Coworker can not keep two calendars current. How do I convince them to change the system to be easier for everybody?

Question

Where I work we have a room you can reserve. There is a calendar kept on the door, and another by reception. Most patrons ask reception if the room is available before even getting to the calendar kept on the door.

However, the two calendars NEVER MATCH.

They should match, but they don’t because the coworker in charge of them always updates them both, multiple times a day (they are printed in full color as well) and will sometimes forget to update both, or only update the one on the door since it displays to the public. In fact, the calendar on the door is often the most up to date one, which results in a lot of cross-checking of calendars, the astrological signs, the phases of the moon, and barometric pressure.

So, basically this coworker is:

1) Wasting a large amount of their time updating these calendars
2) Wasting paper (estimated 4-10 prints a day, which adds up in a small office)
3) Wasting toner (again, FULL COLOR prints!)
4) Wasting his coworkers time as they need to perform the calendar checking circus act for every request.

There is no issue with the coworker being the primary reservation contact, that is completely fine, the problem is having two calendars for one room, making the question, “Is _____ room available?” such a loaded question that I need to start showing up to work in body armor.

Answer 1

Do away with printed calendars.

Create a resource mailbox in Exchange for the room.

Give everyone view permissions on the calendar.

Problem solved.

Answer 2

Continued from above:



I have tried speaking to him directly in person. He is a bit OCD and neurotic, and also very sweet and really does care about his work.



I have very politely pointed out how much easier and cost effective it would be for him, with all the hard work he does do for the organization, to simplify the process for everyone involved.



Is there anything else I can do here, besides forward as many room requests to him as possible?

Answer 3

Find a solution first the, present it. It's very pointless to complain when you have no solution. Bring in proof of how it works.

Answer 4

maybe someone else should do the calendars

Answer 5

Why are you angry at this person?