We have a whiteboard hanging on the wall near the front desk at ArcStone’s Minneapolis office. The intent is to keep track of who is offsite, telecommuting, or out on an errand. In reality, most of us never use it properly. We forget to erase our names when we arrive at the office, forget to put our names up the day before if we plan to telecommute, or neglect to ask someone else to write our status on the board if we’re out sick. And, since it’s hanging on the wall at the office, you can’t read it if you’re working offsite.

In response to the shortcomings of the community whiteboard, ArcStonians have turned to email. We often see messages to the office distribution list, announcing when a team member will be available and where they’ll be during the course of the day. I’ve never liked it; I somehow manage to miss the notifications from members of my project teams.

But, as always, there was a better solution. We recently subscribed to Google Apps, a set of productivity tools offered by Google that includes calendaring. It’s allowed us to have company-wide shared calendars without the hassle and expense of using Zimbra or Microsoft Exchange Server for our email. Google offers an API for their calendar service; you can quickly write web application code that reads data from a Google Calendar and manipulates it. And the idea for the virtual in/out board was born!

The virtual in/out board is nothing more than a ColdFusion page that reads data from a shared calendar. When someone wants put their availability up on the board, they create an event on their own calendar and invite the in/out board as an attendee. The page checks the calendar for updates every five minutes or so, and refreshes the display (which is an otherwise unused PC at our front desk). We even have the data available in the ArcWeb, our custom time tracking and business management application, for viewing by offsite staff.

I’ll never have dry-erase marker on my hands again!