AI Meeting Scheduler: Save 3 Hours Weekly

A small city council struggled to schedule meetings, especially with external participants, due to time-consuming email exchanges and the complexity of coordinating everyone’s schedules. They implemented an AI-powered scheduling platform that integrates with various calendars, enabling smoother scheduling and saving 3 hours weekly.

Client:

The City Council of Arvada, Colorado, is a small, dedicated team committed to serving the Arvada community. It makes decisions impacting the lives of all Arvada residents. The Council meets regularly to debate and decide on critical issues like budgets, land use, and public safety. It continuously seeks ways to improve the quality of life for Arvada residents.

Problem Statement:

The small team at Arvada City Council needed a better way to manage meetings, especially those involving external stakeholders. Frequent back-and-forth emails to schedule both in-person and online meetings were time-consuming and inefficient. Scheduling meetings with large groups became increasingly challenging due to the need to accommodate everyone’s schedules.

Results:

• Reduced Scheduling Time: Eliminated back-and-forth emails, saving the Council’s team 3 hours/week.
• Smoother External Meetings: Doodle integrates with various calendar software for simpler scheduling with external participants.
• Efficient Large Group Scheduling: Doodle polls facilitated efficient scheduling for large groups like the Census Committee.
• Automated Reminders: Automatic reminders increased attendee response rates and minimized manual follow-ups.

AI Solution:

To overcome challenges in scheduling meetings, especially with external stakeholders, the Arvada City Council implemented the Doodle scheduling platform. Doodle is an AI-powered tool that offers several functionalities to streamline the process:

Calendar integration: Doodle seamlessly synchronizes with various calendars, making time coordination convenient for all participants.
Automated polls: Doodle creates polls where participants can choose their preferred meeting time. Scheduling becomes notably easier, particularly for sizable groups such as the 70-member Census Committee.
Automatic reminders: Doodle automatically sends reminders to participants to confirm their attendance, freeing up the team’s time for other tasks.
Set up availability rules: Users can set availability rules within Doodle, ensuring appointments are scheduled only during suitable times (e.g., blocking out lunch breaks or personal commitments).

Interesting fact:

The City Council found Doodle Premium valuable for various meetings, including: team meetings, meetings with external stakeholders, one-on-one meetings, and training sessions.

Doodle in Action:

How the Doodle works

References:

1. City of Arvada Case Study https://doodle.com/en/resources/case-studies/city-of-arvada/
2. Scheduling simplified with Doodle – https://it.wisc.edu/services-tools-updates/scheduling-simplified-with-doodle/

Industry: Government Entity
Vendor: Doodle http://doodle.com/
Client: The Arvada City Council https://www.arvadaco.gov/157/City-Council