Smart Meeting Scheduling with AI

The Problem

Scheduling meetings across multiple participants is tedious. You spend time going back and forth checking availability, proposing times, and coordinating across time zones.

The Workflow

Step 1: Find Available Times

Ask Claude to analyze your calendar and find open slots.

Prompt to use:

Find available 1-hour slots in my calendar for next week.
Prefer mornings between 9 AM and 12 PM.
Avoid Fridays if possible.

Example output:

AVAILABLE 1-HOUR SLOTS NEXT WEEK:

Monday, Jan 20:
  - 9:00 AM - 10:00 AM
  - 10:30 AM - 11:30 AM

Tuesday, Jan 21:
  - 9:00 AM - 10:00 AM
  - 11:00 AM - 12:00 PM

Wednesday, Jan 22:
  - 9:30 AM - 10:30 AM

Step 2: Create the Meeting

Once you've agreed on a time, create the event.

Prompt to use:

Create a meeting called "Project Kickoff" on Tuesday at 10 AM
for 1 hour. Add a video call link placeholder in the notes.

Step 3: Check for Conflicts

Before finalizing, verify no conflicts exist.

Prompt to use:

Do I have any conflicts with the meeting I just created?
Show me what's on my calendar for that day.

Expected Result

A streamlined scheduling process where AI handles the calendar analysis, letting you focus on the actual meeting content rather than logistics.

Tools Used

This workflow uses the Calendar toolbox:

Tool	Purpose
calendar_find_available_times	Find free time slots in your schedule
calendar_create_event	Create the meeting event
calendar_search_events	Check for conflicts and view schedule

Related Workflows

• Weekly Calendar Review - Plan your week ahead
• Meeting Preparation - Get ready for upcoming meetings