8 essential features to look for in an AI assistant (and 5 assistants we recommend)

According to MarketsandMarkets, the global artificial intelligence (AI) market is expected to grow to $407 billion by the end of 2027. AI assistants are transforming business operations, with 69% of executives planning to lead their organization’s AI initiatives. This shift highlights the growing importance of AI in enhancing efficiency and improving customer interactions.

So, whether you're managing your day-to-day tasks or simply handling customer service queries, an AI assistant can be really helpful. But with so many options out there, how do you choose the right one? 

Understanding key features can ensure that your AI assistant not only meets your current needs but also adapts to future challenges. This makes your workflow more efficient and your customer interactions smoother and more satisfying. 

Let’s dive into the eight essential features to look for in AI assistants.

First, what is an AI assistant and what does it do?

An AI assistant is a software application that uses AI to perform tasks typically handled by customer service teams. These tasks can range from scheduling meetings and setting reminders to managing customer service inquiries and providing technical support. 

A Forbes Advisor survey found that 47% of businesses use AI tools as AI assistants. These AI assistants use technologies such as natural language processing (NLP), machine learning, and data analytics to understand and respond to user queries in a natural, conversational manner. 

Some great examples include customer service AI assistants, sales AI assistants, AI writing assistants, and AI meeting assistants.

Popular use cases of AI assistant

This surge in AI assistant usage is driven by the growing need for efficiency and the desire to enhance user experience. Businesses across various industries are adopting AI assistants, which can be grouped into the following 4 categories:

Customer Service AI

Customer service AI assistants can manage routine tasks, perform sentiment analysis, and even assist agents with real-time suggestions, leading to more efficient and effective customer service operations.

Sales AI

Sales AI assistants help businesses predict prospects' behavior, optimize pricing, and streamline sales processes for your sales team. It offers tools like automated call notes, real-time coaching, and predictive forecasting, which help sales teams close deals more efficiently.

AI writing assistants

AI writing assistants support content creation by generating ideas, drafting content, and even editing text. Authority Hackers AI survey found that over 85% of AI users report that they primarily utilize the technology for content creation and article writing.

AI meeting assistants

Another example is AI meeting assistants, which simplify scheduling, agenda setting, and note-taking during online meetings. The AI meeting assistants market was valued at USD 1.81 billion in 2022.

Conversational AI as key component

Conversational AI is a crucial component of AI assistants, utilizing advanced technologies to enable real-time, natural interactions between humans and machines. It can deliver more diverse and contextually relevant responses.

According to Gartner, conversational AI will reduce labor expenses for contact center agents by $80 billion by 2026. This technology merges natural language processing (NLP) and machine learning to understand and respond to customer inquiries instantly, thereby boosting automation and personalization in customer service. 

AI assistants, powered by conversational AI, can perform complex tasks such as sentiment analysis, offering real-time support for agents, and efficiently managing omnichannel communications. This makes conversational AI a potent tool for enhancing customer service and operational efficiency in various business contexts​. 

What makes an AI assistant the best?

1. Natural language processing (NLP)

First and foremost, you want your AI assistant to understand and interact with you just like a regular person would. NLP in customer service is critical for this. It allows your AI virtual assistant to comprehend, process, and respond to your queries in a natural and conversational manner. 

You provide customers with a support ticket when they contact your customer service team, right? NLP analyzes the text of the ticket, identifies keywords and phrases, and determines the nature of the issue.

2. Omnichannel support

An effective AI assistant should seamlessly integrate across various communication channels. Whether it’s email, chat, phone, social media, video conferencing, or contact centers, your AI customer service representative should be able to handle it all. 

In the context of contact centers, those that use contact center AI achieve faster response times and higher customer satisfaction (CSAT). With the help of AI, customer inquiries are immediately redirected to the right agent for immediate answers.

Omnichannel communication benefits customers by allowing seamless interactions across various platforms. With the right solution, agents can effectively communicate with customers, enhancing the overall service experience. 

3. Advanced analytics and reporting

Today’s businesses have access to much more data for planning. Data is king, and an AI assistant should not just help with tasks but also provide insights. 

For example, using AI and machine learning (ML) altogether gives us nearly full visibility into customer sentiment and can automatically identify call intentions. This saves significant resource hours on call monitoring, making the process much more efficient. 

AI assistants with robust analytics and reporting features can help report the gathered analytics and metrics in several ways:

• Real-Time Dashboards: AI assistants can present real-time data on dashboards, providing a clear view of key metrics and performance indicators at a glance.

