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Find out where your week's time really goes
Get a breakdown of your calendar by type of meeting, plus three practical changes to win back a few hours a week.
When to use it
Once a month
Step by step
Copy two weeks of your calendar
Switch to the week or schedule view and copy or screenshot the last two weeks, including meeting titles and times.
Ask for an audit
Paste or attach it with this prompt. Shorten any sensitive meeting titles first.
Prompt to copyAnalyse my calendar for the last two weeks: [paste or attach]. My working hours are [hours]. My most important goals right now are [goals]. Give me: 1) Hours spent per category (1:1s, team meetings, external, admin, focus time, other) in a table. 2) Recurring meetings that could be shorter, less frequent or replaced by a written update. 3) The longest stretch of free time each day. 4) Three specific changes I could make next week, with the hours each would save.Make one change this week
Pick the easiest suggestion, such as shortening a recurring meeting from 60 to 30 minutes, and change it in your calendar today.
What you get
Team meetings: 9.5 hrs. 1:1s: 4 hrs. External: 3 hrs. Focus time: 2 hrs. Suggestions: make Friday wrap-up a written update (saves 1 hr); shorten weekly ops to 30 min (saves 2 hrs over 2 weeks); block Tue and Thu 9-11 as focus time.
Tips
- Google Calendar's Time Insights panel and Outlook's Viva Insights (if available) give you similar numbers automatically.