AI Agents for Meeting Coordination

Introduction

Coordinating meetings can be a time-consuming task. You juggle calendars, send invitations, and manage follow-ups. What if there was a way to simplify these actions using AI agents? Assista connects you with popular apps like Google Calendar and Zoom, allowing you to perform complex meeting-related tasks with a natural language chat interface. This article explores the benefits and practical workflows you can achieve with this AI-powered assistant.

What can you achieve with this AI Agent?

• ✔️ Quickly check and confirm your availability across Google Calendar.
• ✔️ Create and update meeting events directly from simple chat prompts.
• ✔️ Generate Zoom meeting links and include them in calendar invites without switching apps.
• ✔️ Retrieve details of scheduled meetings for efficient preparation.
• ✔️ Automate the sharing of meeting agendas or notes by combining calendar and communication apps.

Workflow Examples Using Google Calendar and Zoom

Schedule a Zoom Meeting and Add It to Your Calendar

Use case:

You need to set up a Zoom meeting and create a corresponding event in your Google Calendar quickly.

Workflow:

• Zoom: Generate a new meeting link with specified date and time.
• Google Calendar: Create an event and attach the Zoom meeting link.

Result:

Your calendar shows a new event with the Zoom link ready for participants.

Prompt Draft:

"Create a Zoom meeting for May 5 at 3 PM lasting 1 hour, then add it as an event titled 'Project Update Meeting' to my Google Calendar."

Benefits:

✔️ You save time by not switching between apps.
✔️ Ensures all meeting details are accurate and organized.
✔️ You eliminate manual copying of meeting links.

Check Upcoming Meetings and Prepare Brief Notes

Use case:

You want a quick overview of your upcoming meetings in Google Calendar and prepare brief notes ahead of time.

Workflow:

• Google Calendar: Retrieve your next 3 scheduled meetings.
• AI Agent: Generate concise key points or reminders for each meeting.

Result:

A summary of upcoming meetings with notes that helps you focus on the agenda.

Prompt Draft:

"List my next three meetings from Google Calendar and create brief key points to focus on for each."

Benefits:

✔️ Helps you stay organized and prepared.
✔️ Saves time on manual note taking.
✔️ Enhances meeting productivity.

Create Follow-Up Meeting Invitations Based on Recent Calls

Use case:

After finishing a Zoom call, you want to schedule a follow-up meeting quickly with the same group.

Workflow:

• Zoom: Access details of the recent meeting participants.
• Google Calendar: Create an event for the proposed follow-up date and invite participants.

Result:

A follow-up meeting event sent to participants without manual input.

Prompt Draft:

"From my latest Zoom meeting, schedule a follow-up next Thursday at 2 PM and invite the same participants via Google Calendar."

Benefits:

✔️ Facilitates quick scheduling of important follow-ups.
✔️ Avoids the hassle of gathering participant emails.
✔️ Keeps your team aligned and meetings connected.

With these capabilities, you can leverage AI agents to handle your meeting coordination tasks efficiently. The integration with Google Calendar and Zoom means you spend less time on administration and more on what matters most. Give these workflows a try and notice how your productivity climbs as your meetings become easier to manage.