Ask: "Show me all my tasks for the next week"

MCP Tool: mcp__google-workspace__list_tasks
Parameters:
  task_list_id: "default-list-id"
  show_completed: false
  due_max: "[end of next week]"
  user_google_email: "your-email@gmail.com"

Ask: "Show me my calendar for next week with time availability analysis"

MCP Tool: mcp__google-workspace__get_events
Parameters:
  calendar_id: "primary"
  time_min: "[next Monday 00:00]"
  time_max: "[next Sunday 23:59]"
  detailed: true
  user_google_email: "your-email@gmail.com"

Then analyze:
"Identify all available time blocks longer than 90 minutes"

Total work hours: 40 hours/week
- Existing meetings: [X hours]
- Email/admin: 5 hours
- Buffer time: 3 hours
= Available for task work: [Y hours]

Ask: "Help me categorize my tasks by:
1. Time required (quick/short/medium/long)
2. Energy needed (high/medium/low)
3. Priority (critical/high/medium/low)
4. Deadline (fixed/flexible/someday)"

Process:
1. Identify all tasks with fixed deadlines this week
2. Work backwards from deadline
3. Schedule prep/work time accordingly

Example:
Task: "Complete board presentation"
Deadline: Thursday 2pm
Schedule:
- Tuesday 9am-11am: Outline and research
- Wednesday 9am-12pm: Create slides
- Wednesday 2pm-3pm: Review and polish
- Thursday 1pm-1:45pm: Final prep and practice

Ask: "Schedule 'Complete board presentation' across multiple days leading up to Thursday 2pm deadline"

MCP Tool: mcp__google-workspace__create_event (for each block)
Parameters:
  summary: "TASK: Complete board presentation (Part 1: Outline)"
  start_time: "2025-10-22T09:00:00-07:00"
  end_time: "2025-10-22T11:00:00-07:00"
  description: "Work on board presentation outline and research. Task ID: [task-id]"
  transparency: "opaque"  # Shows as busy
  user_google_email: "your-email@gmail.com"

Identify top 3 most important tasks requiring deep work:
1. [Most important strategic/creative task]
2. [Second most important]
3. [Third most important]

Schedule during your peak energy times (usually mornings):

Ask: "Block my best morning hours (9am-12pm) Tuesday and Thursday for deep work on my top priority tasks"

Create calendar blocks:

MCP Tool: mcp__google-workspace__create_event
Parameters:
  summary: "🎯 DEEP WORK: [Task name]"
  start_time: "2025-10-22T09:00:00-07:00"
  end_time: "2025-10-22T12:00:00-07:00"
  description: "Focus time for [task details]. No meetings, no interruptions. Task ID: [id]"
  transparency: "opaque"
  reminders: [{"method": "popup", "minutes": 15}]
  user_google_email: "your-email@gmail.com"

Best practices:
- Minimum 90 minutes per block
- Schedule 2-3 days before needed
- Add emoji (🎯) to visually distinguish
- Set reminder 15 min before
- Include task details in description

For each meeting on your calendar:

Ask: "Add 15-30 minute prep time before each of my meetings this week"

Calculate prep time needed:
- Standard meeting: 15 minutes
- Important/complex meeting: 30 minutes
- Presentation/demo: 60 minutes

Create prep blocks:

MCP Tool: mcp__google-workspace__create_event
Parameters:
  summary: "📋 PREP: [Meeting name]"
  start_time: "[30 min before meeting]"
  end_time: "[meeting start time]"
  description: "Prepare for [meeting name]: Review agenda, prepare materials, gather context"
  transparency: "opaque"
  user_google_email: "your-email@gmail.com"

Automation option:
"For all meetings this week, automatically create 30-minute prep blocks before each"

Fit remaining important tasks into available slots:

Strategy:
1. Use afternoon time blocks (post-lunch energy)
2. Fill gaps between meetings (if > 45 minutes)
3. Batch similar tasks together
4. Leave some flexibility

Example scheduling:

Ask: "Schedule these 3 medium-priority tasks in available afternoon slots:
- Review team proposals (60 min)
- Update project documentation (45 min)
- Conduct code review (90 min)"

MCP Tool: mcp__google-workspace__create_event (for each)
Parameters:
  summary: "TASK: [Task name]"
  start_time: "[appropriate afternoon slot]"
  end_time: "[start + duration]"
  description: "[Task details and context]"
  user_google_email: "your-email@gmail.com"

Group similar low-priority tasks:

Common batches:
- Email processing (30-60 min daily)
- Admin tasks (60 min, once/week)
- Quick updates (30 min, 2x/week)
- Planning/organizing (60 min, Friday)

Ask: "Create daily email processing block at 2pm for 30 minutes"

MCP Tool: mcp__google-workspace__create_event
Parameters:
  summary: "📧 BATCH: Email Processing"
  start_time: "[2pm each day]"
  end_time: "[2:30pm each day]"
  description: "Process inbox, respond to emails, clear to zero. Multiple tasks batched together."
  transparency: "opaque"
  user_google_email: "your-email@gmail.com"

Ask: "Analyze my schedule after adding tasks:
- Total scheduled hours (meetings + tasks)
- Available buffer time remaining
- Any overloaded days?
- Realistic or overcommitted?"

