitive bias: AI doesn’t have preconceived notions; it just analyzes the data as it is. This will potentially result in additional data-driven insights.
Reporting in real time: Get insights as they happen, not hours or days later. AI assistants process customer data at lightning speed.

It improves accessibility

Inclusivity isn’t just nice to have—it’s essential. AI assistants are bridging the gap by providing:

Support for visual impairments: With the help of speech recognition, AI can convert text to speech and describe images, increasing the chances that your business will be accessible to visually impaired staff and customers.
Language translation: Break down language barriers and make your business truly global. Natural Language Processing (NLP) and Understanding (NLU) helps AI to create ever more accurate translations.
24/7 availability: AI assistants don’t sleep. Unlike humans, they can work around the clock, always ready to help, 24/7, regardless of time zones.

By embracing AI, you’re running a business that creates opportunities for everyone.

It gets smarter over time

Unlike traditional software, AI assistants are dynamic, and they help you stay one step ahead in competitive markets via:

Machine learning and Large Language Models (LLMs): The more you interact with your AI assistant, the better it becomes at understanding your needs and preferences.
Adaptive responses: Over time, your AI adjusts its replies to fit what works best for you and your team.
Ongoing upgrades: Your assistant is continuously improved as technological development makes it smarter.

Use cases for an AI virtual assistant

You might have heard of them as conversational user interfaces or sophisticated chatbots, typically whizzed up by geeks for startups and within big tech companies.

But they’re more than that.

Across healthcare, finance, retail, education, real estate, and hospitality, AI virtual assistants are transforming how businesses are run and how organizations are interacting with their customers.

Let’s explore some key use cases that might revolutionize your work:

Scheduling

Say goodbye to endless email chains just to schedule a meeting. AI assistants are simplifying scheduling with:

Smarter calendar management: Your AI assistant will go through your schedule to identify ideal meeting times.

Automated booking: When someone wants to meet with you, your AI can take care of the back-and-forth to find a time that works for all.

Time zone coordination: Want to set up a call with an international client? Your AI is smart enough to know time zones, so no one has to be up at three in the morning.

Meeting prep: For every appointment, your AI could assemble vital documents, agenda items, and IDs for attendees.
Follow-up scheduling: After a meeting, your AI can automatically suggest and book follow-up sessions.

With an AI assistant scheduling your calendar, you’re free to actually focus on the meetings instead of the process of organizing them.

Writing

Your virtual assistant can help with everything from composing the perfect email to writing engaging copy for blogs or social posts.

Let’s take a look at what else your virtual assistant could help you with:

Email drafting: Your AI can draft email responses based on context and your tone of voice.
Content creation: Need a blog post, knowledge base article, or social media update? Give your AI assistant a prompt, and it will create a draft or an outline for you.
Grammar and style checks: Typos and awkward phrasing are a thing of the past. Your assistant suggests corrections and tweaks to your grammar and style.
Personalization at scale: Tailor messages to individual recipients without spending hours on each one.
Tone adjustment: Your AI can change its writing style to suit different kinds of users and platforms.

Documentation

Trying to keep track of all your business information can be chaotic, but luckily, AI assistants are here to change the game.

Automated note-taking: During meetings, your AI can capture key points, action items, and decisions.
Call and meeting transcription: Miss something important? Your AI will provide a searchable transcript of every conversation.
Smart summarization: After a long meeting, your AI summarizes the main ideas to aid understanding.
Document organization: Your AI assistant can categorize and tag documents for easy retrieval.
Version control: Keep track of document changes and collaborations effortlessly.

With an AI virtual assistant doing the documentation, you can capture important knowledge and make it usable and accessible.

Research and analysis

In a data-driven world, insights are gold. AI assistants are your expert miners.

Market trend analysis: Your AI can sift through vast amounts of data to identify emerging trends.
Competitor research: Stay ahead of the game with AI-powered competitor analysis.
Customer insight generation: Understand your customers better with AI-driven analysis of feedback and behavior.
Predictive forecasting: Use AI to anticipate future trends and make proactive decisions.
Data visualization: Your AI can transform complex data into easy-to-understand visual representations.

With an AI research assistant, you won’t be reacting to market trends—you’ll be anticipating them.

Performance management

Keeping your team on track has never been easier. An AI virtual assistant can help you with:

Automated time tracking: Your AI can monitor productivity without the need for manual input.
Performance analytics: Get insights into individual and team performance trends.
Personalized coaching: AI can provide tailored advice to help each team member improve.
Goal tracking: Set and monitor progress toward individual and team objectives.
Feedback analysis: Your AI can analyze feedback to identify patterns and areas for improvement.

Project management

From small tasks to major initiatives, AI is revolutionizing how we manage projects. It can help you with:

Task prioritization: Your AI can suggest what tasks to focus on based on their due dates and dependencies.
Resource allocation: Get AI-powered recommendations on the best use of your team’s time and skills.
Risk assessment: Identify potential roadblocks before they become problems.
Progress tracking: Get real-time updates on project status without constant check-ins.
Automated reporting: Generate comprehensive project reports at the click of a button.

