New AI Tool Uses Neuroscience to Optimize Your Meeting Schedule for Free

A new free scheduling tool has been developed to help teams find the best meeting times. Called 'When2DoWhat', it uses neuroscience to recommend optimal windows based on individual chronotypes and meeting types. The tool aims to improve productivity and collaboration in workplaces. Chronobiology research shows that people experience daily cycles of peak, trough, and recovery in cognitive performance. These patterns, known as chronotypes, differ from person to person and can impact how effective meetings are. Leaders who account for these differences can reduce workplace friction and share mental workloads more evenly.

Wharton Neuroscience created 'When2DoWhat' to address this challenge. The tool analyses team members’ chronotypes and suggests the most suitable times for different kinds of meetings. A team of researchers, including Elizabeth (Zab) Johnson, Michael Platt, and others, contributed to its development.

Global biopharmaceutical company Takeda has already seen benefits from using neuroscience-informed scheduling. After adopting similar approaches, the company reported higher employee experience scores and better global collaboration. The work connects to Wharton’s executive education programme, The Neuroscience of Business: Innovations in Leadership and Strategic Decisions. The tool is now available for free use. It offers a practical way for organisations to apply neuroscience in daily operations. Early adopters like Takeda have demonstrated measurable improvements in team dynamics and efficiency.