• Automated Reports: They can generate automated reports that summarize important analytics, trends, and insights on a daily, weekly, or monthly basis.

• Trend Analysis: AI can analyze large datasets to identify trends and patterns that might not be immediately apparent, helping businesses make data-driven decisions.

• Customizable Alerts: They can set up alerts for specific metrics, notifying you when certain thresholds are reached, ensuring timely action.

• Visualizations: AI tools can create visual representations of data, such as graphs and charts, making it easier to understand complex information quickly.

• Predictive Analytics: They can use historical data to forecast future trends and outcomes, allowing businesses to anticipate needs and adjust strategies accordingly.

4. Personalization capabilities

AI excels as a tool for personalization due to its advanced data capabilities.Your customers are unique, and your AI assistant should treat them as such. 

One significant benefit of personalized AI assistants is their ability to improve user satisfaction and engagement. According to a survey by Accenture, 91% of consumers are more likely to avail services from brands that provide relevant offers and recommendations. This underscores the importance of personalization in driving consumer loyalty and enhancing user experiences.

Personalization capabilities allow your AI virtual assistant to tailor responses and solutions based on individual customer preferences and history. This personal touch can significantly enhance the customer experience.

5. Scalability

As your business grows, so will your customer service needs. An AI assistant should be able to scale with you, handling an increasing volume of interactions without compromising on performance. 

A significant advantage of AI assistants in terms of scalability is their ability to operate 24/7 without fatigue. This continuous operation is important for businesses looking to expand their reach and cater to a global audience. 

According to a report by McKinsey, companies that leverage AI for scalability can reduce customer service costs by up to 40% while increasing their response capacity by up to 30%

Scalability ensures that you’re always prepared to meet your customers’ needs, no matter how big your business gets.

6. Integration with existing tools

Your AI assistant should play well with others. Look for one that can easily integrate with your existing CRM, ticketing systems, and other tools you use daily. 

An example of this integration can be seen with AI assistants working alongside Customer Relationship Management (CRM) systems like Salesforce or HubSpot. AI assistants can access customer data in real time, enabling them to provide personalized responses, quickly resolve issues, and anticipate customer needs. 

For example, the Dialpad Salesforce integration enables seamless communication and CRM management. It allows users to make and receive calls directly within Salesforce, log notes, and view contact records. 

The integration provides features like native calling, high-velocity sales tools, and real-time data syncing, enhancing sales productivity and customer engagement. It integrates with products like Ai Voice, Ai Messaging, and Ai Contact Center. This solution is ideal for businesses looking to streamline their sales and support operations within Salesforce

AI assistants can also work hand-in-hand with communication tools through contact center sentiment analysis. By analyzing customer interactions, AI can gauge sentiment and spot potential issues early on. 

When more complex issues arise, an AI assistant can seamlessly transfer the call to any available agent, equipped with all the relevant information gathered during the initial interaction. This approach ensures that customers receive timely and appropriate support, while also lightening the load of your customer service team.

7. Security and compliance

Data security is paramount. According to an IBM data breach report, organizations that use AI for security and compliance can reduce data breach costs by an average of $2.22 million compared to those that do not implement these technologies.

You have to ensure your AI assistant adheres to the highest security standards and compliance regulations. This is especially crucial if you're handling sensitive customer information. A secure AI assistant protects both your business and your customers.

AI assistants enhance security by monitoring and analyzing data for unusual patterns or activities, quickly identifying and responding to potential threats. They detect anomalies in user behavior, trigger alerts, and initiate protective measures.

For compliance, AI assistants streamline processes by ensuring adherence to regulatory standards, tracking requirements, generating reports, and maintaining accurate records. They automate documentation to meet regulations like General Data Protection Regulation (GDPR) or the Health Insurance Portability and Accountability Act (HIPAA), ensuring all activities comply with these standards.

8. Continuous learning and improvement

The best AI assistants are those that continuously learn and improve. With each interaction, they should get better at understanding and responding to queries. This continuous learning ensures that your AI assistant remains effective and up-to-date with the latest trends and customer needs.

One of the key aspects of continuous learning is the ability of AI assistants to refine their responses and recommendations by analyzing user feedback and behavior. This iterative process ensures that the AI becomes more accurate and efficient in meeting user needs. 

For example, if an AI assistant receives frequent corrections on specific tasks, it will adjust its algorithms to provide better results in the future.

