Executive Support
Multi-Timezone Calendar System
The founder ran a consulting business across the US, UK, and Australia. His calendar was a mess of overlapping bookings, missed prep time, and meetings that ran into other meetings because no one had built in buffers. I rebuilt his calendar from the ground up.
Founder's calendar · colour-coded by client, with deep-work blocks protected
The system
- Colour-coded by clientEach major client has a fixed colour, so the founder sees his week at a glance and knows where his attention is going.
- Protected deep-work blocksThree blocks per week, locked. No one (not even me) books over them without explicit approval.
- Buffer enforcementEvery meeting has a 15-minute buffer either side. No back-to-back disasters.
- Pre-meeting briefsEach calendar event includes a one-paragraph brief: who, why, what to read first, what to decide.
- Cross-timezone hygieneExternal-facing booking links auto-adjust to the inviter's timezone. Internal team meetings rotate timezone-favourable slots so no one is always the one taking the call at 11pm.
The toolchain
Google CalendarCalendlyNotionSlack
Outcome
0
Double bookings
In six months of running.
3
Protected blocks
Weekly deep-work, untouchable.
15 min
Standard buffer
Before and after every meeting.