Audit intermediate Works with: Any AI

Outlook Calendar Load and Meeting Audit

Table output Has example

• 📧 Outlook

Measure how much time meetings take and which add value.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

Analyse my calendar load. Meetings in a typical week with day, length, attendees and purpose: [MEETING_LIST]. Working hours: [WORKING_HOURS]. My key outputs and deadlines: [KEY_OUTPUTS]. Target hours to reclaim: [TARGET_HOURS].

Calculate total meeting hours and share of working time (18 hours of meetings in a 40-hour week is 45 percent), back-to-back meetings, the longest meeting-free block, meetings without an agenda, and meetings where I am only informed, with arithmetic. Classify each as decide, create, inform or social and propose keep, shorten, delegate, convert to email or drop, with the reason. Ask me before suggesting I drop meetings that matter for relationships, and note the list may not include unplanned conversations.

Return a table, a plan to reclaim the target hours, and a message to each organiser written to ask, not refuse. Run a two-week experiment measuring meeting hours per week and longest focus block before and after, and state assumptions.

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Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Invented week: 40 working hours; 18 hours of meetings = 45 percent. Back-to-back runs: 4. Longest free block: 90 minutes. Meetings with no agenda: 6 of 14 (42.9 percent). Inform-only meetings: 5 (7 hours).
Plan: convert 3 inform-only meetings to a written update (saves 4 hours), shorten 2 one-hour meetings to 45 minutes (saves 0.5 hours). Target 4.5 hours reclaimed. Reading: 45 percent of the week in meetings leaves 22 hours for everything else, and only a 90-minute free block. Message to an organiser: 'Could we replace the Monday update with a short written note? I think it would save everyone 30 minutes.' Review after two weeks: meeting hours, longest free block and the number of inform-only meetings.

• outlook