Meetings in general
- The one who initiates the meeting is the "owner", and responsible for:
- Booking of meeting room.
- Agenda/meeting documents.
- Ensures that the technical devices work - e.g. presentations and possibly online platform.
- Possibly booking of guest parking.
- Possible catering.
- Other
- The agenda and meeting materials are distributed in good time.
- Give your meeting a clear title - avoid the just calling your booking "meeting".
- Please, note that the title of the meeting appears on the information boards around TEK.
- New staff members are introduced to booking of meeting rooms, the devices etc. in connection with onboarding in own department.
- Only insert link to online meetings in the invitation if online participation is possible (automatic creation of link to TEAMS, can be turned off in the Outlook settings)
Online meetings
-know how the devices work
- Equipment in Tesla and Ellehammer can connect to Zoom (not Teams)
- Create a link to the Zoom meeting in Outlook and follow the instructions in the meeting room.
- When you have called the meeting, you are the one responsible for connecting to Zoom (not SDU IT)
- Test in good time, that the presentations etc. works – on the computer and in the room including how to share the screen from your own computer.
- Make the call on Zoom in good time.
- Turn off the 'waiting room' in Zoom and allow participants to share presentations.
Guidance of externals
- State clearly the location of the meeting in your invitation.
- Send directions information to external participants, e.g.:
"The address for the Faculty of Engineering, SDU is Moseskovvej 69, 5230 Odense M (white building with large 'bubbles' on the facade)
Find parking via Moseskovvej at P2, which is just outside the building.
The meeting takes place in meeting room XX."
Perhaps insert a link to the meeting room from SDU Maps.
Note:
- There are rarely free parking spots on P2 between approx. 9-14.
- For guest parking, a space is booked in the ParkZone system. Guide the guest to the parking spaces on the eastern side of the TEK building