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Beginner1-2 hoursSave 5+ hrs/week
Smart Scheduling Automation
Stop the back-and-forth of scheduling. This playbook sets up an intelligent system where your VA can manage your entire calendar using AI to handle complex scheduling scenarios, time zones, and buffer management.
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Tools Used:CalendlyChatGPTGoogle Calendar
Define your ideal meeting windows (e.g., Tue-Thu 10am-4pm only)
Set minimum buffer times between meetings (15-30 minutes recommended)
Create different availability types: client calls, internal meetings, deep work blocks
Document your time zone and travel schedule patterns
AI PromptsReady to copy & paste
Meeting Request AnalyzerAny
Analyze this meeting request and suggest the best approach based on my preferences: My scheduling preferences: - Preferred meeting days: [YOUR DAYS] - Preferred times: [YOUR TIMES] - Buffer between meetings: [MINUTES] - Maximum meetings per day: [NUMBER] - Current week load: [LIGHT/MODERATE/HEAVY] Meeting request: [PASTE THE REQUEST] Please provide: 1. Priority Level: [based on sender/topic] 2. Suggested Time Slot: [specific recommendation] 3. Duration Recommendation: [suggested length] 4. Prep Time Needed: [how much buffer before] 5. Alternative Options: [2-3 backup times] 6. Draft Response: [to send to requester]
Pro Tips
- •Block 'meeting-free' days for focused work
- •Set maximum meetings per day to prevent burnout
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