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Spot clashes and prep gaps in next week's diary
A Friday check of your executive's coming week that flags clashes, back-to-back days, missing papers and meetings with no clear purpose.
When to use it
Every Friday afternoon
Step by step
Copy next week's diary
Open your executive's calendar in week or agenda view and copy the list of meetings with times, attendees and locations, or take a screenshot.
Ask for a diary health check
Paste the list or attach the screenshot in your AI assistant.
Prompt to copyI'm an executive assistant. Here is my executive's diary for next week: [paste or attach]. Their preferences: [for example no meetings before 9am, 30 minutes between external meetings, lunch break, travel time between sites]. Check the week and give me a table of issues: Day, Issue (clash, no buffer, no travel time, too many meetings, no agenda or papers, unclear purpose), Suggested fix. Then suggest the best two slots for focused work and a 3-line summary of the week I can send my executive.Fix the issues before Monday
Move or shorten meetings where you can, request agendas or papers, and add travel or focus blocks.
Send the summary
Send your executive the 3-line overview so they start Monday knowing what's coming.
What you get
Wed | Two external meetings 30 minutes apart at different sites, no travel time | Move the 2pm supplier call to Teams. Thu | Strategy review has no papers yet | Ask Finance for the pack by Tuesday.
Tips
- Remove private appointment details before pasting. 'Personal' is enough for the AI to plan around.