How Piper Bot Works - A Guide
Discover how Piper AI Leadership Coach works. Learn how to connect Piper to your calendar, invite Piper Bot to calls, manage meetings, get summaries, tasks, and insights, and navigate account settings.
Learn more about how Piper works:
- How does Piper Bot work
- Connect Piper to your calendar
- How to invite Piper Bot to your call
- During the meeting
- Summary, tasks and topics
- Meeting insights
- Access meeting insights and summary
- Managing account settings
How does Piper Bot work
Piper Bot works by auto joining your 1:1 meetings, listening and analysing your conversation with the team in the background. After the meeting you can access your leadership skill insights and meeting summary and much more on the Piper Dashboard. Piper analyses leadership skills in 4 categories: communication, psychological safety, feedback and coaching. Piper currently supports Google Calendar and meetings held with either Zoom or Google Meet.
To have your Piper bot join your meetings, you will first need to connect your calendar and then you need to invite the Piper Bot to the call. Right now, Piper can connect to Google accounts and it supports Zoom and Google Meet.
- Choose your work email account, and sign in to your Google account.
- Click Allow (Google) to enable Piper to access your account.
- Once connected, your calendar meetings will sync to Piper and show up on your Homepage calendar.
Connect Piper to your calendar
Connecting Piper Bot to your calendar is easy! You can sync your calendar during the onboarding process.
Why does Piper need calendar access? By syncing your calendar, you can control which meetings the Piper bot should join. Piper then listens and analyses your conversations in the background. Piper works seamlessly with both Zoom and Google Meet.
You can connect your Google Calendar when you sign up to Piper. After completing your onboarding, you can see your upcoming meetings in your Piper account, and you’re able to invite Piper bot to your call. You can toggle on the Piper bot to invite it to your upcoming meetings.
Invite Piper Bot to a meeting
Piper Bot works by connecting to your Google calendar. When the calendar has been synced, you can see all your upcoming Google Meet and Zoom meetings on your Piper dashboard. From there, all you have to do is toggle on the ‘invite Piper Bot to your meeting’ button.
Make sure that the meeting shows 2 participants in your Google calendar - you & the person you invited. Only then will the meeting show up on your Piper dashboard.
Once you have invited the Piper Bot to join your meeting, all you have to do is go and join your meeting! Once in the meeting, you’ll get a notification to allow Piper Bot to join the meeting. Allow it to join and voila- it’s now there in the background to analyse the conversation!
You can invite Piper to all your future 1:1 meetings automatically. Simply go to the meeting and toggle to invite Piper to the meeting and select “ This and following events”. Now you have a Leadership Coach joining all your recurring meetings.
After the meeting, you’ll receive an email telling you once the insights from the meeting are ready.
During the meeting
During your 1:1, Piper Bot which you accepted into the meeting will sit in the background quietly, listening and analysing the conversation. When joining a meeting, Piper Bot will appear as a normal meeting participant with the name "PiperHQ Bot". Admit Piper bot to the meeting and you are good to go!
Summary, tasks and topics
Struggling to remember past conversations? Stay focused with auto-generated tasks and meeting summary, streamlining follow-ups and boosting your productivity.
Summary of the conversation
Piper will summarise the conversation and gather the main talking points into an easy overview. This way, you can focus 100% on the conversation and not worry about taking notes, Piper will remind you what the conversation was about in days and weeks to come!
Topics detected
Under the meeting summary, you’ll find the ‘topics detected’ from the conversation. This is a step forward from the overall summary, outlining the top topics of conversation that were focused on the most during the call.
Suggested tasks
Piper will detect follow up tasks from the call and summarise them for you so that you can easily see what you and your direct report should work on moving forward.
Meeting insights
Turn every meeting into a growth opportunity. Receive AI-powered analytics on your leadership performance with your team. Piper bot analyses your conversations in the background and creates an insight report that only you can see. See below the breakdown of what categories we give insights in.
Psychological Safety
Psychological safety means creating an environment where employees feel secure and confident to express their thoughts, ideas, and concerns without fear of negative repercussions. This sense of safety enables employees to engage more fully, take risks, and collaborate effectively, leading to higher levels of innovation and productivity. We break psychological safety down to 3 categories we give you feedback and insights on.