A significant benefit of continuous learning in AI assistants is improved customer satisfaction. Accenture reported that 75% of companies using AI customer service solutions reported a 25% increase in customer satisfaction due to the AI’s ability to learn and adapt to customer needs more effectively.

Best AI assistant tools

To help you get started, here are some top AI assistant tools that embody these essential features:

1. Dialpad Ai

Dialpad AI powers innovative virtual assistant tools like real-time assist (RTA) cards, customer sentiment analysis, and QA scorecards. These technologies are engineered to optimize business communications and streamline operations across diverse industries. 

With the power of advanced technologies like Natural Language Processing (NLP) and machine learning, Dialpad Ai helps provide real-time meeting transcription, sentiment analysis, and the generation of actionable insights.

Dialpad Ai Key Features

1. Real-time transcription and summaries: Dialpad Ai helps transcribe meetings and calls in real-time, creating accurate transcripts that distinguish between speakers. After each meeting, it generates concise summaries and highlights key action items, ensuring that all participants are on the same page without needing manual note-taking.

2. Sentiment analysis: With Ai Contact Center, you can analyze customer interactions to detect sentiment, allowing supervisors to monitor the tone of conversations in real-time. This feature is particularly useful in contact centers, enabling managers to intervene promptly if a conversation is heading in a negative direction.

3. AI-powered assistance: During live calls, Dialpad Ai provides real-time coaching and assistance to agents through "Real-time Assist" cards. These cards pop up with relevant information and suggestions based on the conversation, helping agents respond more effectively and efficiently.

4. Compliance and security: Dialpad is designed with robust security features and complies with major regulations such as GDPR, HIPAA, and SOC II. This ensures that your data is secure and meets regulatory standards, protecting both the business and its customers.

5. Integration with business tools: The AI assistant seamlessly integrates with popular CRM systems like Salesforce and HubSpot, embedding features like live transcriptions and sentiment analysis directly within these platforms. This integration streamlines workflows and enhances productivity by keeping all relevant information in one place.

The LLM (large language model) behind Dialpad Ai has analyzed over 6 billion minutes of business conversations, unlike other technologies available today. Organizations like Austin FC have implemented Dialpad Ai and have seen significant improvements in customer satisfaction and operational efficiency​.

2. Bardeen AI

Bardeen AI is a powerful automation assistant designed to boost productivity by taking over repetitive tasks and streamlining workflows across various apps. With the help of advanced tech like Natural Language Processing (NLP) and machine learning, Bardeen AI allows users to optimize their daily operations, saving both time and effort.

Bardeen Ai Key Features

1. Task Automation: Bardeen AI handles routine tasks like data entry, web scraping, and connecting different apps, so users can concentrate on more important work. The best part? You can set up custom workflows without needing any coding skills.

2. Data Extraction and Integration: This assistant pulls data from websites and drops it directly into your preferred tools, like Google Sheets or Trello. It's a huge time-saver for managing large datasets without the hassle of manual input.

3. Trigger-Based Workflows: Bardeen AI lets you create workflows that automatically kick in based on certain triggers, like receiving an email or adding a new entry to a database. This feature helps keep things running smoothly without constant hands-on management.

4. Cross-Platform Compatibility: Bardeen AI works well with a wide range of popular tools, including Slack, Notion, and Airtable. This makes it easy to automate tasks across all your favorite platforms, enhancing overall efficiency.

5. User-Friendly Interface: With its simple drag-and-drop interface, Bardeen AI makes it easy to build and tweak automations on the fly. You don’t need to be tech-savvy to get the most out of it, which is great for adapting to new needs quickly.

Bardeen AI is a game-changer for teams looking to streamline operations and free up time for more strategic work. By automating the repetitive stuff, it allows everyone to focus on what really matters.

3. Motion

Motion AI is an intelligent productivity assistant designed to make your day run smoother by optimizing your schedule, managing tasks, and streamlining project workflows. Using advanced AI tech, like machine learning and natural language processing, Motion helps you stay on top of everything without the stress of constant planning.

Motion Key Features

1. Smart Scheduling: Motion AI takes the guesswork out of scheduling by analyzing your work patterns and preferences. It creates optimized daily schedules that ensure you’re tackling the most important tasks at the right times. Plus, it automatically adjusts your schedule when things change, so you don’t have to.

2. Automated Task Management: The AI assistant automatically prioritizes and schedules tasks based on deadlines and your personal work habits. This means you can focus on getting things done without worrying about what’s next on your list.

