Friday: AI builds your weekly review, you skim it in five minutes

I do a weekly review and want to split it into the part an
automation can prepare and the part I have to do myself.

My role: [role, industry, team size].
Tools I use: [calendar, task manager, mail, notes].
Here's what my review looks like today:
[list the steps you go through during a review, unordered is fine]

Split the steps into three groups:
A) GATHERING — traceable data from systems, where the answer is
   a fact (what happened, what's done, what's overdue)
B) ASSESSMENT — steps where facts turn into a conclusion, where
   AI can offer a suggestion, but I have the final say
C) DECISION — steps that are purely my own call, which an
   automation has nothing to base a suggestion on

For each step in group A, write which system it can be pulled
from and what question gets asked of it.
For group C, write what information the decision needs and why
a tool can't have it.
At the end, write what's completely missing from my review that
should be there.

Connect to my calendar, task manager, and mail, and take an
inventory of the last 7 days. Don't evaluate anything, just list
what you see.

CALENDAR: which calendars you can see (names), how many events in
each, how many I accepted versus how many someone else merely
proposed, how many hours total they took up, and how many were
all-day entries.

TASK MANAGER: which projects and lists you can see, how many open
and how many closed tasks in each, how many have a deadline, and
how many show a last-modified date.

MAIL: which folders you can see, how many messages you went
through for the period, and how many are from actual people
(not mailing lists or notifications).

At the end, write:
1. what you think you're NOT seeing from these sources, even
   though it probably should exist
2. three things you'd need me to tell you before you could build
   a meaningful weekly review from this data

Don't make anything up. When you're not sure, write “don't know”
instead of guessing.

From my calendar over the past 7 days, do a time breakdown.

Use these categories: [internal meetings], [client meetings],
[one-on-ones], [focused work — blocks tagged [label]],
[admin], [other].

Return:
1. a table: category, number of events, total hours, share in
   percent
2. a comparison with the previous week: what grew, what shrank,
   by how much
3. the longest uninterrupted block without a meeting that I had
4. how many hours went to meetings I didn't organize myself
5. three events that repeat every week and together take up the
   most time

Don't count all-day entries as 24 hours — exclude them and note
how many there were. For events where the category isn't clear,
put them in “other” and list their titles separately so I can
fill in the category.

Every Friday at [1:30 pm], put together my weekly review for the
past 7 days. Sources: calendar, task manager [name], mail.
Skip the calendar [personal] and the folders [HR, Legal].

Structure the review in exactly this order:

1. THE WEEK IN NUMBERS (3 lines)
Hours in meetings, number of tasks completed, number of tasks
overdue. For each number, the difference from last week.

2. DONE
Tasks closed during the period, grouped by project. One line per
task. At the end, one sentence: which of these was the biggest
step forward.

3. STUCK
Open tasks that haven't changed in the past 7 days. For each:
title, project, how many days it's been open, when it was last
changed, and whether you can see a reason it's stuck in the mail
or calendar (waiting on someone, missing an input, no time for
it). If you can't see a reason, write “reason unknown” — don't
guess at one.

4. FELL THROUGH THE CRACKS
Things that were on the plan at the start of the period (in the
task manager with a deadline this week, or in my review from
last Friday) and that nothing has happened to since — not
finished, not postponed, not even commented on. For each one,
note where you found it.

5. WAITING ON SOMEONE ELSE
Mail threads where I replied last and I've been waiting for a
response longer than [4 days]. For each: counterparty, subject,
number of days.

6. PROPOSED PRIORITIES FOR NEXT WEEK
Three items. For each: what exactly, why this one (one sentence
backed by data from the review), and an estimate of how many
hours it will take.
Always introduce this section with the sentence “proposal for
approval.”

RULES
- The whole review has to fit on one screen. If there are too
  many items, shorten the descriptions, not the number of items.
- Never reproduce whole messages anywhere. A link and one
  sentence are enough.
- Don't create, edit, or send anything — just build the review
  and send it to me [where].
- Where data is missing, say so. Don't calculate an estimate or
  fill in what isn't in the systems.

Take the STUCK section from my weekly review and break it down
further. You have access to the task manager and to my mail.

