We are a small NGO with a shared office space. Multiple people use the same meeting rooms, desks, projector, printer, and storage. Very often there is confusion, double-booking, or small fights about who is using what. We don’t want to overcomplicate things, but we do want a simple system. How can we manage shared spaces and resources properly?
This is a very common problem in NGOs and small organisations. The issue is usually not lack of space, but lack of simple systems. You don’t need expensive software or strict rules. You just need clarity, visibility, and basic discipline. Here’s a simple, practical way to fix this.
The idea is… If something is shared, it must be visible, bookable, and accountable.
1. List All Shared Things
First, make a simple list: Meeting room(s), Training/hall space, projector, speaker, camera, printer/scanner, any common vehicle or special equipment, etc. This itself creates clarity.
2. Use One Simple Booking System (No Fancy Software Needed)
You can use a Google Calendar, or a Google Sheet, or even a whiteboard near the room. Create one calendar for meeting room and one page/section for major shared items. The Rule is: If it’s not booked, it’s not reserved.
3. Make the Booking Visible to Everyone
Share the calendar or sheet with the whole team or keep the whiteboard in a place everyone can see. This avoids double bookings and “I didn’t know you were using it” fights
4. Set 3 Very Simple Rules
For example:
-Always book before using
-Leave the space clean and ready for the next person
-If you cancel, remove your booking
That’s enough. Don’t overcomplicate.
5. Assign One Person as Space / Resource Coordinator
Not a boss, just someone who keeps the system running, solves clashes, and reminds people about the rules. Without ownership, systems die.
6. Review and Adjust After One Month
After a few weeks: See what is working and what is causing friction. Adjust the system simply