Case Study - Executive Assistant
Daniella Lugo at Marl Accelerator
How TEAMCAL AI Scheduling Platform transformed Scheduling for Daniella’s Team. Daniella is a Community Builder and Manager, at Marl Accelerator, San Francisco, California, United States
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Executive Summary
Daniella, an executive assistant managing scheduling for a globally distributed team, handles the coordination for numerous startups across different time zones. Before adopting TEAMCAL AI, the process of scheduling meetings was a time-consuming and often frustrating challenge. With over 360 multi-team meetings and 200 internal meetings to be chedule every three months, Daniella faced the constant stress of coordinating across five global time zones, and coordinating with startups from more than 100 countries around the world, leading to days of delays and bottlenecks.
After implementing TEAMCAL AI, Daniella streamlined the entire process, saving significant time and reducing scheduling headaches.
At a Glance
TEAMCAL AI streamlined this process, automating availability checks and eliminating time-consuming email exchanges.
By integrating AI-powered scheduling, Daniella saved time, reduced scheduling conflicts, and improved overall team efficiency.
- 85% Reduction in Scheduling Time
- Seamless Scheduling Across Time Zones
- Faster Decision-Making
- 360+ Meetings Coordinated with 95% Fewer Delays
- Effortless Integration
About MARL Accelerator
MARL Accelerator is an early-stage accelerator program and fund based in Fremont, California, focusing on startups developing DeepTech products and services for enterprise customers using 5G technology.
The accelerator aims to create a vibrant ecosystem in the sectors of Mobility, Autonomy, Robotics, and Logistics (MARL), which are expected to experience significant disruption with the spread of 5G technology. Program Details:
- Entrepreneurship: 12-week hands-on program
- Investment: MARL invests $50,000 for 5% equity
- Mentorship: The accelerator provides access to a network
- Connections: Partnerships with 30+ pre-seed/seed VC firms
- Perks and Benefits: $500,000 worth of perks and benefits
While based in California, MARL Accelerator attracts early-stage startup founders from across the globe, with a focus on tech hubs in India, US, Israel, and Europe.
Learn moreThe Challenges Before TEAMCAL AI
Managing Time Zone Complexity
Daniella’s team spans five different time zones: Venezuela, Los Angeles, Chicago, Mexico City, and India. Each team member’s availability had to be manually tracked across these zones, often leading to missed opportunities and conflicts.
Massive Meeting Volume
Daniella coordinated over 360 multi-team meetings per cohort and 200 internal meetings within a three-month period. This volume made manual scheduling untenable, especially with frequent back-and-forth communication.
Coordination Across Multiple Startups
Managing scheduling for 20 different startups per week from more than 100 different Countries, often led to weeks of delays. The constant back-and-forth emails with stakeholders resulted in frustrated clients and internal team members.
Time Wasted on Email Exchanges
Each meeting required 15-20 minutes of email exchanges, sometimes extending over multiple days. These inefficiencies took away from more strategic tasks and affected the business flow.
Frequent Scheduling Conflicts
The manual process led to frequent availability mismatches, contributing to delays and frustration among the team and stakeholders. Coordinating schedules across different calendars made it nearly impossible to find time slots quickly.
Fitting everyone's schedule is like playing Tetris.
How TEAMCAL AI Helped Daniella and Her Team
By integrating TEAMCAL AI into their workflow, Daniella’s team experienced a significant transformation in their scheduling process. Here’s how TEAMCAL AI revolutionized their approach to meeting coordination:
4 Components of TEAMCAL AI Scheduling Platform
1. Eliminating Back-and-Forth Scheduling
Before TEAMCAL AI, each meeting required four or more email exchanges to confirm a time. With TEAMCAL AI, the process was streamlined down to a single email that includes an automated booking link. This resulted in an 85% time savings for Daniella’s team, allowing them to handle more tasks and reduce scheduling stress.
- Efficient Scheduling: Startups, experts, and internal teams can select an available time instantly, without the endless back-and-forth emails.
- Reduced Frustration: Everyone involved in the meeting scheduling process experiences fewer delays and miscommunications.
2. Intelligent Scheduling for a Distributed Team
TEAMCAL AI’s automated scheduling system considers team availability across five time zones. This means Daniella no longer needs to manually check time zones or availability—TEAMCAL AI handles this instantly.
- Global Availability Checks: Scheduling across time zones has never been easier. TEAMCAL AI manages this complex task, ensuring seamless coordination.
- No More Manual Time Zone Calculations: All the calculations for time zone mismatches are automated, saving hours of work every week.
3. Faster Decision-Making & Reduced Delays
In the past, scheduling delays could set back critical decision-making processes and business operations. With TEAMCAL AI, meetings are set up within minutes, drastically cutting down the time spent waiting for confirmations.
- Quick Scheduling: Meetings that once took days to coordinate are now booked in just minutes, which accelerates decision-making.
- Faster Business Execution: With meetings scheduled more efficiently, teams can focus on taking action and making critical business decisions.
Key Features That Made a Difference
TEAMCAL AI comes with several powerful features that contributed to Daniella’s success:
Deadline-Based Scheduling: This feature ensures that meetings are scheduled within specific timeframes, accommodating urgent needs.
Buffer Time Settings: Customizable buffer times (5-15 minutes) between meetings for better time management.
Custom Team Links: The ability to create unique booking links for different meeting types (e.g., 45-minute calls vs. 15-minute calls) allows Daniella to streamline scheduling even further.
Customer Quotes
Here are some key quotes from the customer gathered during our interviews:
Impact of TEAMCAL AI
“Before TEAMCAL AI, scheduling felt like playing Tetris, trying to fit all the pieces together. Now, TEAMCAL AI is the one moving the actual pieces so everything fits perfectly. I give the command, and it schedules the right time, avoiding unnecessary steps.”
