Case Study: Automated Scheduler

Summary

To improve efficiency in scheduling over 3,000 annual training sessions, I led the selection and implementation of an automated scheduling tool. By collaborating cross-functionally, defining key requirements, and evaluating solutions, I identified and integrated a platform that reduced 1:1 sessions by 35% while maintaining customer satisfaction. This project streamlined workflows, standardized scheduling across teams, and showcased my expertise in process automation, tool evaluation, and cross-functional collaboration—essential product management skills.

Problem

I was leading my digital solutions team, responsible for conducting sales demos and training sessions for customers. With over 3,000 scheduled sessions annually, the majority were 1:1 due to the lack of an intuitive system for group session sign-ups. We needed an automated scheduling solution to improve efficiency and reduce operational burden.

Process

1. Defining Requirements:

- Set out to adopt an automated scheduling tool not just for my team but for the entire company.

- Met with stakeholders across operations, marketing, customer support, customer success, and sales.

- Collaborated to generate and prioritize a list of feature requirements.

2. Research & Selection:

- Researched over a dozen scheduling tools.

- Evaluated each tool against our core feature set, integration capabilities with Salesforce, and company-wide usability.

- Identified a solution that met all must-have requirements and many nice-to-haves.

3. Implementation & Integration:

- Presented findings to stakeholders and gained approval for implementation.

- Worked closely with the technology team to integrate the scheduler with Salesforce.

- Conducted testing to ensure seamless functionality.

- Trained teams across departments on the new system.

Solution

The selected scheduling tool enabled automated session booking, reducing the need for manual scheduling and improving efficiency across departments. The integration with Salesforce streamlined workflows and ensured consistency across teams.

Outcome

- Reduced 1:1 training sessions by 35% while maintaining high customer satisfaction scores.

- Improved productivity across multiple teams by automating scheduling processes.

- Successfully implemented a unified scheduling platform, meeting the company’s goal of standardizing scheduling tools.

- Demonstrated expertise in cross-functional collaboration, tool evaluation, and process automation—key product management skills.