Matt Wolfe Learnings - Calendar Time Blocks
Created: Feb 15, 2026
Status: ⏳ Pending Google Calendar write access (OAuth authorization needed)
Total time: 32-36 hours over 4 weeks (~8-9 hrs/week)
Week 1: Foundation (Feb 16-22, 2026)
Saturday, Feb 15, 2026
2:00-4:00 PM - Telegram Topics Setup
- Create 7 topic channels (RMA/Operations, Finance, Training/Steve, Partner Relations/Kristin, Charlie/Design, Gantom, Personal/Quan)
- Configure 1-year session expiration
- Document topic purposes
- Migrate relevant context from MEMORY.md
- Deliverable:
docs/telegram-topic-organization.md
- Priority: ⚡ High
Sunday, Feb 16, 2026
10:00 AM-1:00 PM - Daily Markdown Maintenance Setup
- Download OpenClaw best practices + Anthropic Opus 4.6 prompting guide
- Create
tools/markdown-consistency-check.sh
- Set up daily cron (3:00 AM PT)
- Integrate into Sunday rebuild checklist
- Deliverable: Cron job + script
- Priority: ⚡ High
Monday, Feb 17, 2026
2:00-6:00 PM - API Cost Audit + Tiered Fallback
- Document all current APIs (UPS, Google, YouTube, Fathom, OpenClaw)
- Create cost tiers (free → very cheap → cheap → moderate → expensive)
- Design fallback chains (email parsing, meeting analysis, CRM updates)
- Update usage tracking with tier classification
- Deliverable:
docs/api-cost-optimization.md
- Priority: ⚡ High
- Note: After 7:30 AM passport appointment, likely available 2pm onward
Week 2: Automation Build (Feb 23 - Mar 1, 2026)
Tuesday, Feb 25, 2026
2:00-6:00 PM - Fathom Todo Extraction - Phase 1 (Historical)
- Process 747 existing meeting transcripts
- Extract action items (task, owner, deadline)
- Classify by owner (Quan, Charlie, Steve, Kristin, Tin, etc.)
- Store in
workspace/data/meeting-todos.db
- Generate report: Open/completed/overdue action items
- Deliverable: Historical todo database + report
- Priority: 🔥 Very High (huge value unlock)
Wednesday, Feb 26, 2026
2:00-6:00 PM - Fathom Todo Extraction - Phase 2+3 (Automation + Follow-up)
- Set up Fathom API webhook or daily poll
- For new meetings: Download → Gemini Flash extraction → CRM cross-reference
- Integration: Create calendar time blocks OR Asana tasks
- Weekly follow-up report: Open items by owner, overdue flags
- Deliverable:
tools/fathom-todo-extractor.py + automation
- Priority: 🔥 Very High
Thursday, Feb 27, 2026
2:00-5:00 PM - Hybrid Database Pattern - Template + Meeting Corpus
- Create
tools/hybrid-db-helpers.py (template library)
- Refactor meeting corpus: CSV → SQLite + vector embeddings
- Generate embeddings for all 747 meetings
- Test semantic + SQL queries
- Deliverable: Helper library + refactored meeting DB
- Priority: 🟡 Medium-High
Friday, Feb 28, 2026
2:00-5:00 PM - Hybrid Database Pattern - Email Archive + Documentation
- Refactor email archive: SQLite + vector embeddings
- Enable semantic search ("Find emails about Jerry and manufacturing")
- Document pattern:
docs/hybrid-database-pattern.md
- Example queries, cost considerations
- Deliverable: Refactored email DB + documentation
- Priority: 🟡 Medium-High
Week 3: Council Briefing (Mar 2-8, 2026)
Friday, Mar 7, 2026
1:00-5:00 PM - Council Briefing Synthesis
- Create
tools/council-briefing-generator.py
- Scan emails, meetings, working/ops/ for signals
- Check escape velocity metrics, team capacity, violations
- Generate weekly briefing for Jedi Council deliberation
- Set up weekly cron (Friday afternoons)
- Deliverable: Briefing tool + weekly automation
- Priority: 🟡 Medium
- Note: NOT AI council - I synthesize signals, humans deliberate
Week 4: Integration & Testing (Mar 9-15, 2026)
Tuesday, Mar 11, 2026
2:00-6:00 PM - Integration Testing + Documentation
- Test: Telegram topics, markdown checks, API cost tracking, Fathom todos, hybrid DBs, Council briefing
- Update: AGENTS.md, MEMORY.md, PROTECTION-PROTOCOL.md
- Update ROI dashboard (estimate 3-5 hrs/week additional time saved)
- Deliverable: Integration test report + updated docs
- Priority: 🟡 Medium
Friday, Mar 14, 2026
2:00-3:00 PM - Retrospective
- Which Matt Wolfe learnings had highest impact?
- What didn't work / needs adjustment?
- Ready for Tier 2 graduation? (25 hrs/week saved, 4 weeks zero errors)
- Deliverable: Retrospective report + Tier 2 readiness assessment
- Priority: 🟡 Medium
Summary
Total blocks: 10 sessions
Total time: 32-36 hours over 4 weeks
Average: 8-9 hours per week
Expected impact: 3-5 hours/week additional time saved (on top of current 6 hrs/week)
Week 1: 11 hours (Foundation)
Week 2: 14 hours (Automation build)
Week 3: 4 hours (Council briefing)
Week 4: 7 hours (Integration + retrospective)
Calendar Write Access Status
Current status: ⏳ Pending OAuth authorization
To enable calendar blocking:
Click authorization URL: https://accounts.google.com/o/oauth2/auth?response_type=code&client_id=282748745538-mgk32ch201il4vbgoj7qb5rmkql6pu9g.apps.googleusercontent.com&redirect_uri=urn%3Aietf%3Awg%3Aoauth%3A2.0%3Aoob&scope=https%3A%2F%2Fwww.googleapis.com%2Fauth%2Fcalendar+https%3A%2F%2Fwww.googleapis.com%2Fauth%2Fcalendar.events&state=LjvKQrPerOIpAZhyw3MCIPAl8UYwFo&prompt=consent&access_type=offline
Authorize calendar write access
Copy authorization code (format: 4/0AYb_...)
Paste code back to me
I'll exchange for tokens and start creating calendar events
Alternative: Create Asana tasks instead of calendar blocks (if calendar remains blocked)
Owner: Minnie
Next: Complete calendar OAuth, then create all blocks programmatically