How to avoiding issues with booking conference rooms

When conference rooms aren’t booked correctly they can disappear, get booked over, or get mysteriously changed. There’s a simple step to take to be able to see all conference rooms at a glance, and not create problems for your booking!

You’ll know you booked a conference room the right way when you get a confirmation e-mail from the room.

What NOT to do….

If you have a conference room’s calendar displaying next to your own calendar, you want to avoid double clicking in the conference room’s calendar to open the meeting window and create a meeting.

If you create a meeting this way, the conference room will NOT be reserved, and you also risk the conference room double booking you with another meeting.

Want to see what conference rooms are available? Use the Schedule Assistant to see the conference rooms and the availability of all your colleagues.

Step-by-step instructions to book a conference room

1. When you’re in Outlook, in the bottom left hand corner, select the Calendar icon. Then, click New Meeting in the upper left hand corner.

2. Now you will see a window where you enter your meeting information. In the upper left hand corner of your meeting window, click on Scheduling Assistant.

3. This will open up a window where you can type in any CCI conference rooms (or a group of conference rooms, if you have created one) and see the rooms’ availability.

4. Once you find a room with availability at the time you need, you can select it in the Scheduling Assistant. You will now see your selected room listed in both the To: field and the Location field of your meeting window.

5. Once you finish inviting all the attendees and filling out the rest of the details of the meeting, click Send.

6. You will receive an email from the conference room you selected letting you know it accepted the meeting. This email notification is how you know you have correctly reserved this room.

Comments

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