Last week, we talked about broken systems that for some reason become sacred and cannot be changed. Here are some of my favorite stories you shared.

1. The bread bags

I worked for a publication that had a bread-bag-based content management system. They were these waxy paper bags designed to hold a loaf of bread, and each article for the issue had a bag with all of the relevant collateral. Anything you did for an article (research, drafts, fact checks, layouts), you had to print out your work and put it in the bag.

They would get passed around the office, and as we got closer and closer to deadline, people’s desks would be piled high with bread bags. In order to properly review articles, you had to take all the contents out of the bag. Things typically got more frenzied closer to deadline, so by the time we closed out the issue, everyone’s fingers were typically covered in paper cuts.

We’d keep the bags in storage buckets for three months after we went to press, just in case we needed to go back and check something, then we’d spend an absurd amount of time disassembling all of them so we could reuse the bags.

This system was in practice until the year of our Lord 2020 when the pandemic finally forced them to find a digital content management solution.

2. The calendars

When I transitioned from one enrollment management office to another on campus nine years ago, my new office had a spot outside of everyone’s office for them to place a print-out of their weekly Outlook calendar. I came from an office where our internal IT guy had made the Outlook default settings so that everyone could view the high level, but not the details, of appointments. The IT guy in the office I joined said such a setting wasn’t possible and that it was impossible to enforce everyone adjusting their settings so that we could all view each other’s calendars. So people printed their calendars every Monday morning and hung them next to their door.

Do you print a new one if you get a new meeting request during the week? What about if you end up needing to be out unexpectedly? No guidance, no rules.

I just quietly refused to do any printing. And it was never a problem. We had a new director start about two months after me and she asked, as a fellow newcomer, is there anything that surprised me coming into the office. I didn’t take a full breath before I said, “OMG WHY ARE PEOPLE PRINTING CALENDARS?”

The calendar printing lasted about another 14 months, though following my and the director’s lead, new people just never printed them out and the calendar sheets slowly started to disappear. Was there ever an office wide change to the Outlook settings? No. So each new person has to be instructed to change their Outlook settings and some don’t and it’s a PITA.

3. The work space

An organization I worked at was moving buildings. One person ran a solo unit similar to a storeroom. She had a full scale meltdown when she found out her new workroom would not be the exact shape and dimensions as her previous room. They tried to convince her it would be nice to have windows. She insisted it would not. She had been working for 20 years without windows and nothing would convince her to have windows.

They caved into her bizarre demands and carved out a weird interior space for her the exact shape and size of her previous space. She put everything where it had been in the old building: the place to stack incoming supplies, the place to stack empty boxes, her desk and calculator, every single item. We’re in an earthquake zone so there are seismic pylons in various spots, which could not be in her space because that would change the dimensions. So they put walls up in awkward places that left strange, unusable space all around it. The beautiful large windows were in a narrow corridor that heated up in two seconds when the sun was out. Seismic pylons stuck out into other people’s spaces in awkward spots. The entire floor was wonky to navigate due to this one person’s insistence on The Old Way.

And guess what? Six years later she retired. Every single wall had to be taken down and moved to a sensible place, at the cost of tens of thousands of dollars.

4. The dead language

I work in museums. Another museum in our region had a staff member who kept all their crucial records – important not just for day-to-day work, but for the continuity of the entire institution – in a dead language that they were fluent in. It was a deliberate ploy to keep from ever being replaced. They had never actually been managed before a colleague of mine became their supervisor, and when they refused to change, they were let go and the records had to be translated.

5. Fall 2008

My college’s database was created in fall 2008. How do I know this? Well, when you log on, everything from the class schedule to the student handbook to the faculty pages is set to fall 2008 by default. You have to click into a menu, open a side-bar, and scroll aaaalllll the way down to the current term to see what the school looks like now. But if you hit the “Back” or “Refresh” buttons, the page will crash and then revert back to fall 2008.

6. The typewriter

I worked at a commercial real estate company where the owner’s personal assistant refused to learn anything new. Therefore, there were some forms that never evolved to PDFs, or Word, or Excel, or anything logical. These forms were photocopied and filled in, by the personal assistant, using a typewriter.

It was like time traveling. She would take the dust cover off the typewriter, line up every space so the levers would fill in the correct spots and then take hours filling in a single form. The electric motor of the typewriter could be heard throughout the entire office.

When visitors asked what that buzzing and striking sound was, I pretended like I didn’t know. How can you close a $M deal after saying, “Oh, that’s the typewriter that we use to fill out forms!”