Healthy schedule check:
✅ Total scheduled < 35 hours (leaving 5 hours buffer)
✅ No day with > 8 hours scheduled
✅ At least 90 minutes buffer daily
✅ Lunch breaks present
✅ Some flex time each day

If overcommitted:
- Move lower-priority tasks to next week
- Combine similar tasks
- Reduce task scope
- Decline optional meetings

Review energy-task matching:

Ask: "Check if my high-energy tasks are scheduled during peak energy times"

Ideal alignment:
Morning (9am-12pm): Deep work, creative tasks
Afternoon (1-4pm): Meetings, collaboration
Late afternoon (4-6pm): Admin, planning, lighter work

Adjust if needed:
"Move [task] from afternoon to morning slot for better energy alignment"

Protect time for unexpected items:

Ask: "Add 1-hour buffer blocks on Tuesday and Thursday afternoons"

MCP Tool: mcp__google-workspace__create_event
Parameters:
  summary: "⏸️ BUFFER: Flex time"
  start_time: "[afternoon slot]"
  end_time: "[+1 hour]"
  description: "Buffer time for unexpected tasks, overruns, or breaks. Use if needed, protect if not."
  transparency: "transparent"  # Shows as free
  user_google_email: "your-email@gmail.com"

Note: Set as "free" so urgent meetings can be scheduled if needed, but you still see it as buffer

For each scheduled task:

Ask: "Update task notes with scheduled time"

MCP Tool: mcp__google-workspace__update_task
Parameters:
  task_list_id: "default-list"
  task_id: "[task-id]"
  notes: "Scheduled: Tuesday 9am-11am\nCalendar event: [link to calendar]"
  user_google_email: "your-email@gmail.com"

Benefits:
- See when task is scheduled from task list
- Link between calendar and tasks
- Easy to find and reschedule if needed

For tasks that didn't fit this week:

Ask: "Move these unscheduled tasks to next week"

MCP Tool: mcp__google-workspace__update_task
Parameters:
  task_list_id: "default-list"
  task_id: "[task-id]"
  due: "[next week date]"
  notes: "Deferred from this week - no capacity"
  user_google_email: "your-email@gmail.com"

Or move to "Someday/Maybe" list if not truly needed

1. "Show me all my tasks for this week"
   - 15 tasks total
   - 3 critical, 7 high priority, 5 medium

2. "Show me my calendar availability this week"
   - 18 hours of meetings scheduled
   - ~22 hours available for task work

3. Schedule in order:
   a. Critical task 1: "Launch feature X"
      → Block Tue 9am-12pm, Wed 9am-12pm (deep work)

   b. Critical task 2: "Finalize Q4 budget"
      → Block Thu 2pm-4pm

   c. Critical task 3: "Complete performance reviews"
      → Block Fri 9am-11am

   d. High priority tasks (7 tasks):
      → Schedule in afternoon slots
      → Batch similar tasks
      → Leave 2 tasks for next week if no room

   e. Meeting prep:
      → Add 30-min blocks before 5 meetings

   f. Email processing:
      → Daily 2pm-2:30pm blocks

4. Final check:
   - Total scheduled: 33 hours (meetings + tasks)
   - Buffer available: 7 hours
   - Reasonable and achievable ✅

5. Review Friday afternoon:
   - Check completion status
   - Reschedule any incomplete tasks

1. Assess new task:
   - Time needed: 4 hours
   - Priority: Critical (deadline-driven)
   - Energy: High (complex problem-solving)

2. "Show me available time blocks before Thursday"
   - Wednesday 9am-12pm: Already scheduled (task A)
   - Wednesday 2pm-4pm: Available
   - Thursday 9am-11am: Available

3. Reschedule existing work:
   - Move task A from Wed 9am-12pm to Friday 9am-12pm
   - Free up Wednesday morning for urgent task

4. Schedule urgent task:
   - Wed 9am-12pm: New urgent task (part 1)
   - Wed 2pm-4pm: New urgent task (part 2)

5. "Update my task list with new schedule"

6. Communicate:
   - Let stakeholders know task A moves to Friday
   - Confirm urgent task is now scheduled

1. Current situation:
   - Task: "Implement API endpoint"
   - Scheduled: Thu 9am-11am (2 hours)
   - Actual: Need 2 more hours

2. "Find available time to complete this task"
   - Option 1: Thu 2pm-4pm (has lower-priority task)
   - Option 2: Fri 9am-11am (buffer time)

3. Decision: Use Thursday afternoon
   - Reschedule lower-priority task to next week
   - Block Thu 2pm-4pm for task completion

4. "Reschedule my 2pm task to next Tuesday"

5. Update task:
   - Note: "Took 4 hours instead of 2"
   - Learn: Underestimated complexity
   - Future: Add buffer for similar tasks

Monday: Planning & Meetings
- Schedule all team meetings
- Weekly planning session
- Review and organize tasks

Tuesday & Thursday: Deep Work Days
- No meetings (or minimal)
- Long focus blocks
- Most important creative work

