Calendar Sync Applications Are Your Best Friend

The toughest part about a telepresence meeting is getting everyone there who needs to be there at the right time and the right place. After that it's usually a breeze. There’s calendar sync software that many telepresence facilities use which helps you set appointments, send invitations to participants and make sure the rooms are booked at the right time. It's important though that everyone who is supposed to attend check the calendar regularly before the scheduled time for any updates.

Most calendar sync systems are compatible with all the major operating systems, so that’s not usually an issue for the participants of the meeting. Determine which software application host has the most current and relevant meeting information. This will help to avoid any potential problems down the line. Once you've determined the calendar sync system you want to use, keep a backup of the schedule. Knowing you have this data will allow you to keep everyone informed of the meeting details and any updates at any time.

The best way to do this is to have everyone who will be participating in the meeting log into the calendar sync application on the telepresence facility's website. There is usually a choice as to which server you want to access the program from, which eliminates calendar sync troubles.

Once you book the room and lock in the time, everyone who is part of the meeting will get a confirmation message instantly. Of course, the calendar sync system can bring people together from all over the world. No matter where your participants are situated around the world, the calendar sync application gets everyone to the meeting on time and engaged.

The synchronization operations area of the telepresence facility's website will show you when any information in the server database was last updated as well as updated meetings, schedules for a time and date and any other information you need to relay to your participants. You can also call the telepresence facility's help center to verify any details.

You can then go back into the calendar sync application and make any necessary changes to the schedule. The calendar sync application is a complex technological system that makes scheduling very convenient for teleconference meetings.

For the best experience in the scheduling and calendar sync sections of a telepresence website, use it efficiently. If you are the one responsible for organizing the meeting, then be thoroughly prepared before you actually book the room for the smoothest and most pleasant conference experience.

Other advantages to using a calendar sync system at the same telepresence facility each time is the ability to allow the system to remember your company information. That way you don’t have to re-enter it as well as allowing the system to present your company branding when participants are checking the data. An added bonus is the elimination of excessive phone calls to confirm appointments between participants and no need for faxes. The calendar sync application does all this for you. 

Telepresence Scheduling Can Be Smooth and Easy

Telepresence scheduling can be pretty easy if everyone stays on the same page. Many companies that offer telepresence meeting rooms have online booking software so you can visit their site and choose the date and room you want to meet in. This software will also let you cancel the meeting as well.

Additionally, you'll be able to invite participants, submit and modify details of the meeting and set privacy preferences through the use of the software system as well. This can usually be done for up to 2 months before the time of the meeting and if you want to book a time further into the future, this may take specific instructions from their helpline to lock it in. Remember, for all telepresence meetings there must to 2 different rooms booked. These facilities are not for single group meetings.

Many telepresence companies have tried to accommodate their customer's needs by providing as many different rooms in as many different locations around the world as possible. This means there will be meeting rooms available that are in a building the telepresence company does not own. When this is the case, you'll need to speak with someone on the phone to make sure the room is booked properly.

When booking a room online, you'll need to pull up the calendar of events at the telepresence facilities so you can book the room at an available time. However, if you want to keep the name of the company and any individuals connected with the meeting private, you can select an option to do so. That way the room will be marked as booked on the public calendar, but no one will know who has booked the room.

If you meet regularly at a telepresence room then you can select a recurring appointments option. There are also possibilities to book the rooms for usually a minimum of an hour or two all the way up to a full day event and even 24 hrs.

There are also specific calendar settings within the settings themselves. If the meeting is marked as private or has a limited number of participants, then anyone who wants to see the calendar for these events must have permission to access that calendar. However, this changes when a conference room is booked. Conference rooms are usually booked under global access calendar scheduling especially if the conference room is at a proxy location.

Much of this type of scheduling is contingent upon the availability of everyone invited to the meeting. They must all be available at the time the meeting is due and within the proximity of the location. The logistics of getting people to the telepresence meetings at the correct time can be the biggest hurdle. Once everyone has arrived though, the meetings tend to go off without a technical glitch. Telepresence technology is advanced and with a responsible company running the facility you should be able to hold productive and distraction-free meetings every time you book the rooms!