Your week
office manager · Services and agency · 2-20
AI can run 46% of your week
Not replaceable. Your three untouchable tasks all land live, unplanned or people-facing in the moment—no room for async AI.
Human hours · one-time setup
1 hr
To set up your top automation, written below.
Human hours saved · every month
40 hours
9 hr 16 min a week
Runs without you.
You break even in week one.
What you actually do
% = how much of each task AI can take off you
✓AI can take these over3
✓keep the shared calendar and meeting rooms sane72%
✓onboard new hires: laptop, accounts, desk71%
✓file receipts and prep monthly expense reports76%
✓AI helps, you stay in charge4
✓order supplies and manage vendor accounts65%
✓process invoices and chase approvals58%
✓book travel for the partners64%
✓plan the monthly team event12%
✗Still all you2
✗answer the main phone line and route callsyours
✗handle whatever breaks in the office that dayyours
7 automations, ranked by hours returned
Open one to see every step, with verified tools and prices.
7 automations·9 hr 16 min back a week
TaskToolNow → afterSavesSetup
01 of 7keep the shared calendar and meeting rooms saneCalendar Meeting Orchestrator3h→50m2h 10m1hopen
02 of 7onboard new hires: laptop, accounts, deskOkta Workflows2h 30m→44m1h 47m
03 of 7file receipts and prep monthly expense reportsExpensify2h→29m1h 31m
04 of 7book travel for the partnersSAP Concur Travel2h 20m→50m1h 29m
05 of 7order supplies and manage vendor accounts1h 40m→35m1h 5m
06 of 7process invoices and chase approvalsBill.com1h 50m→46m1h 4m
07 of 7plan the monthly team event1h 30m→1h 19m11m
1 of 7 automations written
▸01 of 7keep the shared calendar and meeting rooms sane2 hr 10 min/wk1h setup
How it works now
✗Scan shared calendar for new meeting requests and overlaps40m
✗Check room availability against the booking sheet35m
✗Chase people to resolve double-bookings45m
✗Send invites and update recurring series by hand35m
✗End of week cleanup25m
Total3h
With the automation
✓Review flagged conflicts and proposed resolutions15m
✓Approve the batch of proposed invites and changes15m
✓Spot-check bookings for exec or client meetings10m
✓Review recurring series changes10m
Total50m
Setup, once
- Connect the tool to your calendar system10mAuthorize Calendar Meeting Orchestrator against your company's existing calendar (Google Workspace or Microsoft 365) using the office manager account so invites send from that identity.
- Add all room resources and set business hours15mImport every bookable room as a resource in the tool, set opening hours and capacity for each, and mark any room that is off-limits for external visitors.
- Set approval mode to review before send5mIn the tool's settings, turn on the option that holds every proposed invite or change for your manual approval instead of auto-sending.
- Import recurring meetings and flag which are fixed20mLoad the current list of recurring meetings and mark which ones must never move (like the Monday all-hands) versus which can be shifted if a room conflict comes up.
- Run a test conflict to confirm the setup works10mBook a room that is already taken and watch whether the tool flags it, proposes an alternate, and waits for your approval before sending anything.
The standing prompt
You manage room and calendar scheduling for a [TEAM_SIZE]-person office. When a new meeting request comes in, check it against all existing bookings for the requested room and every invited person. If there is a conflict, propose up to two alternate times or rooms that fit everyone's existing calendar and the room's capacity and hours. For recurring meetings, treat each instance separately unless I have marked the series as fixed. Never send an invite, cancellation, or change without my explicit approval. Flag anything involving [PRIORITY_ATTENDEES] for a closer look before proposing changes, even if a free slot exists.
Tools
Watch someone do it
9:52The Weekly Planning Routine That Keeps Busy People Sane
Life of Amy June · VIDEO · 10 HUMAN MIN · 3,429 VIEWS
What it will not do
It will not decide which of two VIPs gets the good conference room when both want it at the same time, that call is still yours. It will not catch a booking made verbally at someone's desk that never made it into the calendar. It will not arrange catering, AV setup, or room cleaning around the meeting. It will not know that a recurring meeting should quietly stop because the project ended, unless you tell it.
Done when
Book a room that is already reserved for another meeting. Within a few minutes you get a flagged conflict with two alternate proposals, and no invite or change sends to anyone until you tap approve.
Everything in one place
1 verified tool·1 video (10 min)·oldest check 10 Aug, all re-verified monthly
Tools
Watch
9:52The Weekly Planning Routine That Keeps Busy People Sane
Life of Amy June · 10 HUMAN MIN · AUTOMATION 01
02 of 7onboard new hires: laptop, accounts, desk1 hr 47 min/wk
Written on a full run
03 of 7file receipts and prep monthly expense reports1 hr 31 min/wk
Written on a full run
04 of 7book travel for the partners1 hr 29 min/wk
Written on a full run
05 of 7order supplies and manage vendor accounts1 hr 5 min/wk
Written on a full run
06 of 7process invoices and chase approvals1 hr 4 min/wk
Written on a full run
07 of 7plan the monthly team event11 min/wk
Written on a full run
Email only. No password, ever. 5 free runs, they never expire.