Automatic Calendar Scheduler – USE CASES Experiment #208

Use Cases Experiment #208 – Automatic Calendar Scheduler

Use Case #1

Companies need quick management of time and work to be done to avoid blockages of workers, and non-productive times that generate costs in the company.

Time management becomes indispensable when new urgent tasks need to be performed and employees have limited availability and/or closed planning, due to previously assigned tasks or previous knowledge required.

Let’s imagine the case in which, while the daily planning of the different employees is closed, an urgent task (D1) appears that can only be done by one of the employees.

This employee had already been assigned a task (B1) whose minimum certifications are required for the development of the task he/she has already fulfilled, as well as other employees, but the new task (D1) can only be done by the first employee.

Using metrics and historical data, it is possible to analyze which employees can perform task B1 efficiently and successfully using productivity metrics as well as defined parameters, such as the level of expertise or minimum required certifications.

Therefore, thanks to the advanced analytics, task B1 can be moved to another colleague who can perform it efficiently and successfully, allowing task D1 to be performed by the only employee with the appropriate expertise and certifications, avoiding a delay in the delivery of the work.

Use Case #2

On many other occasions, achieving objectives or the development of tasks in planning not only depends on expertise or previous knowledge, but also on agility and versatility in planning in order to be able to tackle urgent tasks that may arise.

Let’s imagine the case in which a worker is assigned a task (A2) whose deadline is for the next day, although it has an important priority, it can be completed after 24 hours without affecting the operational planning.

This worker, thanks to advanced analytics that allows to understand the reasons why he/she is the right one for the performance of this task, receives a new task (H2) that requires the same level of expertise but is an even higher priority since the deadline is on the same day. An optimization algorithm should analyze how it affects the movement of tasks between employees of the same seniority level, but it should also analyze how it affects moving one of the already planned tasks to the same employee and the cost of moving it to another time for the successful completion of the new task in question.

Therefore, analyzing that task A2 can be moved to the next day without increasing the production cost, the algorithm decides to move that task A2 in the calendar and assign it this slot currently free the priority task H2, allowing to reach the deadline of both tasks and not affecting the company’s operations.

Use Case #3

Tasks not only have a deadline date or minimum requirements for their performance but also have an estimate of effort and an amount of time required to perform them successfully.

And it is very common to find that a high priority task, with an early deadline, has an estimate of hours that, if done by a single worker, would affect the operation because it would exceed the deadline date: a task whose deadline ends in 1 hour but the estimate is 3 hours.

Therefore, for the analysis of new tasks, it is not only necessary to analyze which employee can perform the task, but also to analyze in plural the ideal number of employees and their capacity for synchronization for the development. In this way, in the casuistry proposed, it can be proposed that the development is carried out in parallel among several employees who have free time slots, allowing the task to be performed in 1 hour but among 3 employees, which would be equivalent to the total effort of 3 hours.

It is important to analyze not only the different employees who can solve the task in question through the required parameters as well as the history of similar tasks but also that they have free or mobile time slots (in case they can be de-prioritized for another task) and thus reassign in real time the task that the worker must complete.


Stay tuned for more updates of this Idiwork’s experiment at Bravent’s Innovation Lab! ➡️

Or you can also write us an email 📨 

Stay up to date!

Leave a comment