Meeting Planning Tool Experience & Pain Points

Thanks for taking a few minutes to share how you plan and coordinate meetings! There are no right or wrong answers — we're just trying to understand what works and what doesn't. Your responses are completely confidential and anonymized. This should take about 5 minutes.

Which best describes how you currently schedule meetings?

• Manual back-and-forth via email or chat
• Shared calendar (Google Calendar, Outlook)
• Dedicated scheduling tool (e.g., Calendly, Doodle)
• Full meeting planning platform
• Other

In the last 7 days, how many meetings did you personally schedule or coordinate (not just attend)?

In a typical week, how much time do you spend just coordinating meeting logistics (finding times, sending invites, rescheduling)?

• Less than 30 minutes
• 30 minutes to 1 hour
• 1-3 hours
• 3-5 hours
• More than 5 hours

How well does your current process handle each of these?

Overall, how satisfied are you with your current meeting planning process?

Which of these features would matter most to you in a meeting planning tool?

• Automatic time zone detection
• One-click rescheduling when someone declines
• AI-suggested meeting times based on availability
• Integration with video conferencing tools
• Meeting agenda templates
• Meeting room or resource booking
• Analytics on time spent in meetings
• Automatic buffer time between meetings

Thinking about a typical week, split 100 points across these tasks based on how much time each one actually takes you.

• Finding available times
• Sending and confirming invites
• Preparing agendas or materials
• Handling reschedules and conflicts
• Post-meeting follow-up and notes

How likely are you to recommend your current meeting planning tool or process to a colleague?

Ask the respondent to walk through the most recent time scheduling or rescheduling a meeting went badly: what tool or method they used, exactly what broke down, and how much time or frustration it cost them. If they rated their process highly, probe what would have to go wrong before they'd consider switching tools. If they rated it low, connect their answer back to whichever feature they ranked as most valuable and ask whether that specific feature would have prevented the incident.

Which best describes your role?

• Individual contributor
• People manager
• Executive assistant or office manager
• Operations or IT
• Executive leadership
• Other
• Prefer not to say

How many people are on your team or in your organization?

• Just me
• 2-10 people
• 11-50 people
• 51-200 people
• 201-1,000 people
• 1,000+ people
• Prefer not to say

That's everything — thank you! Your answers will help shape which meeting planning features and improvements get built next.