Why do I bother trying to schedule anything anymore?

[Katie G]

Sorry guys, this place is really frustrating me lately.
Meeting set up:  Small interview room from 11-12, then large conference room from 12-1.  I reserve the rooms a week in advance.

What has actually happened today:  The small room was used from 10:30 - almost 1PM. (With the group rather rudely hovering while the group that had reserved the room from 9:30 - 10:30 got their stuff together at the end of their meeting!)  Now they want to break for lunch and reconvene in the large conference room at 1:45.

Of course, the large conference room is scheduled to be used by another department at 2PM.  I've now had to scramble to find another room somewhere to accommodate the group.  And would you believe I was asked if the OTHER group could move?!?  Wow!   

I usually "overschedule" meeting rooms.  As in, if someone insists that the meeting is only going to be an hour, I'm going to schedule it for 90 minutes anyway.  And I try very hard not to schedule things back to back. But really, a one hour meeting that you decided arbitrarily to start early, gave another group the bum's rush to get in there (RUDE!) and went an hour overtime anyway?  And now you want me to boot MORE people who have followed the rules?  Sheesh.

Come on, Friday! 

[chikky]

I feel your frustration Katie.  In a previous company I worked for, I would reserve a conference room that included external clients.  Would have refreshments set up.  We have an electronic calendar for making reservvations.  Some group decides to conduct an impromtu/last minute meeting in the room I scheduled (because it was the closest nearby) and then help themselves to the refreshments!.  There was over 100 conferences rooms in the building, you got to pick this one!  Check the schedule!

What I did to stop that was at the beginning of the day, put up a sign in BIG red letters and put it on the door who reserved the room and the times I reserved it.   30-minutes before the scheduled meeting, I would go and see if it was ready.  If there were people in there, I pointed to the sign and told them to move.  Then I went to security and got a key and locked the door. 

Oh,  I also had to have to reorder the refreshments.  I billed the the department for that ate what I ordered.  So I became known as the Conference Room Police.    They never messed with me again. LOL

Sheesh, sometimes it feels like you are working with children, not adults. 

[Katie G]

I billed the the department for that ate what I ordered.  So I became known as the Conference Room Police.    They never messed with me again. LOL

Chikky, your advice is well taken, but I have to say the above is PRICELESS!  You are my hero!

[peaches2160]

Ah yes, those "squatters" as I refer to them:)

[gee4]

I'm coming in late on this one but I am sure I have posted on this subject before.

People should realise, we are PA's, not miracle workers...although for some it's the same thing!

We too have an electronic calendar for making room reservations, yet on occasion, meetings still run over.  Individuals seem to think they are the only ones who have the room booked so they just sit on.

If they asked you too book it for a particular time slot, then they should adhere to it.  I think it boils down to selfishness and lack of respect for others.

[chikky]

I have to agree with you Gee.  Meetings can run over and like Katie, I try to put some buffer time in there.  It is the colleagues who think the rules do not apply to them that drive me nuts.  It is usually the low man on the totem pole who thinks that the are entitled.  It is a lack of respect. 

[peaches2160]

You bring up a good point as far as respect. 

[Holman]

Then I went to security and got a key and locked the door. 

This is the only thing that finally worked for us too. Lock and key!