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Shared Spaces – General Information

NOTICE – Zoom’s own conference room solution, Zoom Rooms, is being piloted at our Minneapolis Office! All Conference rooms will be upgraded to become Zoom Rooms in the near future

Existing configurations and instructions found on the Intranet will be subject to change and may not be current for these upgraded conference rooms. New training resources will be posted for Zoom Rooms once existing rooms are upgraded

Further updates will be communicated by email as these rooms are upgraded

Shared Spaces (Conference Rooms, Flex Spaces, and Others) have been redesigned with new features! We recommend all users review the material and links provided below prior to any scheduled meetings in the new Shared Spaces

Descriptions

Below are quick descriptions of each Shared Space Type. Shared Spaces with exceptions to the normal configurations are also noted

  • Zoom Rooms
    • Zoom Room SolutionStandard conference rooms for small to large group of users with Zoom’s own native conferencing solution
      • A separate device such as a laptop, Android, or iOS device is required to share resources with these rooms
      • Schedulable through Outlook and Display Devices located outside room door
      • Zooms Rooms will be replacing shared PCs with the exception of rooms Vermilion, Superior, and Flex spaces
  • Conference Rooms
    • Standard Conference Rooms –  Standard conference rooms for small to large group of users
      • Schedulable through Outlook and Display Devices (with exception to the Auditorium) located outside room door
      • Superior (1120) – Auditorium space – Can be configured many ways, requests for specific set-ups can be sent to Admin Services for assistance
      • Medicine (1096) – This room is set-up as a casual lounge-style conference room – Sofa and individual lounge chairs. Note – Screen share only
      • Vermillion (1028) – This room has many smaller tables that may be rearranged as needed. If the room needs to be rearranged, it is recommended that a ticket be sent to Admin Services. This space is excellent for training sessions. No direct phone number available in room.
  • Flex Spaces
    • Flex Offices –  Temporary office for one user
      • Schedulable through Outlook and Display Devices located outside room door
      • Booking periods for this room can be a partial or full day, but they are not intended to be booked for extended periods at one time (i.e. – booking it for a full week)
    • Flex Desks–  Temporary desk for one user
      • Schedulable through Outlook only
      • Booking periods for this space can be short or for extended stay periods at one time
    • Co-Flex Desks –  Temporary desk for a team of two users
      • Schedulable through Outlook only
      • Booking periods for this space should be coordinated with the person sharing the space
  • Other Types
    • Focus Rooms –  Quiet study room for one user
      • Schedulable through Outlook and Display Devices located outside room door
      • Booking periods for this room are meant to be shorter durations, up to three hours
    • Collaborative Spaces –  Open lounge style meeting space
      • Not schedulable. First come, first served
    • Working Tables (Not shown in table below) –  Drop-in open worktables for one user
      • Located around perimeter walls
      • Not schedulable. First come, first served

Spreadsheet – Equipment and Rooms

The following spreadsheet and key are used to determine what equipment, features, and room capacity are available for each Shared Space

Spreadsheet Key

  • Yes/No (Y/N) – Display – PC monitor or TV available in the room/space
  • Yes/No (Y/N) – Zoom Room – Zoom Room Solution available in the room/space. Instructions on how to use
  • Yes/No (Y/N) – Screen Sharing Code – Equipped with the ability to perform screen sharing via a code on the screen. Instructions on how to use
  • Yes/No (Y/N) – Shared PC –  Equipped with PCs that can be used to login to SRF accounts and guest accounts. Not all PCs will provide access to the guest account. Instructions to login to dedicated PC
  • Yes/No (Y/N) – Dedicated Webcam –  Equipped with a camera for video conferencing (Zoom, Teams)
  • Yes/No (Y/N) – Dedicated Audio – Equipped with a Polycom or other audio device to provide audio to online meetings or other functions
  • Yes/No (Y/N) – Dedicated Phone –  Equipped with the ability to dial out to any outside number via a Polycom device
  • Yes/ No (Y/N) – (Optional) Docking Station –  Equipped with the ability to attach SRF Laptop to monitors in the space. This is optional as most rooms will have a dedicated PCs that users can login. Instructions to login to dedicated PC
  • Yes/No (Y/N) – Scheduled time required – Space should be scheduled prior to meeting. Users will be able to use the physical display scheduler outside the rooms or use applications on their device such as Outlook to schedule meetings. Instructions to add room resource via Outlook.  Instructions to create meeting via Schedule Displays

