OUTLOOK ROOM SCHEDULING Good Morning Today, I hope to answer questions you have regarding room scheduling

LUNCH ‘N LEARN OBJECTIVES: Define Responsibilities Provide instructions: “How to reserve rooms in Outlook” Review Scheduling Guidelines Review procedure for Special Needs: Audio Visual Room Set-Up Catering

Scheduling Responsibilities Reserving rooms and equipment via Outlook Reserve rooms according to size of group (i.e. do not schedule IR or Au fait Room for small groups). Only groups affiliated with Fairview and community groups sponsored by Fairview are allowed to reserve rooms. Schedule the room and any equipment at the same time Open calendar, click on file, then click on fold, and then click on properties for calendar, in description I have put the number of people the room will hold. Suburban radiology, surgical consultants etc. It’s the schedulers responsibility to work out any room conflicts. If I notice a conflict I try to notify both parties involved Also try to follow room use and scheduling policies. Such as the order in which people are allowed to start scheduling for the next year.

Responsibilities - continued Resolve conflicts in scheduling or room changes directly with the parties involved Follow room use/scheduling guidelines Cancel meeting rooms if you no longer need them Educate new users in your department Remember to cancel a room if you will not be using it. Contact me or Is if you need help education new employees on how to schedule rooms Free to move tables just put them back Set ups

Responsibilities - continued Leave room per designated set-up set-up diagrams are posted in each room Environmental Services will do department set-ups for groups of 75 or more For smaller groups, Environmental Services will do room set ups specific to education, certification, and / or physicians. Remember to cancel a room if you will not be using it. Contact me or Is if you need help education new employees on how to schedule rooms Free to move tables just put them back Set ups

Setting up room calendars in navigation pane: There are two places you can schedule meetings, from your personal calendar or the room calendar. To set up your outlook to display the rooms for quick access, follow these steps. Click on link, “open shared Calendar,” at the bottom of the left navigation pane. In pop-up box: type in search criteria of “confrm-fsh” to bring up list of rooms. 2 1

equip-speakerphone-fsh Double click on room you wish to open – it will display in navigation pane on left. Do this for each of the rooms and equipment you wish to have available to schedule. Example: equip-laptop-fsh or equip-speakerphone-fsh 4 3

Example: Rooms Selected: Au Fait Esperanza Sunnhet 5 Your personal calendar or directly from the room calendar 5. Double click on the time slot you want scheduled. The Appointment Screen that pops up will be titled: Untitled Appointment

Appointment screen appears. 6. In Subject field: Type name of meeting. The meeting title will automatically change to subject. 7. Verify correct Date:, Start Time:, End Time: 8. Click the down-pointing arrow to make changes 6 7 8

11. Click on “Add from Address Book” link 9. On Appointment screen, select Scheduling tab 10. Select pull down button “Add Others” located in lower left corner of screen 11. Click on “Add from Address Book” link 9 10 11

Room ID MUST be entered in the Resources field. Most common mistake: room ID placed in Required field Room ID MUST be entered in the Resources field. 12. Click on room ID and drag from “required” to the “resource” field. This locks in your appointment. Invite people Reserve additional rooms at same time Reserve equipment at the same time. The thing to remember is that to lock in the appointment must move room id from required to resource. If you do not do this, some one can schedule for the same time and not will not get a message letting them know you have already book for that time. The other tip is that you need to click and drag or cut and paste. 12

13. In Required field, invite individual(s) attending the meeting 13. In Required field, invite individual(s) attending the meeting. Include yourself if you want the meeting to appear on your personal calendar. You can type email names in the field or click on Required to pull up the name/address list. 14. Click OK. 13 13 14

15. Go back to appointment tab and double check your information 16. Put your contact information in the message area. 17. Click Send. 17 15 15 16

Special Needs If meeting requires a room set up, schedule the meeting time to allow for 30 minutes before and after actual meeting appointment to allow enough time for room set up and take down. Example: Meeting from 9:00am-10:00am: Reserve room from 8:30 a.m.10:30 a.m. To submit a room set-up request: Go to: FSH Intranet/Departments and Programs/ FSH Facility

Special Needs continued Remember to book both side A and side B if booking the International Room. Note: podium is located on Side B. You can reserve equipment at the same time that you reserve the room by adding the equipment ID to the resource area along with room ID.

RESOURCES Questions regarding reserving a room, requesting room set-up or additional training needs can be directed to Janean Numan-Fortier in Environmental Services at ext. 8491 Audio Visual Equipment questions regarding equipment: Contact Mark Mercil in Organizational Learning at ext. 5793 Event Catering: contact Michelle Dittmar in Nutrition Services at ext. 5972