[Image:81903_22607_2.png]Book resources for a presentation Minimum version: FirstClass 8.3 Audience: Business professionals Experience: [Image:9203_22631_1.png] FirstClass applications used: [Image:9203_24337_3.png][ fcp://@fc.onlinehelp.com,%237600229/En/OnlineHelp/Client Help/Calendars ]Calendars [Image:9203_31709_1.png] Summary Looking for a simple way to organize the location and resources you need for your presentation? Consider using a FirstClass calendar. Instead of sending out printed memos and filling out request forms, you can use a group calendar in FirstClass to invite participants, reserve multimedia resources, and book locations. Here is a comparison of the conventional way you may book resources and how you would do it in FirstClass. [Image:92203_31828_0.png] [Image:9203_31709_1.png] Example Michael Green is vice president of Sales and Marketing at Husky Planes. Several times a year he showcases the company's newest products for his sales staff. His presentations usually consist of a promotional videotape from the Marketing department accompanied by a slide presentation. Michael schedules the presentation, invites members of the sales department, and books the boardroom and multimedia resources all at the same time. He doesn't have to leave his office to ensure that his presentation goes off without a hitch. Here are the steps he takes to handle the arrangements: STEP 1: Schedule presentation Michael schedules the presentation in the Sales Dept Calendar by creating a new event entitled New Product Promo. This is the new event he created. [Image:8102006_91145_0.png] STEP 2: Reserve venue Each resource or location Michael wishes to book has its own calendar. When he schedules an event, he simply enters the name of the resource calendar or location calendar on the Scheduling tab of the event he is booking. If there is a time conflict, it will show immediately and he can decide how to handle it. Michael reserves the company's mid-sized boardroom using the Scheduling tab. STEP 3: Reserve resources Michael also reserves a large screen television, a video cassette recorder, and a video projector. This is the Scheduling tab where he books the resources. [Image:882006_33623_2.png] When he entered his requests on the Resources tab for the New Products Promo event, a new event appeared in each item's calendar. Husky Planes' IT department monitors the resource and location calendars and ensures that requested equipment is ready for use when scheduled. This is the calendar for the video projector that John booked. [Image:882006_32721_0.png] STEP 4: Invite participants Michael invites the members of the sales department by entering their names on the Scheduling tab. From this screen, he sees who may have a time conflict. He adjusts the date and time as needed (the booked times for the resources and locations will also change automatically). The presentation will then appear in each of their personal calendars. This is the Scheduling tab where he invites participants. [Image:882006_33910_4.png] [Image:9203_31709_1.png] Variation If Michael has content he wishes to share before the presentation, he can attach it to the calendar event at the time of scheduling or type it in the text box on the event form. This is the event he created. He attached a file for review and included an agenda in the text area. [Image:882006_32224_4.png]

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Log the minutes of a meeting Minimum version: FirstClass 8.3 Audience: Business professionals Experience:   FirstClass applications used:            Chat rooms  Summary Want an easy way to log the minutes of an online meeting? Use FirstClass as a secretary. Open the chat room in a conference or workspace before the meeting starts and save the transcript. When the meeting concludes, simply move the session to a folder or conference to share with other participants, or for later reference. No need for anyone to type out the meeting minutes.  Example Michael Green is the VP of Sales and Marketing at Husky Planes. Every two weeks he has online meetings with his out-of-town employees, which he books in the team calendar. Just before each meeting, Michael creates a new Chat Room in the team's workspace and sets it to save the transcript. When the meeting concludes, Michael moves the chat room into a folder called Meeting Minutes for everyone to view. Whenever somebody opens the chat room session in the future, they will see a transcript of the meeting in the chat window. For the next meeting, Michael simply creates a new chat room in the team's workspace.  Variation Another way Michael can save the transcript is to copy the contents of the chat window after the meeting and paste it into a FirstClass document. Then he can post the document in the Meeting Minutes folder. The advantage of this method is that he can annotate or edit the minutes, and he doesn't have to create a new chat room for every meeting. However, he also runs the risk of forgetting to copy the transcript before closing the window. Here is the transcript from a meeting he conducted, with Michael's annotations.