Wednesday: Collaboration Day
- 1-on-1s
- Team working sessions
- Cross-functional meetings

Friday: Admin & Wrap-up
- Email cleanup
- Documentation
- Planning next week
- Lower-priority tasks

Ask: "Set up theme-based weekly schedule with deep work on Tue/Thu"

Track your energy:
- When do you feel most creative? → Schedule complex tasks then
- When do you hit afternoon slump? → Schedule routine work then
- When are you most social? → Schedule meetings then

Personal energy map example:
6-8am: Low (waking up)
8-10am: Rising (good for planning)
10am-12pm: Peak (best for deep work)
12-1pm: Low (lunch)
1-3pm: Moderate (good for meetings)
3-4pm: Slump (admin work)
4-6pm: Second wind (collaboration)

Schedule accordingly:
"Schedule my most challenging tasks during my 10am-12pm peak energy window"

Real time calculation:
Listed time: 2 hours
Context switching: +15 min
Interruptions: +15 min
Prep/cleanup: +15 min
Buffer: +15 min
Actual time needed: 3 hours

Always multiply estimated time:
- Solo work: × 1.25
- Collaboration: × 1.5
- New/unfamiliar: × 2.0

Ask: "Schedule this 2-hour task but account for realistic time with buffer"
→ Actually block 2.5-3 hours

Monday morning: Schedule Mon-Wed
Wednesday afternoon: Schedule Thu-Fri
Friday afternoon: Plan next week

Benefits:
- Adapt to how week unfolds
- Account for tasks taking longer
- Handle unexpected items
- More realistic planning

Ask: "Schedule my critical tasks for the next 3 days only"

Example: Presentation due Friday 2pm

Friday 2pm: Presentation
Friday 11am-1pm: Final practice run (↑ 2 hours before)
Friday 9am-11am: Finalize slides (↑ 3 hours before)
Thursday 2pm-5pm: Create slides (↑ 1 day, 3 hours)
Thursday 9am-11am: Gather data/research (↑ 4 hours before)
Wednesday 2pm-4pm: Outline structure (↑ 1 day, 2 hours)

Ask: "Work backwards from Friday 2pm deadline and schedule all preparation steps"

1. Accept: Free time won't appear magically
2. Make time: Schedule tasks proactively
3. Protect time: Treat task blocks like meetings
4. Say no: Decline new meetings that conflict

"Block next Tuesday/Thursday mornings for deep work - make it recurring for next 4 weeks"

1. Honest assessment: Is this really important?
   - Yes → Schedule immediately in prime time
   - No → Remove from list or move to "someday"

2. Break it down: Task too large/vague?
   - Make subtasks more concrete
   - Schedule first small step
   - Build momentum

3. Address blockers: What's preventing progress?
   - Missing information
   - Waiting on someone
   - Don't know how to start

"Help me break down this task I keep rescheduling into smaller, concrete steps"

1. Check schedule realism:
   - Too many tasks scheduled
   - Tasks take longer than allocated
   - No buffer for unexpected

2. Analyze completion rate:
   - < 50%: Drastically overcommitting
   - 50-70%: Somewhat optimistic
   - 70-85%: Good, realistic planning
   - > 85%: Maybe undercommitting

3. Protect scheduled time:
   - Close communication apps
   - Set "Do Not Disturb"
   - Inform team of focus blocks
   - Use website blockers

"Analyze my task completion rate - am I scheduling too much?"

1. Set tighter time limits:
   - Instead of 3 hours → Schedule 2 hours
   - Creates productive pressure
   - Forces focus

2. Use Pomodoro technique:
   - 25-min focused sprints
   - 5-min breaks
   - Track progress

3. Define "done":
   - What does complete look like?
   - Set specific deliverable
   - Stop when reached

"Schedule this task with aggressive deadline - set timer for completion"

1. Use visual hierarchy:
   - Different colors for task types
   - Emoji prefixes (🎯 deep work, 📧 email, 📋 prep)
   - Shorter event titles

2. Separate calendars:
   - Work calendar
   - Personal calendar
   - Task calendar (can hide when needed)

3. Simplify view:
   - Hide completed tasks
   - Show only upcoming week
   - Use agenda view instead of calendar grid

"Create separate calendar for scheduled tasks so I can toggle visibility"

# List Tasks
"Show all my tasks for this week"
"Show high-priority unscheduled tasks"
"What tasks are overdue?"

# Find Time
"When do I have 2+ hour blocks this week?"
"Find time for 3-hour deep work session"
"Show me all available afternoon slots"

# Schedule Tasks
"Schedule [task name] on Tuesday morning"
"Block Thursday 9am-12pm for deep work on [task]"
"Create daily email processing blocks at 2pm"

# Adjust Schedule
"Move [task] from Tuesday to Wednesday"
"Extend [task] by 1 hour"
"Cancel [task block] and reschedule to next week"

# Integration
"Create calendar event for task [task-id]"
"Update task [task-id] with scheduled time"
"Link calendar event to task"

# Review
"Show tasks I scheduled but didn't complete this week"
"Compare scheduled vs actual time for my tasks"
"Which tasks am I consistently rescheduling?"