Smarter Week

How to automate it

How to automate “manage my executive's calendar and juggle conflicts”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

60 min
typically, every day
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Agree calendar rules with your executive and write them down

Most calendar juggling comes from deciding the same things over and over. Written rules (focus blocks, meeting lengths, who gets priority) let you say yes or no without checking.

Typically saves about 30% of the time45 min to set up
  1. 1Sit down for 30 minutes and agree: protected focus time, meeting-free days, default lengths (25 or 50 minutes), buffers before travel.
  2. 2Make a priority list: who always gets a slot, who goes through you, what gets declined.
  3. 3Set those defaults in Outlook or Google Calendar (working hours, focus time, speedy meetings).
  4. 4Review the rules once a quarter.

Tools: Outlook or Google Calendar settings

Fix 2 of 2

Software feature

Let a scheduling assistant protect focus time and move flexible meetings

Reclaim.ai, Motion and the scheduling help in Outlook Copilot and Gemini for Calendar find slots, defend focus blocks and reshuffle flexible meetings when something urgent lands.

Typically saves about 35% of the time45 min to set up
  1. 1Check your company allows a calendar assistant (Reclaim.ai, Motion, Outlook Copilot scheduling, Gemini in Calendar).
  2. 2Connect your executive's calendar and set priorities and focus-time goals.
  3. 3Mark which recurring meetings are flexible.
  4. 4Use booking links with routing rules for external requests.

Tools: Reclaim.ai · Motion · Copilot in Outlook · Gemini in Google Calendar · Calendly routing

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Executive assistant

HourLeak · the 8-minute work audit

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Other common tasks for Executive assistants