‍AllCloud is a leading international provider of cloud consulting services, helping businesses harness the power of cloud technology to enhance operational efficiency and drive growth. Known for its innovative approach and commitment to customer success, the AllCloud team empowers organizations to achieve their digital transformation goals through cutting-edge consulting services and expert guidance.

AllCloud challenges

Jonathan Vogt joined AllCloud in 2017 and today manages three teams as Regional Delivery Manager based out of Berlin, Germany. As his direct reports grew, Jonathan realized a huge productivity hurdle that both he and his teams were facing – how to balance a heavy meeting schedule while still keeping up with their independent work. They only had a limited amount of time free in their calendars, and it was always quickly booked up by both internal and external meetings, making it nearly impossible to get through their core work responsibilities.

"It's the balance between meetings that I control, meetings that come in externally, meetings that my colleagues put into my calendar, and then squeezing in some to-dos somewhere in the middle. Before Reclaim, we were always playing calendar Tetris."

For his own meetings, Jonathan wanted to maintain regular check-ins with his team, without jamming up their calendars. But coordinating the right time slots for these check-ins around two busy calendars was laborious, often taking up to 30-minutes/meeting, moving it multiple times just to make sure it stayed on the books for that week.

And this scheduling process was also prone to human error, easily leading to missed meetings and lapses in communication. Around those recurring team meetings, Jonathan needed to ensure AllCloud’s clients always had top priority on his and his customer-facing team members calendars. This added requirement led to even more reshuffling to open up availability for key calls. 

"It's important in the remote setting to tap in with the team so I can understand how they're doing, because we don’t meet in a hallway and chat like you do in an office setting. So I want to make time for regular check-ins, but that shouldn't get in the way of regular work. On top of that, if there's a customer meeting, that one-on-one needs to move somewhere else. Manually, that was highly tedious work for me to manage."

The constant scheduling and rescheduling around meeting demands left little room for deep, uninterrupted work, taking a serious toll on productivity and work stress. This fragmented workflow wasn’t empowering the innovative solutions the AllCloud team is known for. Jonathan realized his team needed a solution to automate scheduling, optimize client meeting requests, and help them defend more time to get stuff done every week. 

How AllCloud uses AI automation to create more time for productive work with Reclaim

• Auto-schedules recurring team meetings to maintain consistent touch points
• Defends extra time for deep, focused work for routines and innovative solutions
• Offers maximum availability for key client calls via high-priority scheduling links

In 2022, Jonathan signed up for Reclaim.ai, a solution that quickly transformed his team’s entire approach to time management. Since then, AllCloud has deployed Reclaim across global teams, including Jonathan’s.

Reclaim is an AI calendar app that automatically finds the best time for meetings, tasks, habits, and breaks around employees existing calendar events.

The Smart Meetings feature was an immediate time-saver for Jonathan and his team, eliminating the scheduling stress they’d been struggling with through simple and flexible automations. Instead of all the back-and-forth coordination they used to do to keep their internal meetings on the books, Smart Meetings now identified the best available times when everyone could connect around all of their existing calendar events (and meeting hours). And if conflicts or urgencies arise for a team member, their Smart Meeting would automatically move to the next best time so they no longer missed these important weekly touchpoints.

And by freeing up the administrative burden of scheduling, team members no longer have to waste precious time every week manually coordinating their meetings. Instead, they’re able to focus on their core work tasks knowing their calendar will take care of itself. With fewer conflicts and more predictable calendars, team members are also able to better plan their workdays using Reclaim’s other productivity features.

For example, with Reclaim Tasks, AllCloud employees are able to defend real time on the calendar for individual work items they need to get done. So instead of trying to get stuff done in those small gaps between meetings, team members can automatically protect solid chunks of time during the workday, by priority, so their most important deadlines are always hit first. This has reduced the teams last-minute rush to fit in all their work around meetings, allowing them to deliver higher-quality work every week. 

The time previously sunk into managing their calendars was now freed up, allowing team members to get the most value from their meetings, offer up more availability to clients, and actually carve out time to make progress on the work they are experts in.

