SWAG 1 Activity #8: Conference Room Scheduling

This begins with a transcription task for 20 telephone messages that the Library has received, requesting to reserve the two conference rooms. This segment of this activity becomes progressively more difficult because less information is provided on the Conference Room Reservation forms as the activity progresses. You may choose to begin with the first task or, if the client requires more challenge than this provides, begin later in the progression to provide adequate challenge.

There are many ways to schedule each room. The answer sheets provide the optimal schedule. This activity usually is the most frustrating of the SWAG 1 activities for clients, because there are competing demands, at least one irresolvable conflict, and considerable judgment is required.

Provide the client with the appropriate set of Conference Room Reservation forms. Explain to the client, “You will hear a series of telephone messages that have been recorded. We need to review the messages and fill in what was not recorded on the conference room reservation pad. Be sure to fill in today’s date on each message, in addition to the missing information.” After the messages have been transcribed, review each for accuracy. Allow the client to make corrections as necessary.

Next, provide the client with both of the Conference Room Schedule forms, and these instructions: “Use the Conference Room Schedule forms to decide where and when each meeting should be scheduled.”

After the task is completed, provide both of the conference room schedule answer forms to the client to edit and correct the responses. Debriefing after this activity often will provide you with significant information about the client’s ability to balance competing demands and to make well-reasoned judgments.

Activity 8 Tasks
Task # Problem Task Resources
1 Conference Room Reversations were recorded, but the telephone nmber was missing. We need to include the telephone number. Use the Conference Room Reservation Pads A, fill in the telephone number. Conference Room CD, Conference Room Pads A
2 Conference Room Reversations were recorded, but the telephone nmber was incorrect. We need to correct the telephone number. Use the Conference Room Reservation Pads B, correct the telephone number. Conference Room CD, Conference Room Pads B
3 Conference Room Reversations were recorded, but the telephone nmber and group or function is missing. We need to identify the telephone number and group or function. Use the Conference Room Reservation Pads C, fill in the telephone number and group or function. Conference Room CD, Conference Room Pads C
4 Conference Room Reversations were recorded, but the telephone nmber and group or function and number of people are missing. We need to identify the telephone number and group or function and number of people. Use the Conference Room Reservation Pads D, fill in the telephone number and group or function and number of people. Conference Room CD, Conference Room Pads D
5 Conference Room Reversations were recorded. We need to transcribe the calls onto the Conference Room Reservation Pads. Use the Conference Room Reservation Pads E, record the person who called and fill in all the blanks. Conference Room CD, Conference Room Pads E
6 Conference Room Reversations were recorded and transcribed. We need to schedule both conference rooms. Use the Conference Room Schedules, record the group or function, time and date and number of people. Conference Room CD, Conference Room Schedules

Files:

  • Activity 8 Instructions (PDF)
  • Conf Room Reservation Pads A (PDF)
  • Conf Room Reservation Pads B (PDF)
  • Conf Room Reservation Pads C (PDF)
  • Conf Room Reservation Pads D (PDF)
  • Conf Room Reservation Pads E (PDF)
  • Conf Room Messages (PDF)
  • Conf Room 1 Schedule Blank (PDF)
  • Conf Room 1 Schedule Answers (PDF)
  • Conf Room 2 Schedule Blank (PDF)
  • Conf Room 2 Schedule Answers (PDF)
  • 21 Conference Room audio files (available in MP3 and WMA formats)

Client orientation and instruction: 5–15 minutes

Typical activity duration: 90–180 minutes