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Oracle Calendar Etiquette: A Tea Party. Hosted by Shannon Malkowski & Nikki Massaro Kauffman. Using Correct Terminology. Dear Nikki, Whenever I ask about Oracle, some confusion usually follows. What’s the source of this miscommunication? Sincerely, Curious in Collection Maintenance. - PowerPoint PPT Presentation
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Oracle Calendar Etiquette: A Tea Party
Hosted byShannon Malkowski &Nikki Massaro Kauffman
Using Correct Terminology
Dear Nikki,
Whenever I ask about Oracle, some confusion usually follows. What’s the source of this miscommunication?
Sincerely,
Curious in Collection Maintenance
Using Correct Terminology
• Make sure you say “Oracle Calendar” not “Oracle”. (We use other Oracle products.)
• Use the terms Oracle Calendar uses for the items: Group Agenda, Resource, etc.
• Be as specific as possible!
Scheduling Resources
Dear Shannon,
I have trouble finding equipment in Oracle Calendar. I usually just enter it manually into the details. Is this okay?
Sincerely,
Troubled in Tech Services
Scheduling Resources
• In Oracle Calendar a resource refers to: -instruction rooms, -meeting rooms, -desk schedules,-equipment, etc.
• Make events using resources public.
• Don’t put confidential info in Title or Description.
Scheduling a Location
Dear Nikki,
I thought I scheduled an event in Mann only to find it was not reserved. What should I do?
Sincerely,
Meandering in Mann
Scheduling a Location
• Don’t just write it in. Add it as a resource.
• When changing resource, double-check location field.
• Set meeting as public.• Don’t put confidential info in Title or Description.
• Make sure resource is confirmed.
Setting Email Reminders
Dear Shannon,
I never know when a meeting was proposed to my calendar or when one I accepted is about to begin. Is there a way I can be reminded?
Sincerely,
Mindful in MediaTech
Setting Email Reminders
• Library policy is to set email notifications on new and modified proposals.
• Consider reminders for meetings as well.
Replying to Proposals
Dear Nikki,
People seem to be annoyed that I haven’t been showing up for meetings. It’s not like I ever said I could attend in the first place. Help!
Sincerely,
AWOL from Access Services
Replying to Proposals
• Check your in-tray once/day for new proposals.
• If you can’t attend:• Mark as Will Not Attend.• Contact the person proposing meeting.• Best Practice: Set email to automatically send when you decline.
Setting Your Hours
Dear Shannon,
I work a part-time, Tuesdays and Thursdays, but I keep getting meeting proposals for Mondays. What can I do to let people know my regular work schedule?
Sincerely,
Pattee Part-Timer
Setting Your Hours
• Set your normal hours in Oracle Calendar, especially if you do not work a standard Mon-Fri, 8AM-5PM.
• Consider adding extended hours as well.
• Update your calendar if your regular shift changes.
Noting Schedule Changes
Dear Nikki,
Due to unexpected circumstances, I will be out and away from my computer all day. How can I make sure my meetings are cancelled and new meetings are not proposed?
Sincerely,
I-Tech Wreck
Noting Schedule Changes
• Consider using a meeting to mark time as busy for the following:– Vacations– Extended Hours– Conferences– Sabbaticals, Etc.
• You can mark personal items confidential.
• Change (or have designate change) prior commitments in your calendar.
Keeping Others Informed
Dear Shannon,
I want to keep my supervisor and members of my team updated on my schedule. What’s the best way to do this?
Sincerely,
Courteous in Cataloging
Keeping Others Informed
• Avoid adding people to proposals unless they are supposed to attend the meeting.
• Consider making the event public.• Configure the access rights so select people could view it.
• Consider just informing by email or print.
• Ask the people concerned for for their preferences.
Maximizing Productivity
Dear Nikki,
I would like to be more efficient with my time. What can Oracle Calendar do for my personal productivity?
Sincerely,
Productive in Preservation
Maximizing Productivity
• Use daily notes or tasks.• Schedule “dummy meetings” to allow yourself time to work on a task.
• Schedule travel time before and after meetings outside of your building.
Designates?
Dear Shannon,
I was recently made a designate. What advice to you have for using these rights to their fullest potential?
Sincerely,
Dean’s Office Designate
Working with a Designate
• Consider giving at least one other person designate access to your meetings.
• Discuss your calendar on a regular basis with your designate.
Working as a Designate
• Make sure you are working in the right Agenda. (Hint: Not yours!)
• Use Save State to save your open windows.
• Use Group Agenda:-for viewing several people-for scheduling several people-for printing schedule of several people
Getting Help
Dear Nikki,
Where can I go for more information on Oracle Calendar?
Sincerely,
Learner in LLS
Getting Help
• Contact ITS HelpDesk for Help-(814) [email protected]
• Training available at ITS Training Services-http://its.psu.edu/training/handouts/
-https://register4its.psu.edu
Questions?