<![CDATA[Purpose – Oil palm plantation operations in Indonesia require coordination across multiple divisions; however, meeting scheduling and information dissemination are often managed through separate, manual processes. This may cause communication delays, scheduling conflicts, and inconsistent information deliveries. This study aims to design and implement an AI-based workflow automation system that integrates meeting scheduling and information dissemination into a centralized platform to support the automated coordination and information management across organizational units.Methods – This study employed the Design Science Research (DSR) approach, covering problem identification, literature review, system design, implementation, testing and evaluation. The proposed system integrates Gemini AI, Natural Language Processing (NLP), Telegram Bot, Zoom API, Google Calendar API, and Google Sheets to automate meeting scheduling, information dissemination, and document management.Findings – The implemented system successfully automated meeting scheduling, calendar synchronization, information dissemination, and documentation management within an integrated platform. Functional testing confirmed that the core features operated as intended in the scenarios evaluated. The system also supports information classification based on public and private access.Research implications – The system was evaluated through functional testing in a simulated oil palm plantation context and depends on third-party API services, which may limit its generalizability. User acceptance, organizational effectiveness, and efficiency were not evaluated. Nevertheless, the proposed architecture can be adapted to other organizational settings that require automated coordination and centralized information management.Originality – This study proposes an AI-based workflow automation architecture that integrates communication and productivity services to support the end-to-end automation of meeting scheduling and information dissemination in oil palm plantation operations.]]>
