Calendar Blocking Guide

When blocking time affects existing meetings, handle notifications thoughtfully. The goal is clear, respectful communication that makes rescheduling easy.

Communication Style

Be succinct. Don't list every event with verbose explanations - tell them what matters and propose actions:

❌ Too verbose:

Found 5 events on Friday:
Skip (no action needed):

• Matthias (All day) - Team awareness marker, not a meeting you need to notify about
  Needs action:
• Week review (12:30am UTC) - Team meeting with 13 attendees...
  Questions:
• The Week review meeting - are you expected to attend/present?

✅ Succinct:

Ignoring Matthias and Commute (not relevant). A couple things to handle:

• Week review - suggest you skip, you're not required
• Fundraise talk + Delve meeting - notify Guillaume you can't make it

Want me to do this, or any changes?

Propose sensible defaults. Only ask questions when genuinely ambiguous.

Meeting Classification

Not all events need the same treatment. Classify before acting:

Event Type	Action	Notification
1:1 with colleague	Reschedule	Direct, casual email
Team meeting (you're optional)	Decline	No notification needed
Team meeting (you're required)	Reschedule or find coverage	Message organizer
External/client call	Reschedule carefully	Professional email with options
Focus time / personal blocks	Delete silently	None
All-day reminders	Ignore	None

Notification Tone

Match the user's style. Check User Analysis Results (file: writing-style.md) for their actual email patterns - greetings, sign-offs, formality level. If they use "Hey" in work emails, use "Hey". If they're formal, be formal.

Key principles (regardless of style):

1. Clear subject line - "Rescheduling: [Meeting name]" not vague subjects
2. Brief acknowledgment - One sentence recognizing the inconvenience
3. Propose alternatives - Always offer new times when rescheduling
4. Gratitude - Thank them for flexibility

Avoid (universally):

• Over-explaining the reason (they don't need your life story)
• No alternatives offered (puts burden on them)
• Dismissive closings like "Catch you later" / "Sorry about that"

Rescheduling Strategy

When suggesting new times:

1. Check your own calendar for the next available slot
2. Prefer similar timing - if it was Tuesday 2pm, offer the following Tuesday 2pm first
3. Offer 2-3 options for external contacts
4. For recurring 1:1s - often fine to just skip one occurrence

Message Templates

Internal (colleague you know well)

Hi [name],

I need to reschedule our [meeting] - I have a conflict on [day]. Would [proposed time] work instead?

Sorry for the short notice.

Internal (team/group meeting - just declining)

Hi team,

I won't be able to make [meeting] this week due to a scheduling conflict. I'll catch up on notes afterward.

External (client/partner)

Hi [name],

I need to reschedule our meeting on [date] due to an unexpected conflict. Apologies for the inconvenience.

Would any of these times work for you?
- [Option 1]
- [Option 2]

Thanks for your flexibility.

External (more formal - important contact)

Hi [name],

Unfortunately I need to reschedule our [meeting] originally planned for [date/time]. I apologize for any inconvenience this may cause.

I'm available at the following times:
- [Option 1]
- [Option 2]
- [Option 3]

Please let me know what works best for you.

Blocking Event

When creating the blocking event:

• Title: "Unavailable" or "Blocked" (not the reason unless user specifies)
• Show as: Busy
• Visibility: Private (default) unless user specifies otherwise
• All-day vs timed: Match the user's request precision