Everybody talks about AI, what often is missing: the easy hands-on implementation in everyday processes. As a developer and consultant myself I have a deep understanding of advising clients to put the technology to use in their everyday tasks.

Scheduling meetings and organizing a calendar to cater the busy demands of a top executive often still requires the full attention of a human assistant.

The challenges are to optimize under a stack of restrictions given by availability, absences, location availability, etc. The time-consuming complexity arises as for every meeting a minimum of two, and often many more, agendas need to be in sync. This process regularly results in a stream of back and forth communication.

As for many processes, the solution starts with understanding all the requirements and choosing the right tool. The choice of the right ai-tool can be categorized in three broad steps:

1.     Can the algorithm deal with all restrictions of the management? For example:

a.     Availability

                                                    i.     All existing commitments need to be centralized and considered.

                                                   ii.     Timeslots, block times, absence time must be factored in and may require API connectors to holiday scheduling solutions.

b.     Buffers

                                                    i.     Certain types of meetings need buffer times for location switching, preparation etc.

                                                   ii.     Full automation can be achieved with synchronization to a location/ meeting room booking tool etc.

c.     Geographical locations

                                                    i.     In-person meetings can require the implementation and optimization of geographical availability, traveling time etc.

2.     Communication channels

a.     The full automation requires the implementation of all required communication channels like: e-mail, slack, whatsapp, messenger apps, outlook requests etc.

3.     Quality of autonomous communication

a.     The ai-solution must be able to handle all the communication autonomously. Therefore, understand all common requests and answer with sensible suggestions.

X.ai

X.ai is a powerful scheduling tool that has all the prerequisites on full automation.

Requirements Category 1

• Connect multiple calendars on Google G Suite or Microsoft Office 365 (Outlook)
• Set your own scheduling hours, meeting durations and breather times
• Set favorite in-person meeting locations
• Set favorite virtual locations, preferred phone numbers and web conference systems
• Add and remove team members as you see fit
• Connect to Zoom for unique meeting links
• Tell Amy + Andrew when you’re traveling and they won’t schedule at the office

Requirements Category 2

• Operate over email and Slack
• Unique URL for one-click scheduling

Requirements Category 3

• Amy + Andrew understand natural language
• Let you set up meetings for other people
• Time zone conversion and accomodations for all parties
• Respond to distinct constraints on a per meeting basis
• Considerate follow ups when guests are unresponsive
• Negotiate meetings with multiple participants
• Lead time protection, no last minute surprises!
• Reminders for meetings scheduled 10+ days in advance

Kono.ai

Kono.ai is a great scheduling tool with an advanced focus on security.

Requirements Category 1

• Advanced security features
• Certification of SAP cloud platform
• Well implemented SLACK bot

Requirements Category 2

• Operate over email and Slack
• Intelligent bot system

Requirements Category 3

• Only limited functionality

JulieDesk

JulieDesk is supervised by human supervisors to eliminate mistakes by the ai. This is an interesting approach to address the gap between ai automation and quality of service.

Requirements Category 1

• Very advanced preferences set-up
• Learns habits
• Outstanding service by human supervision

Requirements Category 2

• Integrations are limited
• Mainly based on e-mail and Microsoft & Google calendars.

Requirements Category 3

• Different approach with human supervision of ai.

Evie.ai

Evie.ai has a strong focus on recruiters. The specify focus of the tool is on hr and communication with candidates. 

Requirements Category 1

• The focus of the tool is not on automation.
• The settings on preferences and habits are not comparable with other tools.

Requirements Category 2

• Integrations are great
• The tool works with several platforms like ATS, ZOOM, Teams, G-Suite, Office 365

Requirements Category 3

• The approach is geared towards assisting human interaction.

ArtiBot.ai

ArtiBot.ai is focused on integration with a website. It is based on RUBY. the main focus is generating leads and converting visitors on the web.

Requirements Category 1

• Basic availability checks based on a Google calendar.
• Offers questions to website visitors who want to schedule an appointment.

Requirements Category 2

• Integration with Zapier offers a wide range of options
• Self developed ArtiBot.
• Can accept payments.

Requirements Category 3

• The focus of the toll is not a bilateral communication.
• It can ask questions to the user to improve the experience.

Claralabs

ClaraLabs was aquired by TopFunnel. TopFunnel is a recruiting company that aims at automating the communication with potential candidates.

Requirements Category 1

• The automation of scheduling meetings automatically is not a focus of the tool.
• There is nlp but limited consideration for preferences etc.

Requirements Category 2

• Integrations are only limited.
• The focus is on a use case within a defined hr funnel.

Requirements Category 3

• The aim is to automate e-mail communication with nlp