Calendar Pain Points

Calendar Pain points for the next 2

weeks Observed problematic calendar events
Week 1 Sunday: Need to move up family BBQ or
Doctor's appointment leave earlier
Monday: to make
Sprint it (marketing) overlap
review
with 1:1 Product and Senior leader meeting
Tuesday: Lunch
Tuesday: Deep work overlap
overlap with with 1:1 Sales
investor pitch
meeting
Tuesday: Overlap or Noah's game with 1:1
and conditioning
Thursday: run overlap with 1:1
Deep work
(Technical)
Friday: Sprint review (product) overlap
Overlapping meetings with investor
Tuesday: pitchwith 1:1 and
Overlap
Noah soccer game conditioning run
Back to back meetings Wednesday:
Thursday: No4 breathing
1:1s room from
Parent-teacher meeting investor meeting
conditioning run and the schedule of the
Hamilton Date night musical (20-minute drive + prep)
Week 2 Monday: Core team alignment meeting
overlap
Monday:with deep
Board work overlap with 1:1
meeting
Product
Tuesday: Investor meeting overlap with 1:1
Operations
Wednesday: Dinner with siblings overlap
with conditioning
Thursday: runoverlap with 1:1
Tech talks
Sales
Friday: conditioning
Friday: Lunch overlaprun
with 1:1 Technical
overlap with date
Overlapping meetings night dinner
conference - will probably be in transit or
prep
1-day Wednesday conference - need to
reschedule and make-up work and 1:1 Customer
meetings Senior leaders meeting
 Calendar Pain Points

Action after or during session: Notes

3) [Half-marathon training can be moved within the
Calendar Preferences
same day but must happen on the day scheduled]
Color code Event
Yellow Tasks
Red Non-flexible
Purple Placeholders
Gray Sleep
Green 1:1s
Dark violet External Meetings
Light blue Internal Meetings
Dark blue Core team meetings
Pink Family / personal meetings
Orange Errands

Question (Applicable to both virtual and in-

Universal Answer #1
person meetings:
Hard start to your day 8 :30 am
Hard stop to your day 5:00 PM
After lunch: 15-20 minute coffee
Nonflexible meetings break
30 minutes; Before deep work in the
Preferred day
Preferred day and block for
and block for internal
internal team
1:1 meetings morning or after lunch
meetings 1Only
hourinvite key stakeholders =
Optimal meeting size fewer
None, attendees
but limit meetings up to 3 PM
Preferred day for "no meetings" only on Fridays
Try to avoid work on Christmas
Special dates to observe holiday
After your daily 26)
(24, 25, sync
Focus time 9 am - 11 am
Virtual Meeting Preferences Professional for anything work-
What calendar to use for what events? related
Preferred tool for video meetings Zoom
30 minutes is the minimum
Preferred meeting duration by type of meeting threshold
Adding the type of meeting before
Preferred naming of events the attendee's
Waiting room names
/ don't let anyone
Video meeting preferences bypass
More than 2 hour meetings back to
Meeting buffers back = 10 minute break/placeholder
In-Person Meetings preferences
Preferred meeting types Sit-down meeting
Preferred locations In-house
Preferred day for external meetings N/A
 Pre-meeting prep
Types of meetings Meeting bio or agenda needed
External Meetings High-level Meeting
Simple meeting Biopeople new
bio for
Internal Meeting to the org
Personal Meeting N/A
In-person meeting High-level
High-level Meeting Biofor
meeting bio forfirst-time
clients
Conference network targets
Calendar Preferences

Answer #2 Answer #3

consultation before moving

training to another day
meetings with larger scope, 2-3
hours is okay

Emily's birthday - April 4

Noah's birthday - August 11

Personal for non-work related

board meetings and long-term sweet spot for most
strategic meetings meetings

local meetings with transfers)

so people don't book over it

N/A
 During the meeting prep Post meeting prep
EA to
EA needs to attend?
attend for meetings AI note-(always
Default taker only
Add Fathom inside Any Action
Post meetingitems?
notes made by
when presentation is needed the room)
Default (always Add Fathom inside EA (default)
Internal team meeting =
the room) summary mademust
reservations), by EA
be
strategy meetings; when properly endorsed
Send minutes made by EA
presentation is needed (default)
Send post-conference notes
by EA (default)
Answer #4 Notes

Can
If extendonline
working to 5:30meeting, no
cameras.
Not more than 3 1:1s in one
day
Team meetings ideally should
happen after lunch
ideally mostly key
stakeholders in the room

American holidays team

Family members
calendar to personal events to
block time
Below 30 mins = no meeting
required
Notes
First time meeting
= defo need a bio