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Dept. director received phone call re: customer who was not able to park in garage

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  • Dept. director received phone call re: customer who was not able to park in garage

    The garage was reserved last Thursday, & the dept. director of Visitor Parking/Community Relations received a phone call from a very upset employee working in a dept. located in the President's office. The guest's name was supposed to be on the event list, but it was not. According to dept. guidelines whenever the garage is reserved, only the guests on the event list are allowed to park.

    I'll call the director of Visitor Parking/Community Relations "Kim", the staff member who makes the event list which I depend on to be correct "Lucy", the 2 guests who were not on the event list "Julie & Albert Smith", the person the couple was here to see "Chris Johnson", "Melinda Jones", the dean of the dept. "Chris Johnson" works in, & the person who call "Kim" regarding the situation "Bill Williams"

    When I got to work today, there was an e-mail from"Kim" in my inbox asking me to call her regarding a situation that happened last Thursday when the garage was reserved. She asked me to call her around 8:30 a.m., which I did. She asked me if anyone came to see "Chris Johnson" last Thursday. A couple came to see "Melinda Jones", but not "Chris Johnson" Unfortunately last Thursday there was not a reservation on the event list for anyone going to see "Chris Johnson" or "Melinda Jones". The full sign was on when the couple arrived & "Albert" asked me if the garage was full. I said yes. He said they were here to see "Melinda Jones". Since there was no reservation for anyone going to see her, I told him the garage was full. "Julie" asked me where other parking was, & I gave her 3 options. They parked somewhere else. On their way back to wherevere they parked, they walked past the booth I work in, which is about 70 feet from the garage. At that point, I had a feeling they saw the empty spaces in the gararge, but every space was already reserved by other departments. "Kim" told me she received a scathing phone call over the weekend from "Bill Williams" stating that a guest here to see "Chris Johnson" was turned away, & that this was the 3rd time this has happened to "Chris Johnson's" guests. "Kim" realized what happend. "Lucy" forgot to put to "Julie & Albert Smith" on the event list, & this was not the first time she has done this. "Lucy" forgot to put a guest's name on the event list several weeks ago when the garage was reserved. The guest called the dept. to let them know he was not able to park in the garage. The dept. called "Lucy" to let them know they did turn in the paperwork to reserve a spot for him, & "Lucy" called me to let me know I turned away someone who was on the event list. She gave me his name & where he was going, I checked the event list, did not see his name or the dept. he was going to, & told her this. She asked me to fax her the event list, which I did. She called me back to let me know she made a mistake. The guest returned & was able to park. She also forgot to put 2 other guests on the event list on 2 different days, but luckily there were non-reserved spots available when they came & they were able to park.

    "Kim" told me she had to go to a meeting & explain to "Bill Williams" what happened.

    I depend on the event list to be correct, but when "Lucy" forgets to add guest's names to the list, problems happen.

  • #2
    Ow

    Unless you're dead set on getting rid of "Lucy" and just wish to add this event to the dossier...

    At my place of work the meagre parking spaces and the meeting rooms have have their own MS Outlook accounts. If we wish to book a space or room the person in charge e-mails the appropriate "user" with a meeting request and includes the guests name and registration (if they can get it). Our building secretary will then accept the appointment which then blocks the room\space from anyone else, it can be overridden but it's almost never done and not without contacting the original bookee - even so it's normally done and cancelled before the secretary sees it.
    Lady, people aren't chocolates. D'you know what they are mostly? Bastards. Bastard-coated bastards with bastard filling. Dr Cox - Scrubs

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    • #3
      It's good that Lucy admitted to the mistake, at least.

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      • #4
        Why is Kim talking to *you* about it instead of Lucy? Is she now expecting you to be psychic and know whether Lucy forgot to put a guest on the list? Next time tell her to talk to Lucy. Repeat as necessary until Kim stops bugging you.

        Do you have Lucy's number? If a guest insists they should be on the list and they get turned away because they aren't there, give them Lucy's number and tell them she's the person who made the list. You're terribly sorry but there are only enough spaces for people on the list. You can't let them in this time.

        They may argue.

        Again, you are terribly sorry that this is the second/third/umpteenth time this has happened, but there's nothing you can do about it today. The lot is full because Lucy forgot to set aside a space for them today.

        They may tell you have upset they are.

        Of course, you sympathize that they are upset. Tell them that, if it were you in their shoes, you would definitely let Lucy know about how disappointed you are that she forgot to put you on the list and you had to park elsewhere. Repeat Lucy's number to them.

        Trust me. Dealing with the fallout of her own carelessness will motivate Lucy not to be so careless in the future.
        The best karma is letting a jerk bash himself senseless on the wall of your polite indifference.

        The stupid is strong with this one.

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