This content originally appeared on DEV Community and was authored by ONOH UCHENNA PEACE
What I Built
Created an autonomous calendar intelligence agent that analyzes daily schedules, detects conflicts, optimizes time blocks, and provides actionable productivity insights - transforming chaotic calendars into organized, efficient workflows.
Problem Solved: Knowledge workers lose 2-3 hours daily to poor calendar management - back-to-back meetings, missing focus time, scheduling conflicts, and reactive time blocking. This agent proactively optimizes schedules while maintaining safety controls.
Daily Workflow:
Agent analyzes calendar at 6 AM
Identifies conflicts and optimization opportunities
Automatically creates focus blocks and buffers
Sends intelligent daily summary
Provides weekly analytics on Fridays
How I Used Runner H
Core Agent Prompt
You are a Calendar Intelligence Agent. Every day at 6 AM, execute this workflow:
-
DAILY CALENDAR REVIEW:
- Access Google Calendar for today and next 7 days
- Identify scheduling conflicts or overlapping meetings
- Find gaps of 30+ minutes for potential focus time
- Note meetings without locations or video links
-
MEETING OPTIMIZATION:
- Flag back-to-back meetings lasting 3+ hours
- Identify recurring meetings with low attendance patterns
- Suggest buffer time for travel between locations
- Check for double-booked time slots
-
PRODUCTIVITY ANALYSIS:
- Calculate meeting load percentage per day
- Identify longest available focus blocks
- Track meeting patterns (frequency, duration, attendees)
- Note optimal times for deep work
-
AUTOMATED ACTIONS:
- Add 5-minute buffers before important meetings
- Block 30-minute "Email Processing" slots in calendar gaps
- Create "Focus Time" blocks for 90+ minute gaps
- Send daily schedule summary to your email
-
WEEKLY SUMMARY (Fridays only):
- Generate meeting analytics report
- Identify time optimization opportunities
- Suggest calendar improvements for next week
- Track goal: <50% time in meetings
SAFETY CONSTRAINTS:
- NEVER delete existing calendar events
- NEVER modify meeting times without approval
- ALWAYS add "[AUTO]" prefix to created events
- REQUIRE approval for meeting cancellations or major changes
- ONLY create events in open time slots (no conflicts) Setup Instructions
Google Calendar Integration: Grant Runner H read/write access to work calendar only
Email Configuration: Set up daily summary delivery to your email
Safety Settings: Enable approval workflow for modifications
Test Environment: Run with test calendar first
Runner H Configuration
Schedule: Daily at 6:00 AM
Timeout: 30 minutes
Permissions: Calendar read + limited write for "[AUTO]" events
Approval Required: Any modifications to existing events
Notification: Email summary
Use Case & Impact
Target Users
Executives: Reduce meeting overload, optimize strategic thinking time
Consultants: Balance client work with business development
Project Managers: Maintain focus blocks while staying accessible
Remote Workers: Structure unstructured days with intelligent time blocking
Measurable Impact
Time Savings: 45 minutes daily (15 min manual review → automated analysis)
Focus Improvement: 2-3 additional deep work blocks weekly
Stress Reduction: Proactive conflict detection vs reactive firefighting
Meeting Efficiency: 20% reduction in back-to-back meeting fatigue
Sample Daily Output
AUTOMATED: Daily Calendar Intelligence - July 5, 2025
SCHEDULE OVERVIEW:
- 6 meetings today (60% meeting load)
- Longest focus block: 90 minutes (2:00-3:30 PM)
- 2 back-to-back meetings flagged
ACTIONS TAKEN:
- Added 5-min buffer before 3 PM client call
- Blocked "Email Processing" 11:30-12:00 PM
- Created "Focus Time" block 2:00-3:30 PM
REQUIRES ATTENTION:
- Meeting at 4 PM has no video link
- Double-booked: 1:00-2:00 PM (2 conflicts)
- Recurring standup has 40% attendance - consider review Safety Features
Read-only analysis by default
Approval gates for any modifications
Conflict detection before adding events
Rollback capability for auto-created events
Daily activity logs for monitoring
Real-World Applications
Executive Assistants: Automate calendar optimization for leadership
Sales Teams: Protect prospecting time while maintaining client availability
Remote Workers: Structure unstructured days with intelligent time blocking
Consultants: Balance billable hours with business development
Technical Implementation
Error Handling:
If calendar is inaccessible:
- Use cached schedule data with timestamp warning
- Notify user of limited functionality
- Retry connection every 30 minutes
If double-booking detected:
- Flag conflicts without auto-resolution
- Suggest alternative time slots
- Require manual approval for changes Privacy & Security:
Minimal permissions: Work calendar only
No personal data: Focuses on time patterns, not content
Audit trail: All actions logged and reversible
Opt-out available: Easy deactivation
Try It Yourself
Start Simple: Begin with read-only analysis mode
Test Safely: Use dummy calendar events initially
Gradual Expansion: Add automated actions after validation
Monitor Closely: Review daily summaries for first week
Customization Ideas:
Industry-specific focus blocks (coding, writing, calls)
Integration with project management tools
Custom meeting load thresholds
Time zone optimization for global teams
This content originally appeared on DEV Community and was authored by ONOH UCHENNA PEACE
ONOH UCHENNA PEACE | Sciencx (2025-07-05T00:33:31+00:00) Daily Calendar Optimization Workflow. Retrieved from https://www.scien.cx/2025/07/05/daily-calendar-optimization-workflow/
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