[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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Scheduling Stages Previous stage: Organizing the environment Next stage: Conducting meetings Sample projects Once you have decided on the project and created the project environment, you can put your students to work. Students will either work in groups or individually. If they are in groups, one of the first things they will do as a group is schedule meetings and milestones. If you have assigned individual projects, then you will likely use a group calendar, such as a class calendar, to schedule the project milestones.  Traditional scheduling You may allot class time for meetings, or students may decide to meet after class. In a traditional setting, students who meet outside of class must find time to try to coordinate their schedules for a meeting. They may create a calendar and print copies for everyone listing meeting times and milestones, or list the meetings and milestones on a sheet of paper and distribute it. Not only can a FirstClass calendar allow students to perform these same tasks, it also makes them much easier to do.  FirstClass is a group scheduler When the team leader decides to schedule a meeting in FirstClass, he simply goes into the project's group calendar and creates an event.  Note You can use the same methods described below in your own group calendar to schedule milestones for individual projects. This is a sample event that the team leader may schedule. From this same screen, he can click the Scheduling tab to determine if team members are already booked for that time, and can easily find a mutually convenient meeting time by just looking at one screen. He can also differentiate events with color. For example, he may use one color to schedule meetings, and another to schedule milestones. He can display and/or print the calendar in one of a number of different views, including: •       a daily view He can also view multiple days with this view by selecting the desired days on the mini month view calendar. •       a weekly view •       a monthly view •       a Today view with a mini month calendar You can use the mini month calendar to easily select days to view in the opposite pane. When he schedules the meeting, he can request responses from team members to ensure they know about the meeting, schedule repeating events, such as a meeting every Friday at 4 PM, schedule reminders, and even attach messages or documents that team members may need to review before the meeting. FirstClass lets you easily coordinate all aspects of a meeting from a single form.  FirstClass is an individual scheduler Aside from group scheduling, you can also use FirstClass for personal scheduling. Students who are working individually can use their personal calendars to schedule the milestones you laid out in your project guidelines. They can schedule meetings with you and use the calendar to manage time conflicts as discussed earlier. You can also schedule meetings with them in the same way. All of the features discussed above are still at their fingertips.  The next step Once students have scheduled their meetings and milestones, they can actually conduct their meetings.