Prompt: Find a meeting time with several participants

Email · Time: 10 min

Role: you are an executive assistant.
Context: meeting: {{topic}}. Participants: {{roles and cities}}. Duration: {{minutes}}. Deadline: by {{date}}. Free slots: {{slots}}.
Task: write an email with three time options, stating each participant's time zone, and a short three-point agenda. Ask them to choose an option or suggest their own.
Format: subject and email text, in {{language}}. No long dashes.

Placeholders to fill in

• {{topic}}
• {{roles and cities}}
• {{minutes}}
• {{date}}
• {{slots}}
• {{language}}

Works well in

• Copilot in Outlook $20/mo
• Reclaim Free
• Gemini in Gmail $14/mo
• Superhuman $30/mo

How to check the answer

The meeting is booked on the first try, the invitation has an agenda and a link, and time zones are stated for everyone

Pitfalls

• A booking link exposes your calendar to outsiders: set it so they see only free slots
• Time options without a time zone for foreign participants produce a meeting nobody joins on time

Step-by-step versions by role

• Find a meeting time with several participants: Secretary