"Reclaim gives my team the ability to structure their day in an automated fashion. Now, they can put tasks into Reclaim and it handles the scheduling, taking care of deadlines and remaining work hours. It takes the work out of organizing the day, which helps those brilliant minds to focus on the right task at the right time."

For more routine activities, the Habits feature allows the AllCloud team to defend time for recurring events seamlessly. Whether it's daily administrative tasks or personal routines, Habits ensures these essential activities are automatically slotted into the calendar and don’t get overlooked.

"One of the challenges for me was that those regular items kept falling through the cracks as well. For example, taking care of timesheets. For business processes, they need to be reviewed by a certain time of the week. It's one of the habits that I now automate with Reclaim. It stays flexible around other events, but once there is no slot available anymore, it will lock down the time I need on the calendar. And as soon as I see the lock, I know I better get it done."

And by transforming their calendars from fixed rigid schedules to flexible smart events, the AllCloud team was able to offer more availability to their clients with AI-powered Scheduling Links at Reclaim. These powerful meeting links allowed them to offer customers more availability over lower-priority events that they could automatically reschedule if booked over, creating a much better scheduling process for their clients.

"Reclaim’s priority settings were another level up. Now, I can send a high-priority link to an important customer and everything lower-priority on my calendar moves out of the way. Zoom Scheduler, Google Calendar, or whatever other alternatives are not the same thing. It's not about advertising slots that are already available, that’s not my challenge. The problem is I don't have slots available. It's about advertising slots that are not free on my calendar, and that I can only do with Reclaim."

With Scheduling Links, Jonathan and the team can now always accommodate critical customer meetings, without having to manually clear a bunch of time slots in their schedule to make room. Reclaim Scheduling Links have streamlined the process, making it effortless for the AllCloud team to balance internal productivity and client commitments efficiently.

AllCloud results

• Employees save 2.1 hours/week auto-scheduling an average of 10.9 team meetings
• Employees defend an additional 9.8 hours/week for productive Focus Time
• Employees book 5.8 more client calls/week with prioritized scheduling links

Since 2022, AllCloud’s team has grown steadily at Reclaim across all departments and countries. 

AllCloud employees are each saving 2.1 hours/week alone just automating the back-and-forth of coordinating their internal recurring meetings, auto-scheduling an average 10.9 meetings/week with Reclaim Smart Meetings.

And with team members spread across different locations, coordinating schedules is no longer a logistical nightmare. Regular 1:1 check-ins and larger group meetings are now auto-scheduled effortlessly, making remote collaboration consistent and effective. By freeing up hours previously spent on finding time to connect, Reclaim helps the AllCloud team focus on high-impact activities, drive innovation, and maintain a seamless workflow.

Jonathan estimates a 30% increase in productivity since starting with Reclaim. By automatically fitting flexible time for the team's Tasks and Habits into the calendar, they’re able to actually balance all their priorities during the week. 

Today, each team member is able to defend an additional 9.8 hours/week of focus time for the deep, uninterrupted work that drives the innovation AllCloud is best known for. With fewer interruptions and a well-structured schedule, the team can tackle complex problems, develop creative solutions, and meet deadlines more efficiently.

And Scheduling Links have given the team the power to book even more customer meetings, faster than ever, by offering their maximum availability to their most important clients. By sharing prioritized links, team members book an average of 5.8 more meetings/week, ensuring crucial customer interactions can be scheduled ASAP without manual calendar rearrangements. 

This small but powerful communication improvement has further strengthened client relationships and demonstrated AllCloud's commitment to responsive and flexible service. By automating the process, the team can focus on delivering high-quality solutions while maintaining a balanced workweek, boosting both productivity and client trust.

With benefits seen across internal team collaboration, individual productivity, and client relations, Reclaim has helped Jonathan and the AllCloud team feel less overwhelmed with their schedules and more in control of their time. By taking the load off managing their calendars, they are now empowered to focus on what they do best – delivering leading cloud solutions.

"It's less work to do, less things to worry about – that for me is the main takeaway. It shouldn't be a tool that needs a lot of maintenance. I don't know how to manage the day anymore without Reclaim, to be honest. I just don't even think about it anymore.”