Reducing Scheduling Complexity
“TEAMCAL AI is making our process easier, not just for us but for the founders and experts we meet with.”
Time Savings and Efficiency
“We’ve cut scheduling time by 85%. What used to take multiple days of back-and-forth emails now happens in minutes.”
Handling Global Scheduling Challenges
“Coordinating across five time zones used to be a nightmare. With TEAMCAL AI, everything just works—no manual checking, no conflicts.”
Executive Assistant Experience
“TEAMCAL AI doesn’t just save time—it lets us focus on what truly matters instead of getting lost in scheduling logistics.”
Results: Key Metrics and Outcomes
After adopting TEAMCAL AI, Daniella and her team experienced the following results:
- 85% Reduction in Scheduling Time
- 360+ Multi-Team Meetings Scheduled with Ease
- Streamlined Internal Scheduling with multiple stakeholders
- Faster Decision-Making
TEAMCAL AI automated much of the scheduling process, reducing time spent per meeting from 15-20 minutes to just a few seconds. Daniella coordinated over 360 multi-team meetings with externals in just three months, with 95% fewer scheduling delays. Daniella also scheduled more than 200 meetings with multiple stake holders in teh company without a single back and forth. With meetings being scheduled in minutes, business decisions were made faster, leading to increased productivity and operational efficiency.
Conclusion
MARL Accelerator transformed their scheduling workflow with TEAMCAL AI
By implementing TEAMCAL AI, Daniella has transformed her scheduling process from a time-consuming and stressful task into a smooth, automated experience. The time saved and the efficiency gained have allowed her to focus on more strategic, high-value work, while reducing stress and frustration for everyone involved.
Daniella cannot imagine a life without TEAMCAL AI
Daniella - Zara reduces a lot of step in the Scheduling
Looking Ahead - TEAMCAL AI Digital Assistants
Meet Zara - Your AI-Powered Scheduling Assistant powered by our proprietory AI Engine ADI (Augmented Decision Intelligence).
Daniella went through an extensive training to understand the latest Digital Assistant addition in TEAMCAL AI 2.5 release
TEAMCAL AI’s ADI (Augmented Decision Intelligence) takes scheduling automation to the next level. Here's how ADI has become a game-changer for Daniella’s team:
Conversational AI
With ADI’s conversational AI, users can effortlessly schedule meetings using natural language. Whether it’s asking ADI to find a time or reschedule an existing meeting, ADI understands user commands and performs the task.
- Natural Language Commands: Users can communicate with ADI just like they would with a colleague, making scheduling a breeze.
- No More Manual Scheduling: ADI can schedule or reschedule meetings automatically based on commands, eliminating the need for email threads or manual intervention.
Instant Availability Detection
ADI automatically detects availability across multiple calendars and time zones. When a user asks for available slots, ADI instantly searches all calendars and suggests the best time, ensuring efficient coordination.
- Seamless Calendar Sync: ADI integrates with popular calendar tools such as Google Calendar, Outlook, and Slack, ensuring that it is a part of your existing workflow.
- Instant Slot Detection: ADI doesn’t just detect availability; it does it in real time, allowing meetings to be scheduled without delays.
Voice & Chat Integration
ADI integrates smoothly with communication platforms like Slack, Google Meet, and Microsoft Teams, making it easy for users to schedule meetings directly from their preferred tool.
- Effortless Chat and Voice Interaction: Whether you’re using Slack, Google Meet, or another platform, ADI can manage all your scheduling needs in a unified, seamless experience.
- Adaptable to Multiple Platforms: ADI supports both voice and chat functionalities, offering maximum flexibility to users.
The Impact: Why Executive Assistants Love TEAMCAL AI
Daniella shared her thoughts on the difference TEAMCAL AI has made:
"TEAMCAL AI has made our scheduling process so much easier. It takes away the complexity and friction of handling a globally distributed team. What used to take hours now takes minutes, and the best part is, I don’t have to worry about the back-and-forth anymore. The AI does the heavy lifting for me."
She describes her role as more of a facilitator than a scheduler: “TEAMCAL AI is the one moving the actual pieces so everything fits perfectly. I give the command, and it schedules the right time, avoiding unnecessary steps.”
Key Benefits for Executive Assistants
Effortless Calendar Management
TEAMCAL AI automates the entire scheduling process, reducing the burden of managing multiple calendars. It ensures no double bookings, providing an easy overview of all available time slots.
Increased Productivity
By reducing scheduling time by 85%, Executive Assistants can focus on higher-value tasks such as project management and strategic planning.
Instant Availability Coordination
TEAMCAL AI ensures that meeting times are found quickly, eliminating the need for time-consuming availability checks.
Team Scheduling Across Time Zones
A Scheduler for Coordinating Cross-Team Meetings Across Time Zones and Locations.
Meeting Prioritization and Customization
Custom buffer times and deadlines can be set to prioritize critical meetings, ensuring that important discussions happen without delay.
Integration with Existing Tools
TEAMCAL AI integrates smoothly with tools such as Google Calendar, Outlook, and Slack, making it easy to adopt in any workflow.
Stress-Free Rescheduling
Changes in schedules are handled by ADI in seconds, without the need for email threads or manual intervention, saving time and reducing stress.
Improved Executive Experience
With AI-powered scheduling, executives can focus on their meetings and business activities, without the stress of managing logistics.
Download 10 Time Saving Tips for Executive Assistants
Get Started with TEAMCAL AI Today!
If you’re ready to eliminate scheduling headaches like Daniella, schedule a demo and experience the power of AI-driven scheduling firsthand.
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