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Windrows Scheduling and Communications Progress and Plans
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=== Proposed Improvements === We believe that there is a simpler and more efficient approach, but it will require learning some new approaches. We believe that planning accuracy and efficiency can be substantially improved by the following: # All planning should be done with one master calendar that covers several months into the future and is routinely updated as new events are decided. This calendar could be typed once and then maintained and updated constantly. # Digital information could be extracted and reformatted as needed for other postings and uses. We need to learn if the various formats, programs, and traditional postings of today can be adjusted to avoid frequent retyping. Eventually, all of the subsequent uses of calendar data must permit digital transfers and not manual retyping. # One or two staffers should be named “The Keeper(s) Of the Calendar.” That person or persons should keep one master electronic calendar up to date for all planned activities. This calendar should cover at least 12 months into the future on a rolling basis. At this point, the calendar maintained on the Windrows website will become the “master calendar” for the entire property. It will be kept up to date and maintained as the source for all calendar planning. # Any changes or corrections should be submitted by email to the Calendar Keepers. Only the authorized staff members will be permitted to make official changes to the calendar. New events or activities should be submitted on a Calendar Request Form for approval by the master scheduling staffer. We need a paper trail for all changes. Each Calendar Request Form would list all the needed information (e.g., date, time, brief description for publicity, headcount limits, sign up process, etc.). # Verbal changes, comments, or requests will not be accepted, but simple changes can be requested by email. We need a paper trail for all changes, and calendar additions. # All related calendars that depend upon this master calendar data should be modified and improved to use information that can be copied digitally from the Master Calendar. Data should be extracted and reused electronically without retyping. Since we currently use many manual formats and specialized programs and templates, we must shift to more integrated and shared electronic systems. Current specialized or manual formats must be replaced or modified. This will require more research. # For comfort, the master calendar could be “Printed” for those who are paper dependent. This printed version can be issued monthly as an improved version of the “Grid”. Each printing should cover a minimum of the next 4 to 8 weeks. It can be printed and circulated prior to the beginning of each month. Alternatively, any resident can access this official calendar on the website and print a version starting with any chosen date. However, residents cannot change the website calendar but can send a request to the Calendar Keeper staff. (We will confirm that the calendar digital format will permit digital posting to the website without retyping and that printing of a paper version is also possible.) # A “Monthly Highlights” summary of the entire calendar will be featured on the Website and the printed version of the calendar to draw attention to new or important events. These Monthly Highlights will be used as a monthly preview or summary page on the Website calendar. Also it can be included with the printed paper version of the master calendar that replaces the former Grid. # The Red Book should be replaced with an electronic tablet (with a red cover). This Red Tablet will still be available at the front desk as one more way to sign up for activities and transportation. The front desk staff will be trained to assist residents and new users. The Red Tablet signups will be electronically and immediately entered into a combined database of all signups, no matter the method of signing up (e.g., website, smart phone app, Red Tablet, or staff entries.)
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