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Want to meet with a few colleagues?
Process now easier to schedule conference room, equipment

From Corporate IT
We have a new and easier way to book conference rooms for meetings that require equipment setup. The new method is easy to learn, and only requires two clicks of the mouse.

Effective immediately, whenever employees book any meeting (at Headquarters) that requires IT to set up any equipment – a video conference, a PolyCom speaker phone, or a laptop/projector – just book the meeting in Outlook as you would any regular meeting... But include the additional step of going to the label drop-down, and selecting the “Needs Preparation” label.

This new method will be simpler and more efficient for everyone. The way we were scheduling equipment setup in the past was more difficult and somewhat confusing.

Until now, ITD had two conference room calendars for each conference room that has video equipment. One calendar was for booking regular meetings, and the other was for booking video conferences. This has proven very confusing because people often forget to check the main calendar when booking the video conference calendar. This sometimes results in their attempting to book over an existing meeting, and then the new meeting is declined by the Meeting Room Administrators.

Another issue has been that, until now, the only way to book a PolyCom speaker phone or laptop/projector setup, was to send an email to or call the Help Desk and notify them of the date, time, and what service was needed, so that a "Remedy" work ticket could be created. Because of the large number of bookings and the fact that many meetings were several months away, it was difficult to manage the volume of requests using this method.

The new method should solve both of the problems, and will make it easier and faster for everyone. For specific instructions, with screen prints, on the new process go to PC Help Documents under "Technical" on the Intranet (http://intranet/admin_services/HRS/SoftwareTrainingDocuments/MainSoftwareDocuments.htm) to download a pdf version of the instructions. If you have any questions please call the computer trainers at 334-8041 or the Help Desk at 334-8175.