The usefulness of scheduling software
Background
The problem
Coordinating verbally, by telephone, or by e-mail until a date and time are found that is favorable for both, is the daily routine. It is not very efficient and it seems as if this way of communication is used as a covert form of social talk (read: cumbersome).
Maybe that’s nice if only one appointment a week has to be scheduled, but no one lives such a quiet life. So we are burdened with these inefficient ways of making appointments and especially when a lot has to be made per week or when many different parties have to come together, this is really a time-consuming hassle.
In short, if we only could look into each other’s agenda in advance.
The solution
Since the information age is in full swing, new solutions have emerged. One of them is that we can look into each other’s agendas in advance finally. In fact, we can do that anywhere and with anyone (if they have set it up).
And this new solution also has a name; ‘Scheduling software’. This enables the user to view the agenda of the other in advance, to put their own agenda next to it, and immediately select a time that fits for both. Et voila, appointment made!
Examples are countless, a list of 18 pieces can be found here. Very handy and above all usually free for private individuals.
What can be improved?
The option to indicate more preferred days & times for the appointment visible to all parties involved.
When 3 or more parties are involved in an appointment, we cannot look into everyone’s agenda as is possible with a 1-on-1 appointment. The solution is the option to select multiple days & times that then become visible for the other parties involved to choose from. A sort of knockout race of days and times until the suitable one remains.
Automatic conversion of links to an interactive visual calendar
Today unknown links are highly mistrusted. Even with things like this which has to be entered manually (not ideal!) the mistrust remains. The alternative is simple, a visual interactive calendar so that people can schedule the appointment where they are at that moment online.
Uniform compatibility between all scheduling and calendar software (including closed portals)
Everyone wants to use their own software or even has to because of (legal) privacy rules. But this does not benefit mutual user-friendliness at all. A technical solution that provides insight but does not exchange data -other than the possibility to schedule appointments in your own software in someone else’s agenda (and their eco-system)- would be a major improvement.
Automate standard information for scheduling software
By standard information we refer to Who, What, Where, When, Why and How. When this information is not available in advance, it is automatically retrieved from all parties involved agenda where possible. If no information is available, the software sends proposals to all parties to answer the missing information until everything has been completed.
Conclusion
Scheduling software makes making appointments a lot easier and faster. However, there are also a number of points for improvement that will increase user-friendliness in general. It must mainly be sought in solving technical limitations and optimizing usually sub-optimal ‘human behavior’.
Credits
Written by: Mariëlle Pax & Robert Velhorst