1) Active listening
Active listening tells you what % of the meeting duration did you listen to your direct report as a manager. The higher that percentage, the better. 1:1s are the chance for your employees to open up to you and you want to give them the space to do so by asking them more questions and staying quiet and letting them finish their thoughts.
2) Encouraging words
Encouraging words are essential because when employees see that you notice their efforts and praise their achievements, they feel motivated to keep improving and delivering excellent results. Piper analyses how many encouraging words you use in meetings, helping you boost team morale and performance.
3) Monologue
Monologues from the manager shouldn’t really happen during your 1:1s with your employee. Of course there are things that you need to say and possibly update them on, but keeping the 1:1 more of a space for focusing on the employee and on them speaking is a great way to get to know the people you work with and to build a psychologically safe working environment.
Communication
Good communication in the workplace involves clear, effective, and respectful exchange of information and ideas among team members. It ensures that everyone understands their roles, responsibilities, and the goals of the team and the organisation.
1) Filler words
Filler words are the ‘ums’ and ‘ars’ that you use to fill in the caps in a sentence when you perhaps haven’t fully thought about what you’re going to say. These words often serve to give the speaker a moment to think, to signal that they are not yet finished speaking, or to soften a statement. As a manager, you’ll want to avoid using filler words as much as possible, because frequent use of filler words can make you appear uncertain or lacking in confidence, which can undermine your authority and credibility. Filler words can also give the impression of indecisiveness, which can affect how direct reports perceive and respond to the manager's guidance.
2) Hedging phrases
Similarly to filler words, hedging phrases are expressions used to soften statements, show uncertainty or or make claims less definitive. By reducing the use of hedging phrases, managers can communicate more clearly and assertively, enhancing their authority and the effectiveness of their leadership. This clarity helps build trust and confidence among direct reports, ensuring that messages are understood and acted upon efficiently.
Coaching
Coaching as a manager means guiding and supporting your employees to develop their skills to enhance their performance and achieve their personal, as well as professional goals. Being a coaching manager is about facilitating growth and learning opportunities, instead of directing and controlling your employees.
1) Coaching questions
Coaching questions are open-ended questions that managers use to facilitate self-reflection, insight, and problem-solving among employees. These questions encourage employees to think deeply about their experiences, identify their own solutions, and take ownership of their development. Unlike directive questions, coaching questions do not lead to a specific answer but instead prompt exploration and discovery.
2) Recommendations
Another section in the Coaching block is recommendations. Piper will give you suggestions for coaching questions to ask, based on the questions you asked in the meeting. Basically, Piper will reformat the questions that weren’t coaching questions to become coaching questions.
Feedback
Giving feedback as a manager involves providing information to employees about their performance, behaviour, or skills with the aim of reinforcing positive actions or addressing areas that need improvement. Effective feedback is specific, actionable, and delivered in a way that motivates and supports the employee.
1) Feedback instances
Giving constructive feedback to your employees is crucial for them to do their jobs as well as possible. When giving feedback, focus on the behaviour and impact of the thing you’re giving feedback on, not the individual.
A good rule of thumb to follow when giving feedback is these 3 steps:
- Focus on specific behaviour: "In our last team meeting, I observed that you interrupted your colleagues several times."
- Tell them what the impact of this was: "This affected the flow of the discussion and made it difficult for others to share their ideas."
- Now make an actionable suggestion for moving forward: "In future meetings, please try to listen fully before responding. This will help create a more collaborative environment."
Access meeting insights and summary
After your meeting you’ll receive an email telling you when your call insights are ready. Then you can log into Piper and access your meeting summary, topics detected and insights from the call. See below how to access meeting insights and summary.
Managing account settings
You can manage your Piper settings, including your Profile name, image and job role in Account Settings -> Profile & Settings. When Piper bot joins a meeting, it will appear as a normal meeting participant with the name “PiperHq Bot". Your display name in the Profile Settings is the name that will be displayed in the Piper Dashboard.
You can also adjust topic preferences under Account Settings -> Profile & Settings -> Preferences, so we can customize our learning and knowledge content based on your preferences.
You can also delete your account under Account Settings -> Profile & Settings -> Account management. Deleting your account will remove your calendar connections and all the meeting data.
If you have any other questions please visit our FAQ - page or drop us an email at hello@piperhq.co
