[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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Hold a meeting Minimum version: FirstClass 8.3 Audience: Business professionals Experience:   FirstClass applications used:            Instant messaging/Chat rooms            Calendars  Summary Want a way to reduce high phone bills due to teleconferenced meetings? Consider holding your meeting online using FirstClass. You can still schedule the meeting and book resources, hand out materials, and record the meeting minutes, but these steps are made easier using FirstClass. Take a look at this flowchart that compares how you would traditionally handle a team meeting with how you would use FirstClass to handle the same meeting.    Example Stuart McLaren is the project leader for Husky Planes' Commuter Project. Since some members of the Commuter Project team work in the European office, Stuart holds meetings through FirstClass instant messaging. When Stuart decides to have a meeting, he follows these steps. BEFORE THE MEETING Stuart can schedule the meeting, invite team members, book the boardroom and any other required resources, all at the same time. This means he doesn't have to run around trying to coordinate everyone's schedules and make sure the boardroom and other resources will be available. He can do all of this from one location.   STEP 1: Schedule team meeting Stuart schedules a weekly team meeting in the group calendar in the Commuter Project conference by creating a new event. STEP 2: Book the venue FirstClass lets you reserve venues by posting your request in a resource calendar. Stuart reserves the company's mid-sized boardroom using the Participants > Resources tab. STEP 3: Invite participants Once he knows that the venue is available, Stuart invites the project members by entering their names on the Participants > People tab. From this screen, he can see who may have a time conflict and he can adjust the time and date as needed. The meeting will then appear in each of their personal calendars. STEP 4: Distribute materials At the same time, Stuart attaches any documents to the event that may be required reading for the meeting. IN THE MEETING STEP 5: Take minutes Just before the meeting, Stuart opens a new instant messaging session and selects Save transcript on the setup tab. At the end of the meeting, the transcript will be automatically forwarded to his Mailbox. He doesn't have to worry about making sure somebody took accurate minutes, because it was automatically recorded. STEP 6: Hold the meeting At the scheduled time of the meeting, Stuart invites each member of the Commuter Project team. The instant messaging sessions provide a forum similar to a boardroom or teleconferencing setting, where each member can contribute. Here is the transcript that was automatically forwarded to his Mailbox. AFTER THE MEETING STEP 7: Distribute the minutes Following the meeting, Stewart reviews what the project team discussed and then forwards it to the meeting participants.  Variations If he prefers, Stuart could post the transcript to the Commuter Project conference instead of sending it to each participant.