[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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Maintain a product focus group Minimum version: FirstClass 8.3 Audience: Business professionals         Experience: FirstClass applications used: Calendars Conferencing Instant messaging/chat room  Summary When you think of a focus group, you probably picture a group of people in a room around a table. There may be a person who is responsible for calling everyone to arrange a convenient time to meet, creating and distributing surveys, and so on.   What if you can't get everybody in one room at the same time? Why not use a FirstClass conference to manage your focus group? You can post and collect surveys, post information for review, include movie files, sound files, or any other required information. You can use a calendar to manage focus group meetings, and folders to archive information. You can conduct meetings using a chat room or teleconferencing, and focus group members can use the conference to post questions or thoughts and contribute to ongoing discussions. If you are conducting the meeting through a chat room, you can also save a transcript.  Example Michael Green is the manager of Sales and Marketing at Husky Planes. His company wants to set up a focus group for a new product they are introducing, so Michael decides to manage the focus group using FirstClass. He does the following: 1       He creates a Focus Group conference on his Desktop. 2       He adds the necessary containers to the Focus Group conference: •       a conference to submit surveys privately (Survey Submissions) •       a calendar to book meetings (Meetings) •       a conference to post review material (For Review) •       a public chat room to conduct online meetings (Meeting Room) •       a folder to store meeting transcripts (Transcripts). 3       He assigns permissions to the focus group participants and subscribes them to the conference. Completing surveys Focus group members open surveys posted in the conference, and then submit them to the Survey Submissions subconference. This conference has Send only permissions so members can't look at each others' submissions. Booking meetings When Michael wants to book a focus group meeting, he posts it in the group calendar. By entering participants' names on the Scheduling tab, he can see who has a conflict with the selected date and make adjustments accordingly. Reviewing material If Michael wants to present something to the group for review, such as a sound file or a movie, he uploads the file to the For Review conference. Members access this conference at their convenience and review the material for discussion. In the meantime, questions and answers are posted to the Focus Group conference for all to see. Conducting meetings Michael holds the focus group meetings using a chat room. At the scheduled time, members simply open the chat room and start participating. In the session below, Sara Jones joined late, but the transcript to date is immediately posted so she can catch up.         Note The ability to let participants catch up (Enable catch up) is set on the Setup tab. Recording minutes After the meeting, Michael uses the mouse to select the transcript in the transcript pane, and then copies it into a FirstClass document. He then reviews the transcript and puts it in the Transcripts folder.  Variation If Michael prefers, he can hold a teleconferenced meeting instead of an online meeting, and then manually enter his notes into a FirstClass document and post them to the conference. Another option for recording minutes is to select "Save transcript" on the Setup tab, and then protect the chat room after the meeting. This will hide all of the panes except the transcript pane. Then Michael could drag the chat room into the Transcripts folder like a document, and create a new chat room for the next meeting.   Note This option requires the ability to create chat rooms.