walking-meetingHALO strives to walk the talk as we seek to include more activity into our workday. Our current workplace’s meeting rooms are quite busy and so we decided to create “Walking Meeting Rooms”. This was setup to be booked through our Outlook system, and included some pre-determined maps for various lengths of time. Staff are encouraged to book these rooms with the indication of length (they can choose to map their own routes as well) whenever possible.

For tips on how to prepare or when to use a walking meeting room here are two links providing some good information:

For those who feel they can’t take their meetings outside, there are also options for starting a walking meeting group: www.participaction.com/start-a-workplace-walking-group

Why not take it outside today! We’ve included some of our “how to” files below with respect to bookings via Outlook (feel free to modify as you see fit). For more information, please do not hesitate to email us at info@haloresearch.ca.

How-To Files (Based on CHEO Email System)

[expand title=”Booking Walking Meeting Room in MS Outlook 2003“]

 

Step 1.

Choose a Walking Meeting Room path from the list of maps.  You can find these maps on CHEO Public Drive in “L:\Walking Meeting Rooms” folder.

outlook-2003-p01

Or, in your Outlook Public Folders\All Public Folder\Walking Meeting Rooms folder.

outlook-2003-p02

Step 2.

Open a  New Meeting request and click To: button

Step 3.

In Select Attendees window, under “Show Names from the:” dropdown menu choose Walking Meeting Rooms address list

Step 4.

Select the WM Room you want to book.  You can add the room as Required Attendee. Add other attendees.

outlook-2003-p03

Step 5. 

Add subject to the meeting request.  The subject will stay with your invitation in Attendees calendars.  The room calendar will display only your name in the subject field.

outlook-2003-p04

Step 6.

Send your meeting request.  Walking Meeting Rooms will ignore any booking conflicts always accept your meeting request. The text in the body of the reply e-mail has a note on the location of the booked room map file.

outlook-2003-p05

A note on booking a WM room as a Resource in MS Outlook 2003

Please do not book the room as a Resource in Outlook 2003.  If you later decide to change the time or cancel the meeting you will receive Microsoft Office Outlook error and the system will not allow you for the action.

outlook-2003-p06

outlook-2003-p07

** As we are trying to keep accurate statistics on actual usage of the walking rooms, please ensure to “cancel” the walking meeting room if you will not be using it (due to weather or other) BEFORE it occurs. Otherwise, you would need to contact Maria Litwinska or John Hazelton via e-mail to have it removed. **

[/expand]

 

[expand title=”Booking Walking Meeting Room in MS Outlook 2010“]

 

Step 1.

Choose a Walking Meeting Room path from the list of maps.  You can find these maps on CHEO Public Drive in “L:\Walking Meeting Rooms” folder.

outlook-2003-p01

Or, in your Outlook Public Folders\All Public Folder\Walking Meeting Rooms folder.

outlook-2003-p02

Step 2. 

Open a  New Meeting request and click To: button

Step 3.

In Select Attendees window, under Address Book dropdown menu choose Walking Meeting Rooms address list

Step 4.

Select the WM Room you want to book.  You can add the room as Required Attendee or as Resources.  If you add the room as a resource – the Location in the meeting request will be automatically filled with the Walking Meeting Room name.

Step 5.

Add other attendees.

outlook-2003-p08

Step 6.

Add subject to the meeting request.  The subject will stay with your invitation in Attendees calendars.  The room calendar will display only your name in the subject field.

outlook-2003-p09

Step 7.

Send your meeting request.  Walking Meeting Rooms will ignore any booking conflicts always accept your meeting request.

outlook-2003-p10

The text in the body of the reply e-mail has a note on the location of the booked room map file.

outlook-2003-p11

** As we are trying to keep accurate statistics on actual usage of the walking rooms, please ensure to “cancel” the walking meeting room if you will not be using it (due to weather or other) BEFORE it occurs. Otherwise, you would need to contact Maria Litwinska or John Hazelton via e-mail to have it removed. **

[/expand]

 

“Fit Club” Group Walk

fit-clubThe first official group walk took place on Monday, November 2nd, 2015.

Walks occur regularly on Mondays at noon (meeting outside of the main doors of the cafeteria hallway – leaving promptly at 12:00pm). We walk this route (pictured in the map below) which is about 35mins. Everyone is welcome to join – and you walk at your own speed. We’ll be mapping out some alternate internal walk for when the weather is not conducive to an outdoor walk.

Feel free to join in. Monthly meetings including some guest speakers are posted on CHEOnet.

fit-club-map