Our constant calendar clashes are draining work hours

I keep seeing how much time gets lost just trying to align everyone's schedules. My crew uses a shared digital calendar, but it's never accurate because folks don't put their appointments in there. We end up sending a bunch of messages to find a meeting time, and half the team doesn't reply fast. Last Tuesday, we needed a quick update call, but it took two days to settle on a time. That delay pushed back a paint job estimate for a client. It feels like we're stuck in a loop of planning instead of doing. I tallied it up, and we waste about four hours a week on this stuff. There has to be a simpler way to sync up without all the hassle.