AI-powered project management doesn’t stop at completing tasks. It optimizes your entire workflow.

How to choose the best AI virtual assistant for your needs

There’s no one-size-fits-all approach to selecting the best virtual assistant AI. It’s all about finding the best fit for you. Here’s how to go about the selection process:

Define your goals

Before diving into features and pricing, ask yourself:

What tasks do I want to automate?
Which areas of my business need the most support?
What outcomes am I hoping to achieve?

If you have specific goals in mind, they’ll help you conduct a meaningful search and keep you from getting caught up in distractions.

Consider your budget

AI assistants come at various price points. When evaluating costs:

Think beyond the sticker price to the ROI you might get in terms of time saved or productivity gains.
Factor in scalability. Will the pricing still work as your business grows?
Don’t forget about training and implementation costs.

Remember, the cheapest option isn’t always the most cost-effective in the long run.

Evaluate available features and integrations

Your AI assistant should play well with your existing tech stack. Consider whether:

It can be integrated with your current tools and platforms
It can handle the specific tasks you need
It’s flexible enough to adapt to your workflows

Try to find an assistant that complements your existing working environment rather than requiring a total overhaul.

Prioritize ease of use

No matter how powerful an AI assistant is, it’s useless if your team can’t use it. Look out for:

An intuitive interface
Comprehensive but accessible documentation
Available training and support

The goal is to boost productivity, not create a new learning curve.

Don’t compromise on security

When it comes to AI assistants handling your data, security is non-negotiable. Ensure that any AI virtual assistant you’re considering provides:

Robust data encryption
Compliance with relevant regulations (GDPR, HIPAA, etc.)
Clear data handling and privacy policies

Your AI assistant should inspire confidence, not security concerns.

Consider a unified platform

Although standalone AI assistants can be amazing devices, there’s a very good argument for choosing a single assistant that’s part of a unified platform.

Here’s why:

Seamless integration: When your AI assistant is part of a larger ecosystem, like RingCentral, it works harmoniously with other tools.
Consistent user experience: No need to juggle multiple interfaces and logins, whether you’re using desktops, tablets, or smartphones.
Streamlined support: One point of contact for all your communication and productivity needs.
Cost-effectiveness: Often more budget-friendly than piecing together multiple separate tools.

Having your tools work on the same platform will help to solve your business challenges in a more connected, efficient, and manageable way.

Test drive before you commit

Many providers offer free trials. Use them. There’s no substitute for “trying it on.” While you’re on trial:

Involve key team members in the testing process.
Simulate real-world scenarios for which you’ll be using the assistant.
Pay attention to performance, user experience, and any potential pain points.

This firsthand experience will be invaluable in making your final decision.

As you can see, the choice of the right AI virtual assistant for your business is a decision you should consider carefully.

If you take into account your goals, the budget, the features you absolutely need, the ease of use, your security requirements, and the importance of a unified platform, you’ll be able to make a more informed choice.

The best AI-powered virtual assistant for you will suit your business needs and workflows.

Top 9 AI virtual assistant tools

Let’s explore nine top AI virtual assistant tools that could transform your daily operations.

1. RingCentral RingSense AI

RingCentral RingSense AI is a powerful tool for enhancing any organization’s communication experience and overall productivity. It’s designed to be your ally in achieving business success.

Here’s just some of what RingSense AI offers:

AI writer & translator for messaging: Craft articulate and contextually aware messages with a few simple commands. RingSense AI can edit and polish up messages or create messages from scratch with prompts, and accurately translate messages in Chinese, French, English, Spanish, and German. *Coming soon to early access preview.
Automated Note Taking: Free up time from manual note taking and let RingSense AI automatically summarize and transcribe for you. It captures key decisions and outlines action items in real-time, giving you a personal AI helper that organizes the fine details of your calls.
Seamless integration: RingSense AI works seamlessly with RingCentral tools like RingEX and RingCX to provide a unified experience and eliminate extra steps in your workflow. What’s more, RingCentral boasts native integrations with 300+ other business tools.

Whether it’s making data-driven decisions, personalizing customer interactions, or simply keeping things running smoothly, RingCentral RingSense AI helps you work smarter, faster, and better. All as part of a broader communications solution that works just as well via web, desktop, or mobile app (Android and iOS).

2. Google Assistant

Google Assistant is a handy AI assistant that works on numerous devices. Features include:

Voice command functionality for efficient multitasking
Personalized assistance based on user preferences
Integration with numerous third-party apps and services

3. Microsoft Copilot

Microsoft Copilot is an AI-powered assistant integrated into the Microsoft ecosystem. It offers:

Deep integration with Microsoft 365 applications
Content generation capabilities to streamline your workflow
Automation of repetitive tasks across Microsoft tools

4. HiveMind

HiveMind focuses on enhancing business processes through AI-powered collaboration. HiveMind provides:

Real-time insights to improve team synchronization
Process automation to increase efficiency
Data analysis to support informed decision-making

5. Bardeen

Bardeen specializes in automating web-based workflows. This virtual assistant:

