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Windrows Scheduling and Communications Progress and Plans
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=== Current Status === Calendar planning today is driven by the monthly Grid at Windrows. The current planning approach can be summarized as follows: # The Grid is still the dominant scheduling tool at Windrows. It is primarily a monthly listing of all scheduled events, meetings, and activities. # Each monthly paper Grid takes significant staff time to prepare the new draft, gain approval from other staff and committee members, and finally publish and release the new Monthly Grid. This normally happens near the beginning of each new month. # During Grid preparations, many of the regular meeting calendars and activities are incorporated from the prior month. This reduces the staff workload, but it can cause activities and classes to be publicized incorrectly or changes and cancellations can be missed. # Once the Grid is published, information from the Grid is used for other planning purposes. Selected information is posted on the Website, the inhouse electronic boards (i.e., Digital Signage System), TV, Channel 1978, mail postings, transportation schedules, etc. Unfortunately, this normally involves manual retyping, reprinting, or copying with the inevitable risk of human error. # Attention is focused on the coming month, rather than a longer period of several months, since some staff members resist posting future events until all event and transportation details are settled in detail. We have suggested posting longer range events beyond the Grid month with a notation stating: “Save the Date - Details to be Provided." # The scarcity of available meeting rooms also is a complicating factor since collectively residents may want to hold more meetings than we can accommodate with the available meeting space on a given day. Adjustments and changes must be made manually to a space planning map. # Because event planning and rescheduling continues during the month, changes in the published Grid are unavoidable and frequent. Each change must be entered into the various related schedules, often causing delays and more confusion about times, dates, locations, etc. # Changes come from many sources and the change process seems informal. As changes are approved and then made, staff must enter them into the Red Book, Grid, website, electronic boards, bulletin boards, transportation schedule, and related other uses. These changes happen gradually, and timing and accuracy can vary. # As the second half of the current month approaches, the staff and committees must gear up again to produce the next Monthly Grid.
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