3. Seamless Calendar Integration: Motion syncs seamlessly with calendars like Google Calendar, Outlook, and Apple Calendar. This makes it easy to manage all your commitments in one place. It even finds the best meeting times for your team, cutting down on back-and-forth scheduling.

4. Time Management Tools: With features like time blocking, Motion helps you carve out focused work periods, so you can dive deep into tasks without distractions. This can be a real productivity booster.

5. Dynamic Rescheduling: When surprises pop up, Motion AI automatically reshuffles tasks and resources to keep everything on track. It’s like having a personal assistant who’s always one step ahead.

Motion AI is perfect for anyone who wants to streamline their day and manage projects more efficiently without getting bogged down in planning. It’s a great tool for teams and individuals looking to make the most of their time by letting AI handle the heavy lifting.

4. Lindy AI

Lindy AI is a versatile automation assistant designed to streamline your workflow and boost productivity. With its advanced AI capabilities, Lindy can manage a wide range of tasks—from scheduling meetings and handling emails to more complex operations like customer support and HR tasks.

Lindy AI Key Features

• Smart Scheduling: Lindy AI takes the hassle out of managing your calendar. It can automatically find suitable meeting times, resolve scheduling conflicts, and even manage the back-and-forth communication needed to confirm appointments.

• Email and Task Management: Lindy helps tame your inbox by categorizing emails, drafting responses in your voice, and ensuring your priority emails are at the top. It can also handle recurring tasks and send you timely reminders to keep you on track.

• Omni-Channel Communication: Whether you prefer to communicate via email, messaging apps, or voice commands, Lindy meets you where you are, making it easy to stay on top of everything.

• Meeting Assistance: Lindy can join your meetings on platforms like Zoom, Google Meet, or Teams, record them, and even summarize the discussions. It can update your CRM with key action items automatically based on the meeting content.

• Customizable and Adaptable: You can tailor Lindy’s behavior to fit your specific needs, creating personalized workflows without needing to write any code. It integrates with over 3,000 tools, making it easy to connect Lindy with the apps you already use.

Lindy AI is perfect for professionals who need to streamline their daily tasks and manage their time more effectively. Whether you're handling emails, meetings, or even customer support, Lindy adapts to your unique workflows, helping you stay organized and focused.

5. Jasper AI

Jasper AI is a super handy tool for anyone who needs to create content quickly and efficiently. It’s designed to help businesses and teams pump out high-quality content like blogs, social media posts, emails, and more, all while keeping everything on-brand.

Jasper AI Key Features

1. Content Creation: Jasper AI makes writing a breeze. You can generate anything from quick social media posts to detailed blog articles in no time. Plus, it’s all optimized for SEO, so your content performs well online.

2. Ready-to-Use Templates: Jasper comes with over 50 templates to kickstart your content creation. Whether it’s Google Ads or product descriptions, you’ve got a template for almost every need. And you can tweak everything to match your brand’s voice.

3. Chat Feature: Need a quick edit or a full article? Just chat with Jasper! It’s like having a content buddy who’s always available to help you out, no matter the task.

4. Boss Mode: If you’re working on in-depth projects, Boss Mode lets you create long-form content faster and ensures it’s SEO-friendly and plagiarism-free. It’s perfect for those big projects where you need everything just right.

5. Team Collaboration: Jasper also helps teams work together better. With features like Team Acceleration, everyone stays on the same page, and projects move along faster without any miscommunication.

6. Works Everywhere: Jasper integrates smoothly with the tools you’re already using. Whether it’s a browser extension or an API, Jasper fits right into your workflow.

Jasper AI is changing the game for marketing teams, small businesses, and anyone who needs to produce content without spending hours on it. It’s all about making your content creation process faster and easier, so you can focus on what really matters.

The right assistant for you

Choosing the right AI assistant can make a world of difference in your business operations. By focusing on these eight essential features and considering some of the top AI assistant tools available, you can ensure that your AI virtual assistant not only meets your current needs but also grows and evolves with your business. 

To take actionable steps, start by assessing your current business challenges and identifying which features are most critical for your operations. Then, research and compare AI assistant tools based on these criteria, and consider conducting trials or pilot programs to evaluate their effectiveness. 

You can engage with vendors, seek feedback from other users, and involve your team in the decision-making process to ensure a seamless integration. By following these steps, you can make an informed choice and leverage AI to its fullest potential in your business.