Help me build a realistic plan for [WEEK DATES]. My fixed commitments are [FIXED COMMITMENTS]. My top outcomes for the week are [TOP OUTCOMES]. My available work and personal planning hours are [AVAILABLE HOURS]. My constraints, energy patterns, and non-negotiables are [CONSTRAINTS]. Create a weekly calendar plan, not a generic productivity list. 1. First separate fixed commitments, time-sensitive tasks, deep-work tasks, maintenance work, and optional tasks. Identify conflicts, missing duration estimates, and outcomes that do not fit in the available time. 2. Allocate blocks around my actual calendar. Protect focused work in blocks of 60-120 minutes where possible, batch shallow work, and include travel, meals, transition time, and a reasonable buffer. Do not schedule more than about 70% of uncommitted time unless I explicitly request an aggressive plan. 3. For each top outcome, assign the next concrete deliverable and at least one calendar block. Break projects into blocks that end with a visible result, not labels such as "work on project." 4. Produce: (a) a day-by-day calendar table with start and end times, (b) a ranked task list for unblocked time, (c) a short "if the week slips" triage plan naming what to defer first, and (d) a Friday review checklist. Keep evenings and recovery time protected according to my constraints. Do not silently move deadlines or invent availability. Before answering, check that no time overlaps exist and that every top outcome has enough planned time for its stated deliverable. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [WEEK DATES] | Enter the dates and time zone for the week you are planning. | Monday October 5 through Sunday October 11, Eastern Time |
| [FIXED COMMITMENTS] | List meetings, appointments, travel, deadlines, and recurring commitments with times and durations. | Mon 10:00-10:30 team standup; Tue 1:00-2:00 dentist plus 30 minutes travel each way; Wed 2:00-4:00 client workshop; Thu 11:00-11:45 manager meeting; Fri report due by 3:00 PM |
| [TOP OUTCOMES] | List the 3-5 results that would make the week successful, with deadlines if any. | Submit client workshop follow-up by Thursday; finish first draft of Q4 report by Friday; exercise three times; plan Saturday family dinner |
| [AVAILABLE HOURS] | State your normal working hours and any personal time you want included. | Work 9:00 AM-5:30 PM Monday-Friday; personal planning Sunday 4:00-5:00 PM |
| [CONSTRAINTS] | Describe energy patterns, childcare, commute, recovery needs, and limits on meetings or evening work. | Best analytical work before noon; no meetings before 10:00 AM; pick up child by 5:45 PM; no work after 7:00 PM |
How to use
- Paste calendar commitments with start and end times, including travel and recurring responsibilities.
- Compare the proposed blocks against your actual calendar before adding them; move blocks rather than accepting overlaps.
- Mark the first deliverable for each major project, such as "outline approved" or "analysis table complete."
- Follow up with: "Tuesday is now lost to an urgent issue. Replan the remaining week while preserving the Friday deadline and my evening limit."
Variations
Overloaded week
Use this when the workload plainly exceeds your available time.
Triage my overloaded week. My available hours are [AVAILABLE HOURS], my immovable commitments are [COMMITMENTS], and my tasks with deadlines and consequences are [TASKS]. Rank work as must do, should do, delegate, defer, or decline. Then create a calendar for only the must-do work with buffers and transition time. Draft concise messages for [STAKEHOLDERS] requesting a new deadline, reduced scope, or help where needed. Do not assume I can work nights or weekends unless listed. Check that the proposed plan fits the hours exactly. Ask up to 3 questions only if an input is missing.
Manager weekly plan
Use this to plan team leadership work alongside individual tasks.
Create a weekly plan for me as a manager. My team responsibilities are [TEAM RESPONSIBILITIES], fixed calendar events are [COMMITMENTS], and my individual deliverables are [DELIVERABLES]. My work hours and limits are [HOURS AND LIMITS]. Build a calendar that reserves preparation before key meetings, decision time after them, office hours or response windows, and focused work. For each team interaction, state its purpose and desired output. Include a short delegation list with owner, due date, and definition of done. Do not invent team capacity or commitments. Ask up to 3 questions only if required information is missing.
Weekly reset
Use this on Sunday or Monday to plan work and personal commitments together.
Guide me through a weekly reset using these inputs: [CALENDAR], [OPEN TASKS], [PERSONAL COMMITMENTS], and [ENERGY OR HEALTH LIMITS]. First identify deadlines, appointments, waiting-for items, and tasks that can be dropped. Then make a seven-day plan with no more than [PRIORITY LIMIT] major priorities. Include preparation blocks, errands grouped by location or type, exercise or recovery time, and a 20-minute daily shutdown. Give me a Sunday review template for the following week. Flag anything that will not fit rather than filling every open hour. Ask up to 3 questions only if an input is missing.
Tips
- Plan deliverables, not categories: "send reviewed proposal" is schedulable, while "proposal" conceals the work needed to finish it.
- Put preparation time before consequential meetings and a short decision block afterward; otherwise meetings create unplanned follow-up work.
- Treat uncommitted time as finite capacity and leave room for messages, delays, and small decisions instead of using every visible gap.
- When a plan breaks, re-rank outcomes before moving blocks; copying the full plan later usually creates an impossible backlog.
FAQ
Should I give the AI access to my calendar?
You can paste relevant events manually. If you share calendar details, remove sensitive titles or attendee information that are not needed for planning.
How many priorities should a weekly plan contain?
For most people, three to five meaningful outcomes is enough. A plan with ten top priorities is a list of competing intentions, not a priority system.
What if the suggested plan has no buffer time?
Ask it to reduce scope or defer work. Buffers are necessary for ordinary interruptions and are not wasted calendar space.