Scheduling Meetings Back-to-Back

Scheduling Back to Back Meetings can take hours for Scheduling Coordinators

It is about time that technology helps to solve this problem seamlessly. Here are some design ideas we are brainstorming to solve this problem at Teamcal Ai

Challenge — Three Kinds of Meetings

Scheduling meetings with several candidates and a client without any conflict.

1. Back-to-Back Meetings — A typical use case is when you have to schedule a candidate to meet every member of the team for 45 minutes. This happens when you invite a job candidate for a full-day interview. In this case, you need 45 minutes of all your members back-to-back to meet with the candidate.
2. Meet All members — A typical use case is When you have a group interview with a candidate. This is also the case for most of the meetings you need the free time for everyone for particular minute slots.
3. Meet Anyone Member — This is a case when you need to meet any one of the members for example in an interview you don't want a software engineer to meet all product managers but he should meet at least one of the product managers. This also happens for Discovery calls in sales when the customer needs to meet any one of the salespersons. 

Existing problems

There is no way to accommodate 1 and 3. The current calendar solution gives a cumbersome way to schedule meetings with all. Delays, Miscommunication, inefficiencies, wastage of time

Required

An improved scheduling process that takes into account everyone’s availability and improves overall efficiency

Approach to problem

1. Defining the meeting purpose and agenda.
2. Defining the duration of the meeting and finding out the availability of attendees for back-to-back meetings in a single day.
3. Identifying preferred meeting dates and time
4. Propose meeting times and set up reminders.
5. Conduct the meeting.

Designs

1. The x-axis represents the day and the y-axis represents time from 10 to 5 respectively.
2. The availability of attendees is represented by 1-hour horizontal blocks.
3. The different attendees are identified by different names in the block.
4. The case represents the best possible availability time for scheduling a meeting.
5. The availability of all the attendees is shown on the x-axis.

When all the attendees are available for meeting back to back:

The table represents the availability of all the attendees in the best possible way for back-to-back meetings for the entire working days of the week.

When all the attendees are available for 1 hour meeting:

The table represents the availability of all the attendees for 1-hour meeting for the entire working days of the week.

When any one attendee is available for 1 hour meeting:

The table represents the availability of any one of the attendees for 1-hour meeting for the entire working days of the week.

When ¾ attendees are available for 1 hour meeting:

The table represents the availability of ¾ of the attendees for a 1-hour meeting for the entire working days of the week.

Conclusion

Meetings with candidates and team members may be scheduled much more effectively by Teamcal Ai, and all parties can attend without scheduling issues as a result. When everyone is accessible, it is more efficient to plan a meeting, increasing the likelihood that it will be successful and accomplish its objectives.