MeetBot is a handy assistant whenever you want to organize a meeting with a group of people
Consider the following scenario ...
Scenario: Sunday yoga in the park
You have the splendid idea to get together, with the yoga class, for a session in the park.
You can contact 5 of the participants through email, from a previous invitation for the class.
Hi! Would you like to do an extended yoga session in Central Park on Sunday at 10 am?
The weather will be nice and we could bring some picnic / Suzy
You wait for some time until the first responses come in ...
Yes, sounds like a great idea!
But I do have an appointment that may be conflicting.
Sorry, the allergy season has just started, so I would rather like to do some indoor yoga.
What do you think?
I am on a brunch until 11 a clock, but I'd like to join after that.
Or if we could move to 11 instead?
No response yet ...
I will bring some bruschetta for everyone ...
Hi, again. It looks like Neil and I and possibly Mary and John will join next Sunday.
See you there!
Sorry, my brunch will not end until 12 so I will miss the occation anyway.
Maybe next time?
Pollen was released early this season. Think I will try to join on Sunday anyway.
Should we bring our own picnic?
What do you say, Paul? Do you want to join the yoga session on Sunday?
Sorry Suzy, I missed your first email.
Of course I'd like to join. Sounds like a great idea!
Updates on the Sunday yoga... Mary, Jane, Paul and myself have confirmed.
Please bring your own picnic! Lets meet at the south west entrance at 10.
Sorry for a late update, but I will not be able to make after all.
And on it goes... A simple invitation like this can easily spiral out of control
- People forget to respond or respond late
- People have special requests on time, location and other details
- It is difficult to share status among participants
- It is difficult to get a final confirmation if/when the meeting will take place
- Confirmed participants may forget to come
- It may be hard find the location
On top of this you may be engaged in multiple occations at the same time
How can Meetbot help?
MeetBot is designed to help out in situations like this in any way possible
Your main responsibility (as organizer) is to setup the meeting. MeetBot then take over and become the focal point for the meeting to handle synchronization between participants and yourself as organizer.
MeetBot may help with the following
- Send invitations
- Keep updated information about meeting details, time and location
- Remind participants that havn't yet answered
- Collect responses from participants and share its status
- Confirm (or cancel) meeting in due time before start
- Help resolving conflicting requirements
- Help participants to find the location
There are very good reasons for calendar applications like Microsoft Outlook in the corporate world to handle situations like this. MeetBot is an easy to use, yet powerful, alternative when no common platform is available or suitable.
The only requirements to use MeetBot is web access and preferrebly email. Not even an account is required to participate. Try it by creating your first meeting now!