You’re probably wasting time—let AI fix your calendar in 5 minutes
Use AI to improve your productivity in three easy steps
I can guarantee that you’re probably not optimizing your workday. The good news is that I have a solution that will take you less than five minutes and should give you 2-3 solid ideas on how to improve where you spend your time.
Using AI to examine your calendar
Just follow these three easy steps:
Export your calendar data (preferably your work calendar). With Google Calendar, go to settings > export (or just go to this link) and export your ICS file. You’ll have to figure out how to do this based on your Calendar tool.
Run this prompt. Go to ChatGPT and use this prompt or a similar prompt:
I am [your role] at [your company]. Based on the last 3 months of data in my calendar, tell me the following:
Which meetings should I no longer attend?
Which meetings should I reduce in frequency?
Who am I not meeting enough with?
What meetings do you recommend I add to my calendar?
Review the results and adjust your calendar accordingly.
You can also ask ChatGPT to break down how your time is spent with customers versus your internal meetings, strategic vs. operational, and proactive vs. reactive. You can even tell ChatGPT to create charts for you and to suggest a revised schedule. I’m sure you have your own ideas on how to break down the data.
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What I learned about my own calendar analysis
I had four main takeaways:
There were certain meetings that I could delegate someone from my team to attend in my place. There were opportunities to give others a leadership role and free up my time.
While I had put holds on my calendar, I needed to timeblock specific tasks to keep myself more accountable. Specifically, I should add some strategic thinking time to think through the most significant challenges based on reviewing our data.
I wasn’t meeting enough customers. This spurred the need to set up an executive sponsor program so I could meet with more of our customers on a regular basis.
There were certain meetings I needed to add. These included additional internal meetings with my CX leadership team and skip-level meetings with the rest of the CX team.
This whole exercise made me rethink how I should be spending my time. In my upcoming book, The Strategic Customer Success Manager, I have an entire chapter on productivity. I argue that in order to be strategic, you need to be productive. In order to be productive, you need to plan out your week and focus your time. I recommend a few exercises to review your calendar, but the rapid advancements in AI are making this even easier. For example, Claude connects directly to your Google Calendar so you can do this analysis even faster.
I hope you found this helpful. I would love to hear if you have additional prompts to improve your productivity.
PS: I’ve submitted my manuscript to my book formatter and just received my book proofs. It was a huge moment for me to send on the completed manuscript but it’s also very scary. What if there is a typo? What if I left something out? I’ll just have to deal with that. It’s time to get this published!