A weekly calendar review that fixes next week before it starts
Weeks go wrong on Sunday night, when nobody looks ahead. With this recurring to-do your todo.is agent reviews your Google Calendar for the coming week, counts your meeting hours, spots clashes and days with no breaks, and suggests where to protect focus time. You decide what to move.
The prompt
- Every [DAY AND TIME], review my Google Calendar for the next 7 days and send me a weekly calendar review on [WHERE TO SEND]. Show: total meeting hours and the busiest day, clashes and double bookings, back-to-back runs longer than 2 hours, days with no lunch break, and meetings without an agenda or with no clear owner. Check that I have at least [FOCUS TIME GOAL] and suggest where it fits. List deadlines and events that need prep, with what to prepare. Compare with last week's meeting hours. Then give me 3 concrete suggestions, like which meeting to shorten, move or decline. Also note anything from [PERSONAL CALENDAR] that clashes with work. Do not change any events until I say so.
What to change
- [DAY AND TIME]: e.g. "Sunday at 18:00" or "Friday at 16:00".
- [WHERE TO SEND]: Email, WhatsApp, Telegram or Slack.
- [FOCUS TIME GOAL]: e.g. "three 2-hour blocks with no meetings".
- [PERSONAL CALENDAR]: e.g. "the Family calendar" or "my personal Gmail calendar".
Example result
- Weekly calendar review: 13 to 19 October
- The numbers
- • Meeting hours: 19 (last week: 15)
- • Busiest day: Wednesday, 6.5 hours of meetings
- • Lightest day: Friday, 1 hour
- Problems
- • Clash Tuesday 10:00: Design review overlaps with "Vendor call: Brightline"
- • Clash Thursday 17:30: Team retro runs into your daughter's swim class (Family calendar)
- • Back-to-back: Wednesday 9:00 to 13:30 with no break
- • No lunch: Wednesday
- • No agenda: "Sync" with Omar (Thursday 11:00), 60 minutes, no description
- Focus time
- Goal: three 2-hour blocks. Found two:
- • Monday 13:00 to 15:00
- • Friday 9:00 to 11:00
- The third only fits if a Tuesday meeting moves.
- Prep needed
- • Monday 9:30, Q3 review: slides due; you have not opened the deck since last week
- • Thursday: proposal for Halden Foods is due by end of day
- 3 suggestions
- 1. Move the Brightline vendor call to Friday 11:30. That fixes the clash and frees Tuesday 10:00 to 12:00 for your third focus block.
- 2. Ask Omar for an agenda or cut the Thursday sync to 30 minutes.
- 3. Block Wednesday 12:30 to 13:15 for lunch now, before someone books it.
- Reply "do 1 and 3" and I will draft the reschedule email and add the lunch block.
How to do it with todo.is
- Connect Google in todo.is so your agent can read your calendars.
- Copy the prompt, set your review time and how much focus time you want each week.
- Paste it on the Today screen. Your agent reviews your week every time it runs.
- Reply with what to do, for example "block Friday morning". It asks before adding or changing events.
Tips for a better result
- Friday afternoon or Sunday evening both work. Pick the time you are most likely to act on it.
- Set a meeting-hours limit (for example 15 hours) and ask your agent to warn you when the week goes over it.
- Meetings without an agenda are the easiest to shorten or decline. Ask the owner for one before the day.
- Include your personal calendar. Most real clashes are between work and family plans.
weekly calendar review: FAQ
- What is a weekly calendar review? It is a short check of the coming week: meetings, deadlines, clashes and free time. You use it to fix problems early and protect time for real work.
- How long should a weekly review take? About 10 to 15 minutes. With your agent doing the counting and checking, you only spend a few minutes deciding what to change.
- Can the agent reschedule meetings for me? It can add events to your calendar and draft emails to ask others to move a meeting. It checks with you before changing anything or sending an email.
- Does it work with Outlook calendars? This prompt uses Google Calendar. If your work calendar is Outlook, you can share it into Google Calendar or send your agent an exported calendar file.
JavaScript is required to use the todo.is app.