5 Comments

Summary:

I have a confession to make. I am over-reliant on apps, and scheduling is a particular pain point for me. When my apps work well, my life hums along. This week, at SXSW, I experienced a catastrophic collapse of my scheduling systems.

I have a confession to make. I am over-reliant on apps, and scheduling is a particular pain point for me. When my apps work well, my life hums along. When they fail, my world collapses around me in a mess of timezone mix-ups and missed meetings. This week, at SXSW, I experienced a catastrophic collapse of my scheduling systems.

First, let me say that the experience I’m about to describe will not stop me from using the apps I mention. However, I found some weak spots that put me in a jam, and thought I’d share to help you avoid the same situation.

Where TimeDriver Falls Short

I’ve been singing the praises of TimeDriver, the personal appointment scheduler, because I love the way it lets me break my calendar into smaller chunks — or “Books” — and share them with groups of people who I want to see specific open time blocks on my schedule. I have a Book for my phone demos for WebWorkerDaily, one for my women in business podcast, another for my Second Life podcast, and then I set up one specifically for in-person interviews at SXSW.

What I learned the day I arrived here is that TimeDriver doesn’t translate to a third time zone, meaning that I saw the calendar as Alaska Time (where I live and work), every interviewee saw the scheduler in their time zone, and then we both arrived in Austin, which is in Central Time, we both got the meeting times wrong. The way I found out about this snafu? Missing a long overdue meeting with C.C. Chapman, a colleague and friend. Because of the time zone issue, our meeting actually coincided with my flight into Austin. There was very little I could do to rectify the situation from the air.

When I finally did get TimeDriver tech support on the phone (note: they are excellent and patient), the only solution they could offer was a workaround. Basically I should have switched my computer to Central Time before setting up the schedule Book, then reverted back to my time zone. Then the Book would be in the wrong time slots for Alaska and for the interviewee, but the correct ones for Texas. But then I would have to inform the interviewees (of which there are over a dozen) that they have to note the timezone discrepancy and make adjustments accordingly. Yikes.

Until TimeDriver adds the capability of an alternate “common” time zone for when meeting parties are traveling to meet in a time zone other than their own, you’re going to get very messed up using its scheduling Books.

The Quick Workaround With Meetwith.me

In a panic, I spent my night going through TimeBridge‘s new scheduling solution Meetwith.me (which I recently reviewed) to see if it could be an alternative solution to my appointment dilemma. Unlike TimeDriver’s Books, TimeBridge doesn’t let you designate different time chunks from your calendar for different audiences. However, I figured out that I could sign up again to claim a second Meetwith.me page using a different email address, and then narrow my time availability to just certain blocks of time during my stay at SXSW.

I was able to then send out invites, get responses back and manage the first wave of responses to nail down times. But later, I realized that after the first wave of responses, more had arrived and since I was using a secondary email address, I didn’t see them and missed a number of interview opportunities. Luckily, some persistent PR folks tracked down my primary email and were able to make contact with me through other channels.

In the course of stressing over my scheduling apps dilemma, I ran into Mark Gingras, the CEO of Tungle, another scheduling app. I told him what I was going through and then scolded him. Why? Because when I tried signing up for Tungle.me to see if it might be a good interim solution, I could not access my newly-opened account. We discussed the third time zone issue, and Gingras admitted that Tungle.me did not have a specific solution for it, but he said it was a much-requested feature and hinted at integrating in the future.

It just goes to show that SXSW can test applications to near-breaking, but also provide unprecedented access to heads of application firms who can troubleshoot for you in-person and on the fly!

How do you manage scheduling in multiple time zones with two or more people and with calendar integration?

For the GigaOM network’s complete SXSW coverage, check out this round-up.

You’re subscribed! If you like, you can update your settings

  1. I’m still bummed that we didn’t get to have the meeting we needed to, but I guess we all learned something from it.

    The concept of an app like this is a smart one and you were the first person to show me this. I sure hope someone figures out an easy solution that actually delivers what they promise. I know I’d use it for sure!

  2. David Tessler Monday, March 22, 2010

    http://www.MeetingMade.com delivered on the promise of resolving all issues with timezones, the inadequencies of total demoacracy where scheduling is concerned (it uses a weighted algormith to suggest optimal meeting times), and the requirement to install supoorting software (i.e. no need to install unstable Outlook plug-ins). In deed, MM is the only solution to date that can simulateously update all participants calendars (including devices) without having to spoof a users account.

    But none of this matters becuase there aren’t enough committed users, or even a sizable user/customer base to make this a viable business.

    Users don’t care enough about the problem to pony up cash; most can’t even articulate the issues with scheduling.

    I, for one, welcome Googles entry into the market with Smart Rescheduler for Google Calendar. It’s another nail in the coffin for the VC-backed ventures like Tungle and Timebridge.

  3. ScheduleOnce Meeting Manager Gets Google-ized – WebWorkerDaily Thursday, March 25, 2010

    [...] you read my post about my recent scheduling fiasco at SXSW, you’ll know that I need effective tools to help me with scheduling. Time zone differences [...]

  4. Web Work 101: 10 Apps You Can’t Do Without — Redux Monday, April 12, 2010

    [...] or just a portion of my calendar — so  people can get on my schedule. But as my post about a scheduling bungle at SXSW due to system time zone issues, I know that there is still no single tool that “does it [...]

  5. John V Denley Tuesday, April 13, 2010

    This was a very interesting article. We have developed an app for this type of thing, but we are concentrating on local businesses, so the idea of timezone differences was not thought to be an issue, until we realised that sometimes people might actually want to schedule a meeting with the local business from a different timezone.

    Reading the above article makes me wonder if we can adjust our app to allow for dealing with these problems. I dont really understand what the problem is for the products you have mentioned. The dates and times will surely be stored in UTC (#milliseconds since 1st jan 1970) and the timezone is then applied as needed based on the local settings of the viewer. However, if there is a good reason for any particular time being set to a specific timezone, then it should be a simple enough task just to include a timezone offset setting as part of the stored entity and then just have the application implement that timezone offset before displaying to the end user….

    Am I missing something about why this is not a trivial problem to solve?

Comments have been disabled for this post