Procedures for internal communication
Here you will find our procedures for communicating with each other. Soon we will upload various manuals for, for example, synchronizing Outlook and TimeEdit and other things that facilitate your planning and contact with colleagues.
Room and meeting booking, meeting invitations
We have two parallel booking systems: TimeEdit and Outlook.
We book rooms and create schedules in TimeEdit. You can book a room yourself in TE. You can make recurring room bookings for meetings, a manual for this will be available shortly. When you are booked for a meeting in TE, you will not receive an invitation - but you can subscribe to TE and thus integrate your TE bookings into your Outlook calendar.
If you want to book a meeting with individuals/groups, you call via Outlook where you can also see who accepts/refuses the invitation. Appointments via Outlook calendar are notified to you via an email.
You have an obligation to keep yourself updated on your bookings in both TE and Outlook.
For specific questions about TimeEdit, please contact Jan Michelsen, jan [dot] michelsen [at] thm [dot] lu [dot] se.
Digital internal communication
The internal communication takes place primarily through Teams, and secondarily through Outlook emails. In different Teams groups and channels you can post, chat, hold video meetings and share documents. When emailing, remember to avoid "reply all" to general emails.
As a THM employee, you have an obligation to check your email and Teams once a day.
Also, as an employee of a government agency, you have an obligation to reply to or acknowledge receipt of external mail within 48 hours.
We try to avoid sending emails and messages outside working hours; it is possible to postpone your emails with an indication of time.
We use both Zoom and Teams for internal and external video meetings.
We have 3 different levels of digital document management:
Our common storage space with the possibility of shared folders. Here we will store documents containing personal data. LU Box is used as a final storage of finished working documents. Remember to maintain folders, archive old folders and documents. You can also create your own private folders.
Here you can share working documents. Remember to maintain folders and to transfer important documents to LU Box when the document is finalized. Documents containing personal data must not be stored on Teams.
Storage on local desktop
Remember to back up your documents to LU Box.
When we create documents that will be used over time or distributed internally or externally, there is a Word template that you install. By using the template, you can be sure that the right version of the logo and other information is correct and in the right place in the document. You save the template to Word, so you only need to download it once.
Download the Theatre Academy's word template here (you need to be logged in to the image and media bank to follow the link).
When you are away
Don't forget to set up autoresponders on your email and on Teams when you are sick or on vacation. Manual for how to do this will be available soon.
Internal Communication Group
christine [dot] thoulouis [at] thm [dot] lu [dot] se (christine[dot]thoulouis[at]thm[dot]lu[dot]se)
fredrika [dot] tungstrom [at] thm [dot] lu [dot] se (fredrika[dot]tungstrom[at]thm[dot]lu[dot]se)
stina [dot] engquist [at] thm [dot] lu [dot] se (stina[dot]engquist[at]thm[dot]lu[dot]se)
amanda [dot] pettersson [at] thm [dot] lu [dot] se (amanda[dot]pettersson[at]thm[dot]lu[dot]se)