Why You Should Use AI To Help With Scheduling

Coordinating your day with that of everyone else in your household can be tough. Let’s say you have two kids in soccer, one in swim lessons, and another in marching band—AND you have a 3 o’clock appointment! How do you keep it all straight? Two words (or letters): artificial intelligence (AI). We can share a few reasons why you should use AI scheduling to make your home life easier, whether it’s via AI-enhanced apps or a virtual assistant, like Alexa or Siri. You’ll learn about:

A woman sitting a desk with a closed laptop using a phone to video chat.

Synching calendars
Allowing it to learn your schedule
Preventing double booking
Getting accurate time estimates
Prioritizing deadlines
Organizing appointments
Booking appointments

Achieve the extraordinary with

Copilot in Microsoft 365

Seamlessly tackle your to-dos and track budgets, projects, and calendars with AI-powered features in Word, Excel, PowerPoint, Outlook, and more.

Try now for free

Keep reading to learn more about what AI scheduling software can do for you.

Sync your calendars. Everybody in your house probably has their own calendar with important dates, events, and whatever else they have going in entered into it. Whether you have time for a family planning meeting or not, make your life easier by synching everyone’s calendars. This way, you have everyone’s goings on in your calendar and easily accessible. A synched calendar makes it easier to compare what you have happening versus your spouse’s schedule and everything the kids have going as well. Your calendar will be neatly organized and easy to read.

Let it learn your regular schedule. If your Wednesdays usually look like going from the school drop-off line first thing in the morning to the gym to a lunch appointment and back to the school pickup line, AI can learn that. Use an AI app to insert standing appointments and weekly meetings, so you don’t forget about them when you’re setting up other appointments or activities. Synching these regularly occurring events across everyone’s phone in the house makes it even easier to schedule.

Prevent double booking. Double booking yourself or somebody in the house makes for a stressful situation. You either have to figure out how to get from one place to the other in record time or cancel. Using AI scheduling software will help to prevent double bookings by notifying you when you already have an appointment. Of course, there are times when you can’t avoid a double booking in your home, so you have to make it work, but AI scheduling makes it so they don’t happen by mistake.

“You have two kids in soccer, one in swim lessons, and another in marching band—AND you have a 3 o’clock appointment! How do you keep it all straight?”

Get more accurate time estimates. Calendaring takes more than simply knowing what you have going on for the week. You’ll want to know how long appointments or activities will take, which includes travel time. For instance, if you have a doctor’s appointment across town, you might need to account for 45 minutes of travel time each way. That eats up an additional hour and a half on top of your scheduled appointment. Maybe you don’t have to go anywhere for an appointment but need to work on a project at home. Use AI to help estimate travel time and how long it takes to complete a task for more efficient scheduling.

Prioritize deadlines. Scheduling goes beyond setting appointments on your calendar. It can also help you manage projects and deadlines. While you might not have many DIY home improvement projects with hard deadlines, the kids’ school project deadlines are also your deadlines. Set due dates for school projects in your calendar so you can see when they’re coming. With some AI scheduling software, you can manage the amount of time you spend on the project before its due date, which makes it easier to prioritize deadlines, so you can see which project needs more work at any point along the way.

Organize everyone’s appointments. Calendared appointments can sometimes be hard to organize. Your AI scheduling tool can help to create a color-coded visual that makes it easy to see who’s doing what, when, and where. Include drive time with each of these activities, and you’ll have a solid plan for your day in hand.

A close up view of someone using a tablet at a dining table to update their calendar.

Find time to book an appointment. Have you ever tried booking an appointment and, despite looking at your calendar, you’re not entirely sure if you have a window of time that works? Simply make a request to your AI scheduling software (whether in-app or to your AI virtual assistant) to look for an open window of time on specific days that will work for you. It will return with data that shows your openings, so you don’t have to continually scroll through your calendar looking for open time slots.

Make scheduling a little bit easier for yourself by using AI software. Whether you’re using an app or virtual assistant, AI scheduling is a great way to help manage your calendar and get everybody where they need to be. It’s like having someone by your side keeping your schedule for you.

Achieve the extraordinary with Microsoft 365

The powerful productivity apps and creativity tools in Microsoft 365 just got better. Work, play, and create better than ever before with the apps you love and Microsoft Copilot by your side.

Try for free