7. The phone box in a well

I worked for many years in a social service organization located in a state forest. It was a former camp. The phone system was a nightmare, and we often heard that people could not get through to us. Initially, I disputed this as my phone was not ringing, and there were no voicemails. But then there were times that I was unable to make calls with my phone.

It turned out that, for some insane reason, the main phone connection box was located in the well, above the water line, but why??? So whenever it rained, we lost our phones. Mind you, the rest of the organization’s branches were located in the city, so it was bizarre to explain that we were unlikely to be reachable by phone the next day due to the predicted rain. I worked there for 12 years. They used a local company that was willing to go into the state forest, and that was less expensive than other phone options. They were big on using local companies.

I was there for five years before they moved the phone apparatus out of the well and into a building. I recall having an absolute meltdown at one point and saying to the senior director, “Why are you paying money for a phone system that does not have consistent service? The agency is being ripped off!” I don’t know if that was what finally did it or not.

8. The course catalog

I worked at a private university that was notoriously stingy and resistant to change. The course catalog was in a program created by a former IT director, in a computer language he wrote. He was the only person who could edit it, and even though he was retired, he would still come in periodically and update it. There was no one else who could maintain it. Heaven forbid something happened to him, we’d be registering students with pen and paper.

We got a new dean who was horrified and immediately started researching alternatives. Once a committee selected a software, the transition took over three years. The new company sent a team to help with the transition and people dragged their feet: “It’s too complicated, what if we get hacked? What’s wrong with the old system, we’ve used it just fine for 30 years!”

I was gone by implementation day, but there was so much drama leading up to implantation and then … nothing. The new system worked! My peers went from spending a month on the course catalog to a couple of days. Students stopped calling at 7am registration day because the student portal actually worked.

The best complaint I heard was, “I can’t believe we are putting John out of a job! He’s been so loyal to the university!” John had been retired for YEARS! I hope he went on a cruise or something to celebrate.

9. The server

Way, way back in the day, I worked for a small family-owned publishing company. Computers were just becoming mainstream (no wifi – all of our desktop computers were attached to the main server via individual cables inserted in wall outlets). The server was shaky and would often go down. Only one person in the company knew what to do. When the server crashed, you had to call Jim. If Jim was in the office, that was fine. If Jim was busy or traveling, the entire company ground to a halt. For some reason, no one questioned this process. The server was mysterious, and Jim knew what to do.

Then, one day, we hired a new editor who obviously thought we were nuts. She followed Jim into the server room to try and begin to learn the mysteries of the server so that maybe, given enough time, she could fix it if needed. Turns out that all Jim was doing was disconnecting the power cord, counting to 30, and plugging it back in. Jim was called a lot less after that.

10. The Excel workbook

Several years ago, I started at a new company and was promptly informed that a certain Excel workbook could not be changed or updated, AT ALL. You see, the CFO had set up this workbook 15 years ago and she would be very upset if she decided to randomly open it and saw something had changed. I cannot emphasize enough how ridiculous it was that she would ever need to open this file – this company employed a little less than 1,000 people and there were four managers/executives in between our roles.

This workbook was used for a monthly process and had years’ worth of tabs and data in it. It was incredibly unstable and crashed constantly. I once asked if I could at least delete all of the tabs that were more than a year old. My managers had a meeting with a couple of executives to discuss the situation and what the CFO might do if she ever found out. And it was finally decided that the risk of her wrath was just too great and ABSOLUTELY NO CHANGES could be made.

11. The calendars, part 2

I work in law. My old firm had 40-ish attorneys spread across eight courtrooms. Each courtroom has a daily calendar of all cases to be heard in that department. Rather than use any kind of digital record-keeping about what happened in court, this was the required procedure:

– Every attorney prints out a paper calendar for their department each day.
– Every attorney hand writes notes for their own cases on their copy of the calendar.
– Paper calendars get turned in to the office manager at the end of the day.
– The office manager prints clean copies of the eight department calendars, then proceeds to cut up the 40+ individual calendars handed in by the lawyers, and paste their notes onto the corresponding spot on her clean copy of the calendars.
– These frankensteined calendars then get stored in boxes forever.

It was literal cut and paste, with scissors and glue, every day, for almost 50 years. This practice only stopped when the office manager retired.

12. The ticker tape

I started at a ~3,000 employee company in 2022. I was reviewing some invoices for payment and the figures didn’t make sense so I asked one of my team in a different office to send me the backup validating the information. I was expecting an email with an Excel file. No – they couriered me a hard copy package with ticker tape attached. Turns out the old manager like to review hard copy and wanted ticker tape to prove out any calculations. It took me six months to convince everyone that the world would not end and people would get paid if we used Excel and formulas.