Finding appropriate dates for appointments

The organization effort for finding one or more appropriate dates for some appointment with several people not beeing at the same place is rather high when using conventional communication media. Calling everyone involved can take a lot of time when the number of people gets higher. Working with email maybe reduces the time effort in the first place but brings extra effort when having to deal with unexace time specifiations and things like that. A typical problem is: The person in charge of organizing knows the possible dates and times and the persons that are necessary to take part at the appointment. There is no budget for letting this process cost a thing but a small amount of time. After the answer of the participants, the organizer should be able to see a solution of his problem, namely a best-matching date and time of appointment.

How to find an appropriate appointment for a meeting

Finding an appropriate date and time suitable for several persons can be a challenge, especially if the numbers of persons becomes big. Just imagine finding a date and time for a meeting of 10 students of the University of Technology of Vienna: each student has different courses, some have jobs, some are not in Vienna during the weekends, etc... Both synchronous and asynchronous communication tools have their flaws: Asynchronous like E-Mail: Consider our 10 students writing mails where everyone specifies the dates and times suitable for himself. - It can take a long time until everyone has written the mail - Someone has to summarize all the information manually to find an appropriate date and time Synchronous like Chat Again, consider our 10 students who want to find an appropriate date via Skype: - Maybe not everyone has installed Skype - They all have to be online at the very same time - 10 people chatting at the same time can be fairly confusing How to address the problems mentioned above? How can, for example, a group find a suitable date and time for a meeting?


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