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

• Don’t reserve someone’s time on a calendar if they are not supposed to attend the event.

• Configure the access rights so select people could view it.

• Consider just informing by notes, email or print.

• Consider making the event public.• 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, day events 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) 863-2494

- helpdesk@psu.edu

• Training available at ITS Training Services- http://its.psu.edu/training/handouts/

- https://register4its.psu.edu

Questions?