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daisylee
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« on: March 26, 2001, 10:43:04 am » |
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YOUR MOTHER DOESN'T WORK HERE!!!!!!!!!!!!!!!!!!!!!
I have been doing this for over 6 years at our office, and I still get people that won't play by the scheduling rules....and clean up? Why that's your JOB, isn't it Miss Daisy? (Keep order, yes, play Hazel, no!) But whomever is the Office Manager should work with you to set up basic rules for conference room use, ie: if the room is not cleaned up after the last time it was used, that person can't book a conference room for X period of time. (Or whatever seems reasonable without causing WW3!) And those rules MUST be posted, and sent out in memo form to everyone!
But here's what we do to keep track of things...l book everything in my Lotus (Outlook works great too!) calendar. I've named each conference room, and book it by name. It's a first come, first served basis...squatters and rule breakers are either booted, or sent to another available room. To keep track of what's required, I have a reservation form, and it MUST be filled out for any meeting that requires more that just a meeting place with a phone. I send it as an on line attachment in the reservation verification I send out from the calendar. It ask for names of attendees, logistic and catering requirements, just about anything that you would need to know ahead of time to make a meeting run successfully. I place it in a tickler file, with a little post-it tab with the date and description on it. Then I have it for reference as the time grows nearer. It works really well, and as long as you can get people to understand it's to THEIR benefit to fill out the form, there are no hassles. And you have back-up documentation if any problems arise. (Usually, it's something they left out)
The other thing I do is send out notification when I know the facility is heavily booked for a period of time, to let everyone know they need to be sure to BOOK a room. That way it helps avoid the "I was here first" syndrome.
Don't hesitate to let me know if you need any more information.
Daisylee
Let me know if I can be of further assistance!
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