# Resolve a calendar conflict with the fewest knock-on changes

A clear recommendation on which meetings to keep, move, or delegate when my executive is double-booked, plus the messages to send.

- Topic: Productivity & Planning
- Framework: Few-Shot
- Level: Standard
- Tags: Meetings, Leadership, Plan, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/resolve-a-calendar-conflict-with-the-fewest-knock-on-changes

## Prompt

```text
Help me resolve a scheduling conflict in my executive's calendar.

**The conflicting meetings:** [for each: title, time, attendees, who requested it, how hard it was to schedule]
**The rest of the week:** [PASTE OR DESCRIBE open slots and fixed commitments]
**My executive's priorities right now:** [e.g. "closing the funding round", "board prep", "key customer renewal"]
**Rules I work by:** [e.g. "never move the CEO 1:1", "external before internal", "no meetings before 9am"]
**Who could attend instead:** [deputies or delegates, if any]

Work through it:
1. Rank the meetings by importance using my executive's priorities, seniority and external status of attendees, and how hard each is to reschedule (number of people, time zones, deadlines).
2. Recommend what to keep, move, shorten, or delegate - with one line of reasoning each.
3. For anything that moves, propose 2-3 new slots from the open time I listed and flag any that create back-to-backs or break my rules.
4. Note any knock-on effects (prep time lost, travel buffers, other attendees' calendars).

Then draft:
- A short note to my executive explaining the recommendation for a quick yes/no.
- The reschedule message for each moved meeting - polite, no over-explaining, offering the new slots.

Do not assume availability for other attendees; mark it [CHECK THEIR CALENDAR].
```

## What to fill in

- PASTE OR DESCRIBE open slots and fixed commitments
- deputies or delegates, if any
- CHECK THEIR CALENDAR

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.