{"id":"exec-calendar-rules-if-then-list","audience":"executive-assistants","category":"leadership-work","track":"leadership","level":"intermediate","technique":"format","title":"Turn rambling scheduling preferences into six IF/THEN calendar rules","free":false,"task":"Convert your executive's scheduling preferences into exactly 6 numbered rules in the form: 1. IF ... THEN ... Use exact times and numbers from the notes, one rule per preference, and use the later instruction when two conflict. Plain text, each rule under 22 words, nothing before or after the list.","materialLabel":"Executive's voice memo, transcribed (attached to your prompt automatically)","material":"Okay, so for my calendar. Mornings are for thinking, I don't want calls before 10:30. Actually I said 10 before, make it 10:30. Fridays I want to be done by 3 pm, I pick up my kids. Anything from the board or the audit committee, always say yes, even if it's on a Friday afternoon, that's the exception.\n\nVendors: I get too many pitches. Only take a vendor call if one of our contracts with them ends within 90 days, otherwise politely decline. Direct reports get a 30-minute one-on-one every week; never move those more than once. If someone asks for an hour, offer 30 minutes first.\n\nTravel: no more than two nights away in a row unless it's a customer visit. And I need a 15-minute break between back-to-back meetings, never more than three in a row.\n\nOh and lunch is sacred, 12:00-12:45, unless the CEO asks. Don't put anything on my calendar on Sunday.\n\nAlso my cat's name is Pepper, ignore that.","rules":[{"type":"numberedItems","count":6},{"type":"maxWords","max":170},{"type":"plainText"}],"mistakes":[{"title":"Using the old time","why":"The AI keeps 10:00.","fix":"Say: \"Use the later instruction: 10:30.\"","checks":["r0"]},{"title":"Losing the numbers","why":"The AI writes 'avoid vendors'.","fix":"Say: \"Keep exact numbers: 90 days, 30 minutes, 15-minute breaks.\"","checks":["r1"]},{"title":"Adding extra rules","why":"The AI makes a rule for Sunday or the cat.","fix":"Say: \"Exactly 6 rules; the board exception goes inside a rule.\"","checks":["r2","numberedItems"]},{"title":"Markdown","why":"The AI bolds IF and THEN.","fix":"Say: \"Plain text.\"","checks":["plainText"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each rule: \"each rule under 22 words.\"","checks":["maxWords"]},{"title":"Trusting the AI to count words","why":"AI is bad at counting. Ask for a total word limit and it often lands over it.","fix":"Cap each part instead, for example: \"each line under 12 words.\"","checks":["maxWords"]}],"promptHints":[{"label":"Format","patterns":["if.*then","1\\.\\s*if"]},{"label":"Six rules","patterns":["6 rules","six"]},{"label":"Later instruction","patterns":["later","conflict","latest"]},{"label":"Exact numbers","patterns":["exact","numbers?"]},{"label":"Plain","patterns":["plain text","nothing (before|after)"]}],"hint":"Show the rule format, the count, and how to handle conflicts.","rubricLabels":["Every rule follows \"N. IF ... THEN ...\" and there are exactly six, one each for calls before 10:30, Friday 3 pm, vendor calls, one-on-ones or hour-long requests, travel and meeting breaks, as the six main preferences, with the later instruction (10:30, not 10) used","Rules include exact values from the notes: 90 days for vendor contracts, 30-minute one-on-ones, 15-minute breaks with a maximum of three back-to-back meetings","The board and audit committee exception is included as part of a rule rather than as a seventh rule, and nothing about Pepper the cat or Sunday appears as a separate rule"]}