Best Practices / Additional Tips / Exceptions

The following best practices should always be used when utilizing the Shared Spaces. Helpful Tips and exceptions are also provided below

  • Review Training Material and Test Room Capabilitiesprior to using rooms with shared PCs
    • Prior to any scheduled mission critical meetings with Shared Spaces, review all available training material on this page and linked at the bottom of the page. Review and understand how to perform the following
      • Note – Time should be scheduled with each type of Shared Spaces to become familiar with the available tools and functions of each type of Shared Space
        • Review – Shared PCs
          • Logging into a Shared PC
            • Users will now login to PCs using their SRF email account and password. Instructions on how to login to the dedicated PCs
          • Running Citrix from a Shared PC
          • Running a Zoom meeting from a Shared PC. Instructions
            • Sharing content during a Zoom meeting from the Shared PC
              • NoteSharing content using Zoom is best performed by having your notes for the presentation or meeting outside VDI and/or on a separate device
            • Operating volume
              • Note If dedicated audio Polycom device’s are found on the table, audio can be adjusted using the buttons “+” and “-” right of the display screen
              • Note – If these devices are not preset, use the in room PC’s audio to adjust sound using the settings found in the bottom-righthand corner of the desktop screen when logged in. If these options are not available or unresponsive, reach our IT for further assistance
            • Operating camera controls if remote or multiple cameras are present
          • Logging off a Shared PC
        • Review – Zoom Rooms Solution
  • Best Practices for Scheduling Meetings
    • Be mindful of the duration of time you will be booking. Take personal belongings with you when leaving for meetings allowing for others to use the space
    • Be sure to schedule rooms before taking temporary “ownership” of the space
  • Best Practices for for Ending Meetings
    • After use, prior to leaving a space
      • Logoff Shared PC as needed
      • Remove all belongings
      • Clean up any trash
      • Wipe down surfaces and equipment
      • Erase and clean whiteboard (if applicable)
  • TipSchedule Display Devices
    • Are only available on the outside walls of conference rooms (not including the Auditorium), Flex Offices, and Focus Rooms. Schedule Display instructions
  • Exception –Medicine (1096)
    • Lounge-style conference room with sofas and individual chairs. Screen sharing is available. A laptop is required to run a Zoom or other online meeting in this space. There is a table in the back for food/drink.
  • Exception –Vermillion (1028)
    • This room has many smaller tables that may be rearranged as needed. If the room needs to be rearranged, it is recommended that a ticket be sent to Admin Services. This space is excellent for training sessions. No direct phone number available in room.
  • Exception –Superior (1120) – Auditorium
    • Auditorium room for large gatherings
    • The Auditorium can be scheduled from Outlook by inviting “MPLS-Conf-Superior-1120@srfconsulting.com” to the meeting. Be sure to check its availability on the calendar
    • It is recommended that the room be tested prior to any major events with the assistance of Admin Services
    • It is best to place the mics back on their charging stations during all day meetings during intermissions. The mics have a limited battery life
    • A manual for the room controllers has been placed in the room. If further training or assistance is needed, it is recommended that a ticket be sent to Admin Services

Other Helpful Links

How to use Zoom Rooms

How to Login to Shared PCs

How to Schedule with Zoom and/or Shared Spaces

How to Use Schedule Display Devices

How to Cancel Zoom Meetings

How to Use Zoom on Shared PCs

How to Use Screen Share Code

Tutorial Videos