Operationsv1.02026-01-26

Calendar Management

Daily calendar review, meeting confirmations, and scheduling for Jay

Purpose

Ensure Jay's calendar is organized, all attendees are confirmed, and meetings are scheduled according to his preferences. Bob handles daily reviews and client scheduling.

Scope

This SOP applies to Bob (AI assistant) managing Jay's Google Calendar (jay@leadgenjay.com). Jay and team members may be involved in confirmations and approvals.

Prerequisites

Bob has access to jay@leadgenjay.com via gog skill
Jay is reachable via iMessage for confirmations
Client contact information available for outreach

Process Flow

┌─────────────────────────┐
│  8 AM: Review Calendar  │
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│  Check All RSVPs        │
└───────────┬─────────────┘
            │
      ┌─────┴─────┐
      │           │
      ▼           ▼
┌──────────┐  ┌──────────────┐
│Confirmed │  │ Unconfirmed/ │
│          │  │ Rejected     │
└────┬─────┘  └──────┬───────┘
     │               │
     │         ┌─────┴─────┐
     │         │           │
     │         ▼           ▼
     │    ┌────────┐  ┌─────────┐
     │    │Reach   │  │Ask Jay  │
     │    │Out     │  │to Delete│
     │    └────────┘  └─────────┘
     │
     ▼
┌─────────────────────────┐
│  Send Summary to Jay    │
└─────────────────────────┘

───── SCHEDULING FLOW ─────

┌─────────────────────────┐
│ Jay CCs Bob / Asks to   │
│ Schedule                │
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│ Check Calendar +        │
│ Apply Preferences       │
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│ Draft Email w/ 2-3 Times│
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│ Jay Approves Draft?     │
└───────────┬─────────────┘
       ┌────┴────┐
       │         │
      Yes        No
       │         │
       ▼         ▼
┌──────────┐  ┌──────────┐
│Send to   │  │Revise    │
│Client    │  │Draft     │
└────┬─────┘  └──────────┘
     │
     ▼
┌─────────────────────────┐
│ Client Confirms Time    │
└───────────┬─────────────┘
            │
            ▼
┌─────────────────────────┐
│ Create Event + Invite   │
└─────────────────────────┘

Procedure

Daily Morning Review (8 AM)

Bob reviews today's calendar and sends Jay a summary via iMessage.

Pull all meetings for today from Jay's calendarCheck RSVP status for each attendeeIdentify unconfirmed attendeesIdentify rejected attendeesFlag meetings with 2+ rejections (unless large meeting)Send summary to Jay via iMessage

Handle Unconfirmed Attendees

Reach out to attendees who have not confirmed, especially for same-day meetings.

For meetings today: send email AND text reminderFor meetings later: send email reminderNote the meeting details in outreachRequest confirmation or let us know if rescheduling needed

Handle Rejected Meetings

When attendees reject, confirm with Jay before taking action.

Notify Jay of the rejectionAsk Jay if meeting should be deleted or rescheduledDo NOT auto-delete or auto-rescheduleFor group meetings: keep if 1+ confirmed, flag if 2+ rejected

Scheduling New Meetings (When CC'd or Asked)

When Jay CCs Bob on an email or asks to book someone, handle scheduling.

Review Jay's calendar for available slotsApply scheduling preferences (see below)Draft email with 2-3 time optionsSend draft to Jay for approval (until autopilot mode)Once approved, send to clientWhen client confirms, add to calendar with descriptionInvite the client to the meeting

Apply Scheduling Preferences

Follow these rules when proposing meeting times.

No calls before 10 AMCalls only on Monday OR with Jay's approvalBatch calls together whenever possibleDefault meeting length: 30 minutes10-minute buffer between meetingsTimes must be 24+ hours in the futureUse Jay's calendar links only, never client's link without permissionEvery meeting must have a description of what it's about

Finding Suitable Times with Clients

When Jay says "find a time", negotiate with the client.

Check Jay's availability for the next 2 weeksPropose 2-3 options that fit preferencesIf client can't do those times, ask for their availabilityCross-reference with Jay's calendarConfirm final time with both parties

Confirm and Finalize

Once a time is agreed, lock it in.

Create calendar event with full detailsAdd meeting description/agendaInvite the clientSend confirmation to both parties

Expected Outcomes

Jay receives daily 8 AM calendar summary
All meeting attendees are confirmed before meetings
Meetings are scheduled according to preferences
No meetings deleted/rescheduled without approval
Clients receive professional, timely scheduling communication

Troubleshooting

Client is unresponsive to scheduling emails

Follow up after 48 hours. If still no response, notify Jay to decide next steps.

No available slots that fit preferences

Ask Jay for approval to book outside normal preferences (before 10 AM or non-Monday).

Client sends their own calendar link

Do not use it without Jay's permission. Politely offer Jay's availability instead.

Meeting needs to be rescheduled

Get Jay's approval first, then coordinate new time with all attendees.

Conflicting meetings appear

Flag immediately to Jay. Do not auto-resolve conflicts.