Easier Conference Room and Equipment Scheduling

Filed in by Lizetta Staplefoote | January 11, 2011 10:43 am

Our large office has lots of demand for the few meeting areas and related equipment in building. We’ve been scheduling meeting rooms with a paper signup sheet. Equipment, like projectors and conferencing gear, are first come, first served. Barring hiring someone to manage it all, how can we make scheduling meeting areas and equipment efficient?

Before you implement expensive scheduling software or put an ad in the paper for a meeting room concierge, take a look at your email. If you’re using Exchange, you have access to a feature called resource mailboxes that lets you manage meeting rooms and equipment from your inbox.

With Hosted Exchange service at Rackspace, you can add resource mailboxes to your account at no charge. For each resource, meeting rooms, projectors—even company vehicles and computer equipment—you’ll create a mailbox. The mailbox has a calendar attached to it that can be shared with everyone to view availability. When a meeting is being scheduled, organizers just add the meeting room to the list of attendees. To reserve a resource, requestors simply create a new meeting between themselves and the resource. Resource mailboxes receive the invite and automatically respond with the resource availability. The time then shows busy and everyone can see who has reserved the resource.

For step-by-step instructions on managing resource mailboxes in Exchange, view the Resources area of our Support Site[1].

Don’t have Exchange? Learn more about Exchange and signup of a free 14-day trial now.[2]

  1. iew the Resources area of our Support Site: http://www.rackspace.com/apps/support/portal/1813
  2. Learn more about Exchange and signup of a free 14-day trial now.: http://www.rackspace.com/apps/email_hosting/exchange_hosting/

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