Calendar Preferences Sample

Priorities

Pain Points

Preferences

Calendar Priorities

Pillars	Connections	General Goals	Specific Goals	Schedule
Relationships	Partner Family Friends Professional	I want to spend more time with my daughter.	I will play badminton with Jane every Saturday at 2:30pm.	Every Saturday at 2:30pm until June.
Career/Business	Networking Planning & Operations Professional Development Hiring & Team Management	I want to build a more comprehensive network of professional connections.	Every week, I will have my EA choose and send 3 professional connection requests to individuals in related fields.	For EA: Send every Thursday
Health	Diet Sleep Exercise
Lifestyle	Travel	I want to travel to Asia.	By the end of this month, I will have my EA create a draft of travel itinerary to Thailand, Cambodia, and Japan.

Calendar Pain Points

Points for Next 2 Weeks	Status	Observed Problematic	Suggested Improvements	Action Taken
Overlapping Meetings	Not Yet Started	Wednesday: Sync with accountant is overlapping with investor	Re-schedule sync with accountant	Sync with accountant has been moved at an earlier time (11am)
Double-booked meetings	Ongoing	Tuesday: Two 1:1s with Direct manager	Remove one of them	Deleted the afternoon 1:1
Back-to-back meetings	Not Yet Started	Tuesday: Half marathon training and Sales team sync	Change time for Sales team sync	Communicated with stake holders to find an alternative time for Sales Team Sync
Are there scheduled food breaks?	Ongoing	Inconsistent food schedule

Calendar Preferences

Sample

Client overall calendar priorities: 1. [No meetings before 9am or after 5pm Eastern time] 2. [Client meetings take precedence over internal meetings if things need to be rescheduled] 3. [etc.]

Color Coding

1:1s

Family / personal meetings

Errands

Meeting Preferences

Question	Preference Type	Answer #1	Answer #2	Answer #3	Notes
Hard start to your day	In-Person Meetings preferencesVirtual Meeting Preferences	8 :30 am
Hard stop to your day	In-Person Meetings preferencesVirtual Meeting Preferences	5:30 PM			⁍ Pick up Jane before 6 ⁍ No meetings can get past 5:45 pm
Non-flexible meetings	In-Person Meetings preferencesVirtual Meeting Preferences	Lunch: 1 - 1:30 pm			⁍ Flexible for a working lunch ⁍ Prefer no-camera meetings at this time
Preferred day and block for internal 1:1 meetings	In-Person Meetings preferencesVirtual Meeting Preferences	45 mins that client Nathan initiated			⁍ Rare 1-hour 1:1s ⁍ Having 1:1s in one day, preferably a Monday ⁍ Flexible to have 1:1s on a Tuesday if not possible on a Monday
Preferred day and block for internal team meetings	In-Person Meetings preferencesVirtual Meeting Preferences	Ideally an hour	Quarterly rituals for a larger scale = 2 hours is okay		⁍ Team meetings should happen later in the week ⁍ Ideally on a Tuesday 2 hours is the max threshold for a meeting
Optimal meeting size	In-Person Meetings preferencesVirtual Meeting Preferences	Only invite key stakeholders = fewer attendees			⁍ EAs are welcome to join but ideally mostly key stakeholders in the room
Preferred day for "no meetings"		Wednesday			Deep work
Special dates to observe	In-Person Meetings preferencesVirtual Meeting Preferences	Try to avoid work on Jewish Holidays	Jane's birthday is February 26th	Birthday = October 5 (still work but would like to hop earlier)
Preferred naming of events	Virtual Meeting PreferencesIn-Person Meetings preferences	Adding the type of meeting before the attendee's names
Focus time
What calendar to use for what events?	Virtual Meeting Preferences	Professional for anything company related	Personal for non-work related stuff		⁍ Make sure to invite company calendar to personal events to block time
Preferred tool for video meetings	Virtual Meeting Preferences	Zoom (for external clients)	Google Meet (for internal meetings)		⁍ Zoom for both external and internal meeting (default)
Preferred meeting duration by type of meeting	Virtual Meeting Preferences	30 minutes is the minimum threshold	2 hours is the maximum meeting threshold	45 mins to 1 hour is the sweet spot	Below 30 mins = no meeting required
Video meeting preferences	Virtual Meeting Preferences	Waiting room / don't let anyone bypass
Meeting buffers	Virtual Meeting Preferences	More than 2 hour meetings back to back = 10 minute break/placeholder	Travel placeholders so people don't book over it
Preferred meeting types	In-Person Meetings preferences	Co-working	Lunch meetings	Coffee chats
Preferred locations	In-Person Meetings preferences	The Spaces (180 John Street)	ByMark (66 Wellington street)	Deneen (Yonge street)
Preferred day for external meetings	In-Person Meetings preferences	Tuesdays / Thursdays

Meeting Support Preferences

	Pre-meeting prep	During the meeting prep	During the meeting prep	Post meeting prep	Notes
Types of meetings	Meeting bio or agenda needed	EA needs to attend?	AI note- taker only	Any Action items?
External Meetings	High-level Meeting Bio	EA Ana to attend for meetings when presentation is needed	Default (always Add Fathom inside the room)	Post meeting notes made by Ana (default)	Make the bio less text-heavy by highlighting the recent updatesFirst time meeting = defo need a bio
Internal Meeting	Simple meeting bio for people new to the org		Default (always Add Fathom inside the room)	AI auto summary will suffice for recurring 1:1Internal team meeting = summary made by EA Ana
Personal Meeting	N/A
In-person meeting	High-level Meeting Bio for clients
Focus groups	Know one thing about the room (details) / trivia!	EA Ana to attend (default)	Default (always Add Fathom inside the room)	Post meeting notes made by Ana (default)	Add details that allows Nathan to connect and build rapport with the attendees

Calendar Ideal Week

(post your client’s calendar here)

Criteria for success: “I want to be available for work/meetings no less than X hours per week.” “I pick up my kids from school every day; do not book me for anything between 3 and 4 p.m.” “I want to schedule a minimum of two date nights per month with my partner” “Meetings with Client X should always take priority over everything else.”