Although we may complain about meetings, they are an essential part of an information worker's work life. Consequently, busy people spend a significant amount of time scheduling meetings. We present Calendar.help, a system that provides fast, efficient scheduling through structured workflows. Users interact with the system via email, delegating their scheduling needs to the system as if it were a human personal assistant. Common scheduling scenarios are broken down using well-defined workflows and completed as a series of microtasks that are automated when possible and executed by a human otherwise. Unusual scenarios fall back to a trained human assistant executing an unstructured macrotask. We describe the iterative approach we used to develop Calendar.help, and share the lessons learned from scheduling thousands of meetings during a year of real-world deployments. Our findings provide insight into how complex information tasks can be broken down into repeatable components that can be executed efficiently to improve productivity.
This paper reports from a field study of a hospital ward and discusses how people achieve coordination through the use of a wide range of interrelated non-digital artifacts, like whiteboards, work schedules, examination sheets, care records, post-it notes etc. These artifacts have multiple roles and functions which in combination facilitate location awareness, continuous coordination, cooperative planning and status overview. We described how actors achieve coordination by using different aspects of these artifacts: their material qualities, the structure they provide as templates and the signs inscribed upon them that are only meaningful to knowledgeable actors. We finally discuss the implication for the design of CSCW tools from the study.