Oracle Calendar Etiquette: A Tea Party

Hosted byShannon Malkowski &Nikki Massaro Kauffman

Using Correct TerminologyDear 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 ResourcesDear 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 LocationDear 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 RemindersDear 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 ProposalsDear 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 HoursDear 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 ChangesDear 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 InformedDear 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 ProductivityDear 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 HelpDear 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?