The major names in workflow tools like Microsoft and Google offer a variety of AI assisted writing, spreadsheets and calendar tools. I have been working on a different perspective, a scheduling rather than a calendar AI Agent. This article will be outlining how a scheduling tool works automatically via an agent to do the many steps outside of a calendar meeting invite that actually happens via a person tracking and typing.
The AI scheduling agent is designed to help users quickly and easily create and manage their calendars. Users can get started quickly by outlining a new meeting time, with the agent providing recommended time slots and options based on the user’s existing calendar.
The agent comes in both a free and paid “Pro” version. The free version contains core functionality like creating meetings, blocking off times, and basic time management. It gives users examples of some of the more advanced features of the Pro version where possible to incentivize upgrading.
When the agent assists in planning a meeting, it identifies the type of meeting and suggests times based on rules of that meeting type such as allowing time prior to the meeting if there is last minute prep in previous instances or not having 1:1s back to back, as well the attendees available times. Additionally, the agent allows users to specify standing blocks of time on certain days where no meetings will be scheduled without the user’s override.
As meetings are created, the agent proactively makes recommendations to enhance meeting productivity. This includes the option to block off prep time beforehand to complete pre-work, create linked documentation that will be shared with attendees ahead of the meeting, and schedule repeating meetings with templates.
Inviting the actual agent to meetings results in the Agent providing a transcript, follow up task lists, distribution of efforts required and scheduling of the next meetings. Follow up tasks may be distributed to individuals that were not at the meeting based on project rules for the agent to direct work to a Project Manager.
The agent aims to make meetings easy to adjust on the fly. Users can make quick changes like adding group notes documents, pushing the time back, or comprehensively shuffling around other meetings because one is running long. Straightforward natural language commands enable these rapid calendar changes to be done on a desktop, mobile and voice interfaces..
Looking beyond individual meetings, the agent seeks to provide value through higher-level schedule organization. The Agent can create focus blocks for powering through high priority tasks based on rules and level of difficulty of tasks on a ToDo list. It breaks down large to-do lists into manageable chunks ordered strategically. The daily schedule is summarized, highlighting important meetings and blocks of free time.
Across all features, the consistent focus is using AI to simplify calendar management and ensure users’ time is spent thoughtfully and productively.
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