[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]

F4302     Home  •  Help  •  Practical Uses for FirstClass  •  Project Management - Business  •  Project Resources  •  FOV2-0000F3F2  •  F4302

Sample Projects: Michael Green's projects Michael Green is responsible for creating a new web site and planning a trade show. Stage 1: Organizing the environment Stage 2: Scheduling meetings and milestones Stage 3: Conducting meetings Stage 4: Brainstorming Stage 5: Managing tasks Stage 6: Collecting information Stage 7: Compiling the project Stage 8: Presenting the final project  Stage 1: Organizing the environment Michael started by setting up a plan for his project environment: Based on the plan, this is the Web Site area he created. This is the Trade Show area he created. Tutorial: Setting backgrounds  Stage 2: Scheduling He uses the Web Site calendar to schedule meetings and milestones pertaining to the web site project, and his personal calendar to schedule trade show dates. This is the Web Site calendar. This is his personal calendar.  Stage 3: Conducting meetings He has face-to-face meetings when needed, but makes notes about the meetings, which he stores in the respective project conference. Here are the notes from a recent meeting.  Stage 4: Brainstorming He uses the Ideas conference for rough drafts, plans, and to store ideas for the web site project.  Stage 5: Managing tasks He uses the Web Site calendar to manage the details of each web site task, and his personal calendar for the trade show tasks. This is his Web Site calendar. This is his personal calendar.  Stage 6: Collecting information As Michael collects or creates information for the web site or the trade show, he enters it the respective FirstClass documents.  Stage 7: Compiling the project Michael uses the documents in the Content conference to compile the new web site. Here is a look at some material from the compiled project.  Stage 8: Presenting the final project Here are a couple of slides from the web site presentation he presented to the management team.