Total your executive's time by category and avoid double counting

About this exercise

Build a table with the header Category | Hours | Share for the CEO's week, one row per category. Count a meeting only once, in the category the notes say it belongs to. Share is hours divided by the total hours, rounded to a whole percent. Then add a last line "Biggest block:" naming the category with the most hours and its share. Plain text, under 90 words.

Common mistakes when you ask AI for this

• Double counting. The AI keeps Internal meetings at 18 hours. Try: Say: "Count a meeting only once, in the category the notes say."
• Wrong total. The AI divides by 52. Try: Say: "Share is hours divided by the corrected total."
• Subtracting the lunch. The AI changes Travel because of the lunch note. Try: Say: "The Travel total already excludes it; leave Travel as is."
• Wrong format. The AI adds commentary or columns. Try: Say: "Exactly this header, five rows, then the Biggest block line."
• Markdown. The AI bolds the biggest block. Try: Say: "Plain text."
• Trusting the AI to count words. AI is bad at counting. Ask for a total word limit and it often lands over it. Try: Cap each part instead, for example: "each line under 15 words."

What a strong prompt includes

• Gives the header
• No double counting
• Rounded shares
• Biggest block line
• Corrected total

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