Connects web applications for seamless operations
Offers no-code solutions for easy automation
Simplifies complex tasks into manageable processes

6. Aisera

Aisera provides AI-driven solutions for customer service and IT support. Key features include that Aisera:

Uses conversational AI for natural interactions
Offers support across multiple communication channels
Enables user self-service for efficient problem-solving

7. Notion AI

Notion AI is an integrated assistant within the Notion workspace. The virtual assistant:

Assists with content creation within your documents
Helps manage tasks and projects more effectively
Offers customizable AI workflows to suit your needs

8. Superhuman

Superhuman is designed to optimize email management. It does this by:

Accelerating email processing
Using AI to help prioritize your inbox
Providing efficient tools for email organization

9. Grammarly

Grammarly serves as an AI writing assistant to enhance your communications. Users get:

Real-time grammar and style suggestions
Plagiarism detection capabilities
Integration capabilities with various applications and browsers

Whether it’s AI writing assistants to improve productivity and prose, note-taking apps to help you keep track of ideas, or automatic translation services, every one of these tools has a different market positioning and can make a different contribution to your workflow.

Equip your team with the tools they need to be productively AI-enabled today to set your firm up for success in the future.

Boost efficiency with the best AI virtual assistant

Today’s AI virtual assistants can help your team be more productive, better connected, more competitive, and more profitable.

We’ve covered nine virtual assistants that will help you breeze through your key business tasks, from Google Assistant, which can solve a wide variety of problems, to Grammarly, which works behind the scenes to help you become a better writer and editor.

But, as far as business communications and improving overall employee efficiency and productivity are concerned, RingSense AI from RingCentral is hard to beat. Here’s why:

Tailored for business: Unlike common-purpose assistants, RingSense AI is created to meet the complex needs of modern businesses.
Conversation intelligence: You don’t just engage with prospects; you analyze and generate actionable insights from every conversation.
Sales empowerment: With RingSense for Sales, your sales team gets an effective partner that delivers operational excellence and helps to enhance sales performance and close more deals.
Seamless integration: RingSense AI can bring all of your existing phone and communication tools together, creating a unified, efficient workflow.
Continuous learning: RingSense AI learns with your business, continuously improving its performance according to your evolving objectives.

With RingCentral RingSense AI, you’ve chosen to do business better by building a smarter company. It’s an investment in your employees, your customers, and your future.

Ready to experience the power of AI-enhanced communication?

Take the first step toward revolutionizing your business operations. Don’t just follow business communications trends; lead with RingCentral RingSense AI.

Why not get in touch today to learn more?

AI virtual assistant FAQs

How do I use AI as a virtual assistant?

Using an AI virtual assistant is simpler than you might think:

Choose the right tool: Pick AI that works for you and your business needs, such as RingCentral RingSense AI, for comprehensive support on all your business communication channels.
Set it up: Connect your chosen AI virtual assistant to your workflows as per the provider’s instructions.
Define tasks: Determine what tasks you want your AI assistant to carry out, from scheduling to data analytics to customer service.
Train and customize: Many AI assistants see what you do and learn from it—so use them regularly and tweak settings as needed.
Monitor and refine: Regularly check your AI assistant’s performance and adjust it as required for optimal performance.

Keep in mind that the point is to augment your workflow, not disrupt it. Start with some small tasks and slowly push the envelope as you trust the AI virtual assistant more.

Is an AI virtual assistant the same as a chatbot?

While there’s some overlap, AI virtual assistants and chatbots are not exactly the same:

Scope: Chatbots often only handle narrow and specific tasks, such as answering FAQs, whereas AI virtual assistants are expected to handle more complex tasks in more domains.
Intelligence: Most chatbots follow very simple rules. AI virtual assistants use more sophisticated AI and machine learning algorithms, enabling them to know the context of a question and learn as they interact.
Functionality: Chatbots engage in text-based discussions with human users. AI virtual assistants often include extra functionality, such as voice recognition, task automation, and data analysis.
Adaptability: AI virtual assistants can learn and improve over time, while a basic chatbot is static unless we tinker with it manually.

Put simply, AI virtual assistants are more advanced, versatile cousins of chatbots.

Will AI virtual assistants replace humans?

This is a common concern, but the reality is more nuanced:

Augmentation, not replacement: AI virtual assistants supplement rather than replace human users. They handle more routine tasks so that humans can focus instead on solving tough problems, being creative, and having interpersonal interactions.
New roles: With AI taking over certain tasks, new jobs are developed to help manage, strategize, and ethically deal with AI.
Human touch: Many aspects of business still require human empathy, judgment, and creativity—something AI can never provide.
Collaboration: The most effective approach is often a combination of human expertise and AI capabilities.

For better or worse, as AI virtual assistants begin to revolutionize the workplace, they will shift rather than eliminate certain roles. This transformation will occur if we start seeing AI not as a worker displacement technology but rather as a force multiplier to make humans more productive.

Originally published Sep 15, 2024, updated Nov 12, 2024

AI virtual assistant: What it is and what it can do for your business