AI Can Solve Complex Schedule Coordination!

AI automatically schedules cross-department meetings while meeting attendance requirements.

1. Issue: Meeting schedules are difficult to arrange

A Japan-based airline operates both domestic and international routes, offering innovative and comfortable air travel.

The company launches cross-departmental projects once every six months with the aim of developing new business.

The project team will meet once a month and will consist of one member selected from each department and division, such as the flight operations department, maintenance department, transportation department, and sales department.

At the start of the project, the Administration Department will be responsible for the following tasks:

Requesting to each department head to select members
Creating a member list (automatically generated in Google Spreadsheet)
Setting up the first meeting (register on Google Calendar)
Informing members of the date of the first meeting

Because there are so many departments and divisions involved, it took a long time to schedule the first meeting.

Depending on the contents of the project, certain members were required to attend, and it was also necessary to take into consideration conditions such as 80% of all members attending and at least one member from each department attending. However, since the schedule planning tool could not handle this it had to be done manually, resulting in frequent mistakes and dates that did not meet the requirements, or in the absence of required members. Repeatedly rescheduling sometimes resulted in the first meeting being delayed significantly.

This delay delayed the progress of the entire project, and there were concerns about a decline in competitiveness in a business that requires novelty and speed.

2. Solution: Generative AI scheduling

To solve this problem, the process owner introduced a generative AI. The AI adjusted the schedule to meet multiple conditions and registered the results in Google Calendar. In this case, the conditions were set as follows: attendance of specific members is required, 80% of all members must be present, at least one person from each department must be present, etc., and the results were instructed to be output in Markdown format.

The output example provides clear examples so that only the information you need is returned and the results are self-explanatory.

Before

View workflow diagram details

1. Participant selection request

The Administration Department will send a participant selection request form to each department head.

2. Participant selection

Each department head selects participants from within their department and fills out the form. They also set up a reminder email to be sent one day before the deadline.

3. Create a participant list

A participant list will be automatically generated in Google Spreadsheet based on the data in 2.

4. Input the schedule

Participants enter the dates when they are available for the meeting. A reminder notice will be sent via email one day before the input deadline.

5. Schedule coordination

The Administration Department will consider the scheduled meeting date based on the data from step 4.

6. Add to Google Calendar

The Administration Department will register the meeting dates in Google Calendar

7. Notification email delivery

The Administration Department will notify attendees regarding the date, time and location of the meeting.

After