For each item, determine which category it belongs to:
A) WAITING ON SOMEONE ELSE — mail or comments show the ball is in
   someone else's court. Name who, and since when.
B) MISSING AN INPUT — a document, a decision, or information is
   missing. Say which one and from whom I need it.
C) DELIBERATELY POSTPONED — has a future deadline or belongs to a
   stage that hasn't started yet. Say when it becomes current.
D) NO REASON — none of the above; it's just not getting done.

For category D, also estimate why: is the task too big to start,
is it unclear what “done” looks like, or is it assigned to me but
actually belongs to someone else? For each guess, say what you're
basing it on.

Finally, list items that have been in category D for a second
week running — for those, propose what to do (shrink it, hand it
off, cancel it) and what would happen if I cancelled it outright.

Compare my review from last Friday [link or paste it in] against
what actually happened over the past week.

Return three lists:

1. DONE AS PLANNED: what was proposed or approved as a priority
   last Friday and is now finished.
2. CHANGED: what was on the plan and, instead of getting
   finished, had its deadline pushed, its scope changed, or got
   handed off — for each, say when and where you can see that
   change.
3. VANISHED: what was on the plan and nothing has happened to it
   since — no change in the task manager, no mention in mail, no
   calendar event. This is the main list; for each item, say how
   you determined nothing happened to it.

Below the lists, write one sentence: what percentage of last
week's plan actually happened. And one question you think I
should be asking myself — one whose answer you can't find in the
data.

Don't evaluate me and don't write encouragement. I want facts and
one question.

Based on the whole weekly review, propose three priorities for
next week. Take into account: what's stuck, what fell through
the cracks, what has a deadline in the next 14 days, and what's
waiting on me.

For each priority, write:
- what exactly (an outcome, not an area: not “work on project X”
  but “send the contract draft to client X”)
- why this one, in one sentence backed by data from the review
- an estimate of how many hours of focused work it takes
- what happens if I don't do it next week

Then add two more things:
A) MOST SIGNIFICANT LEFT OUT: a fourth item you considered and
   ultimately didn't include among the three — and why.
B) WHAT I SUGGEST CANCELLING: one item from the task manager that,
   based on the data, I should cancel or hand off, with reasoning.

This is a proposal for approval. Don't create or flag anything.

Look at my calendar for next week and calculate how much time
realistically remains for focused work.

1. How many hours are already taken up by meetings, broken down
   by day.
2. How many free hours remain within my working hours
   [8 am–5 pm], after subtracting meetings and [1 hour a day] for
   mail and admin.
3. How much of that free time is in continuous blocks longer than
   [90 minutes] — list them specifically: day, from when to when.
4. Compare this against the hour estimate for my three priorities:
   do they fit in those blocks? If not, say how many hours are
   missing.
5. Suggest which existing meetings could be shortened, merged, or
   skipped so the priorities fit — for each, say why you think
   it's a candidate.

Don't change anything in the calendar and don't suggest anything
to any attendees. Just give me the list and leave the decision to
me.

Prepare the decision part of the review from today's summary.
List four blocks, each with only what I need to decide on:

1. TO CANCEL OR HAND OFF: candidates from the “stuck” section, each
   with one sentence on why and who it could go to.
2. PRIORITIES: your three proposals as a numbered list.
3. TO FOLLOW UP WITH: people from the “waiting on someone else”
   section where the wait is blocking my work, sorted by number
   of days.
4. EVERYTHING ELSE: one sentence on what I should have seen that
   doesn't fall under 1–3.

Then wait for my decision in this form: what I'm cancelling, which
priorities I'm taking, who I'm following up with. Based on my
reply, return a short five-line record of the review that I'll
save alongside it — my decisions, not your recommendations. Don't
carry out or send anything.

Here are my last [13] weekly reviews:
[paste them or link to the folder]

Find patterns in them, not summaries. I want to know:
1. Which items showed up most often in the STUCK section — list
   the top 10, with how many times each appeared.
2. Which days or weeks repeatedly stand out from the rest
   (extremely little finished, extremely many meetings) and
   whether that connects to anything visible in the reviews.
3. How the split between meetings and focused work has changed
   over time.
4. What percentage of proposed priorities I accepted on average,
   and whether that's changing.
5. Three things that keep recurring in my reviews that I should
   address systemically, not task by task.

For each finding, cite which reviews it's based on. Don't dress
it up and don't give me generic productivity advice — I just
want what's visible in my own data.