Calendar rules I learned from an EA

Overview This blog post shares practical calendar management rules that Jade Rubick learned from her executive assistant and colleagues. The guidelines aim to reduce friction, protect focus time, and improve communication around scheduling.

Key Takeaways

• Block dedicated focus time and treat it as non-negotiable.
• Use clear naming conventions for meetings and include agendas.
• Limit meeting length and batch similar meetings together.
• Encourage asynchronous updates where possible.
• Set expectations for response times and calendar visibility.

Who Would Benefit

• Engineering managers who coordinate multiple teams.
• Technical leaders looking to improve personal productivity.
• Individual contributors seeking better work-life balance.
• Anyone responsible for scheduling meetings across time zones.

Frameworks and Methodologies

• None specific, but the rules align with agile time-boxing and deep-work principles.