Smarter Week

How to automate it

How to automate “plan offsites, team events and board meetings”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

180 min
typically, once a month
40%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Plan every event from a reusable checklist and timeline

Most event work repeats. A template with the timeline, vendors and run-of-show from last time means you start 80% done.

Typically saves about 30% of the time1 h to set up
  1. 1After your next event, save the checklist, timeline (8 weeks out, 4 weeks, 1 week, day of) and vendor contacts as a template.
  2. 2Keep it in Asana, Planner, Monday or a shared doc.
  3. 3Copy it for each new event and adjust dates.
  4. 4Add one "what went wrong" note after each event.

Tools: Asana, Planner or Monday templates · Shared doc

Fix 2 of 2

AI

Have AI draft the event plan, agenda and budget

AI can produce a first-pass agenda, timeline, budget lines and venue criteria, so you spend time on calls and decisions.

Typically saves about 35% of the time5 min to set up
  1. 1Write the basics: purpose, headcount, dates, location, budget.
  2. 2Use the prompt below.
  3. 3Check venue suggestions directly; AI may be out of date on prices and availability.
Prompt to copy
Help me plan a [EVENT TYPE] for [HEADCOUNT] people in [LOCATION] on [DATES], budget [AMOUNT]. Goal: [PURPOSE]. Give me: a draft agenda, a planning timeline working back from the date, a budget split by category, a checklist of things people forget (accessibility, dietary needs, AV, insurance), and questions to ask venues. Do not recommend specific venues or prices as fact; mark any as [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

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 assistantOffice manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Executive assistants