AI workflows for calendar and meeting management.

Running an executive's calendar: which meetings happen, when, with what agenda, and what follows from them.

Who does this work

  • Executive assistant
  • Scheduling assistant
  • Chief of staff

2 workflow templates ready to adapt, and 5 workflows identified.

Updated

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Examples of the workflows identified
  1. Prepare a meeting agenda and record the follow-ups
  2. Review the executive's week ahead
  3. Brief an item coming to a meeting for decisionIllustrative
  4. Check whether a proposed meeting is neededIllustrative
  5. Review where meeting and message load is building upIllustrative

The workflows identified

Marked illustrative: an example of the work, identified, with no workflow template yet.

Prepare a meeting agenda and record the follow-upsGives the meeting owner an agenda with outcomes and times beforehand, and a one-page record of decisions, owned actions and open points afterwards.Workflow templateReview the executive's week aheadGives the executive a brief of the coming week's clashes, travel squeezes, meetings without purpose or preparation, and proposed time for priorities.Workflow template
Brief an item coming to a meeting for decisionPrepares the background, documents, options and the decision requested for each item on an upcoming meeting's agenda.Illustrative · not built yet
Check whether a proposed meeting is neededTests a requested recurring meeting for a decision to make and proposes either an agenda or a written update instead.Illustrative · not built yet
Review where meeting and message load is building upReports an executive's observed meeting, mail and chat volumes and where they concentrate, with coverage gaps noted.Illustrative · not built yet

Workflow templates

Executive week-ahead calendar reviewBefore the week starts, the executive assistant hands the executive one brief: every clash, every journey or run of meetings with too little time, every meeting with no stated purpose or no preparation time, and proposed time for the week's priorities. Nothing is accepted, declined, moved or sent.Workflow templateMeeting agenda, notes and follow-upsWhoever runs the meeting walks in with an agenda where every topic has an outcome and a time, and walks out with a one-page record: what was decided, who owns each action and by when, and what is still open. Nothing reaches anyone until that person has read it and sends it.Workflow template

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Where to go next

All of executive assistanceThe broader area this belongs to, with its workflows.All of executive and office supportEvery area of the function, with workflow templates and examples.Map your team in the PlannerPut this work in your plan, with the roles that do it.

Also within executive assistance

Other areas of executive and office support