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Oracle Calendar Etiquette: A Tea Party

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.

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Oracle Calendar Etiquette: A Tea Party

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  1. Oracle Calendar Etiquette: A Tea Party Hosted by Shannon Malkowski & Nikki Massaro Kauffman

  2. 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

  3. 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!

  4. 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

  5. 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.

  6. 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

  7. 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.

  8. 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

  9. Setting Email Reminders • Library policy is to set email notifications on new and modified proposals. • Consider reminders for meetings as well.

  10. 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

  11. 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.

  12. 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

  13. 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.

  14. 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

  15. 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.

  16. 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

  17. 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.

  18. 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

  19. 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.

  20. 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

  21. 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.

  22. 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

  23. Getting Help Dear Nikki, Where can I go for more information on Oracle Calendar? Sincerely, Learner in LLS

  24. 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

  25. Questions?

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