By Published On: April 22nd, 2024374 words1.9 min read

Objective:

The objective of this SOP is to guide team members in adding an individual schedule to the event and program’s room board. This will help ensure that all schedules are accurately recorded and displayed for participants to see.

Scope:

This procedure applies to all staff responsible for managing and updating the event and program schedules within our organization. It covers the steps required from accessing the room board to ensuring the schedule is properly displayed.

Key Steps:

  1. Access the event and program’s room board.
    • Navigate to the organization’s internal system and select the ‘Room Boards’ option from the main menu.
  2. Locate the desired time slot for the individual schedule.
    • Scroll through the available time slots or use the search function to quickly find the desired time.
  3. Click on the time slot to open the schedule creation window.
  4. Enter the start and end time for the schedule (e.g., 2:00 PM – 3:00 PM).
  5. Specify the meeting or event name (e.g., “Texaco” or “Tezayan”).
  6. Choose the appropriate room or location for the schedule.
    • Select from the dropdown menu that lists all available rooms and locations.
  7. Click on the “Create” button to save the schedule.
  8. Wait for the screen to update, which may take 10 to 15 seconds.
  9. Switch to full-screen mode for a better view of the updated schedule.

Cautionary Notes:

  • Ensure that the correct time slot is selected before adding the individual schedule to avoid any scheduling conflicts.
  • Double-check the accuracy of the start and end time to prevent any time discrepancies.
  • Verify the spelling and accuracy of the meeting or event name to avoid any confusion or miscommunication.
  • Check the room or location availability to prevent double booking.

Tips for Efficiency:

  • Familiarize yourself with the event and program’s room board interface to navigate quickly and efficiently.
  • Use keyboard shortcuts or hotkeys, if available, to speed up the process of adding individual schedules.
  • Prioritize adding schedules during low-traffic periods to minimize interruptions or delays.
  • Utilize the system’s reminder feature to alert you a few minutes before you are scheduled to make an entry. This helps in managing time efficiently.

Document Management:

  • Ensure that all added schedules are backed up daily.
  • Review the schedule entries weekly to correct any anomalies or outdated information.