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  • 7/31/2019 TOPdesk Magazine 2009 Issue 2

    1/16

    July 2009, Issue 2, Volume 11

    Leadership Amidst a Storm: Steering a Different Course/

    Module in the Spotlight: Long-term Planning / Client in Focus: McDonald's

    STEERING THE RIGHT COURSE

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    In my rst year of secondary school I had an unexpected French test. I hadnt

    prepared, so there was nothing else to do but, very inconspicuously, glance

    over my neighbours shoulder to see what he had jotted down. My discretion

    was obviously not enough: the teacher grabbed the piece of paper from my

    desk and gave me an F.

    When youre out of school, 'borrowing' from your neighbour is suddenly

    allowed. In fact, its even encouraged. Stories on best practices are often

    the central focus of conferences and books all of them from people and

    companies who say Look, we do things this way. And if you think its useful,

    youre free to copy our approach. What if you are uncertain about a new tool

    you're thinking of purchasing? Then you only have to visit a fellow branch

    who will show you in detail how they use the tool.

    Now its your turn to borrow from your neighbour. The motto of this

    magazine is Steering the right course, in which we elaborate on

    benchmarking and leadership under changing conditions.

    Furthermore, we will take you behind the scenes of the worlds most famous

    hamburger chain.

    Have fun and be inspired!

    Niek Steenhuis

    TOPdesk Magazine, a service management

    platform, discusses subjects that are topical

    in the world of professional service desksin IT, facilities and other service providing

    organizations. TOPdesk Magazine is intended

    for managers, service desks employees, facilities

    organizations and electronic city councils

    - anyone who is involved with supporting

    customers on a daily basis. This concerns both

    the processes and the technology behind these

    services.

    Want to comment? Go to

    www.topdeskmagazine.com

    COLOPHON

    TOPdesk Magazine is a TOPdesk publicationtel: +31 15 270 09 00email: [email protected]

    Editorial board Amanda Dirkse, Niek SteenhuisEditors Arjenne Bastiaansen, Brenda Heeringa,Carrie Brandt, Claudia Funk, Fenneke Gonggrijp,Henrieke Korten, Jelle Draijer, Johanna Kirn,Joop Bindels, Nicola van der Velde, Patrick Mackaaij,Robbert PettersonTranslators Carrie Brandt, Clare Donald,Nicola van de VeldeLay-outDutch Designers CollectiveBeatriz Fernndez Garca,Cathy van den Berg,Jimmy GoedhartWebsite David Blom, Erik Pols, Ted Erkkila

    Borrowing from yourneighbour

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    4 News

    5 Column: Benchmarking

    6 Module in the Spotlight:

    Long-term Planning

    7 Client in Focus: McDonald's

    9 Leadership Amidst a Storm:

    Steering a Different Course

    12 Time-Savers

    Module: Mail Import

    14 Trends: Who Will Be Your New Boss?16 Tips + Tricks

    Contents July 09

    9

    14

    7

  • 7/31/2019 TOPdesk Magazine 2009 Issue 2

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    TOPdesk attends London Shows

    On 28 and 29 April, TOPdesk attended the Service Desk

    & IT Support Show in Earls Court, London. TOPdesk

    UK was also present at Earls Court for GC live the

    UKs leading event for Public Procurement on 9

    and 10 June. The Service Desk & IT Support Show

    focuses mainly on the latest service management

    technologies and visitors were given tips by ITIL

    experts and resource management specialists. GC

    live gives visitors the opportunity to see the latest

    products and solutions from hundreds of suppliers

    ranging from IT to the energy and property sectors,

    as well as discuss the needs of their organizationface to face. Members of the TOPdesk team who

    attended the shows not only had the chance to meet

    new (potential) clients, and introduce them to the

    capabilities of TOPdesk software, but also greet existing

    ones. Overall, the shows were both successful and

    enjoyable for TOPdesk. If you missed seeing TOPdesk

    at this years shows, make sure you attend next

    years to nd out the latest in the world of TOPdesk,

    service management and public procurement.

    TOPdesk UK relocates to brandnew London Bridge premises

    Due to the continued expansion of TOPdesk UK,

    the team has left their Hammersmith ofce behind

    for a larger, more suitable one in the impressive

    surroundings of London Bridge. As of Monday, 15

    June, you will be able to nd TOPdesk UK at:

    61 Southwark Street

    SE1 0HL London

    Telephone (for general enquiries): +44 (0) 20 7803 4200

    Support: +44 (0) 20 7803 4210

    Fax: +44 (0) 20 7803 4215

    Please also note our new phone number.

    TOPdesk attends French showSISEG 2009

    SISEG 2009, the international show for Facilities

    Management and Procurement, took place from 31March to 2 April in Paris. SISEG attracts in excess of

    10,000 visitors annually, from across all areas of facilities.

    This year, TOPdesk made its debut at the show, which

    offers information on the most important aspects of

    the facilities sector. Visitors to the TOPdesk stand were

    shown how TOPdesk can be implemented to support

    facilities processes. The positive reactions offer good

    perspectives for our FMIS on the French market.

    TOPdesk Hungary

    On 1 May of this year, the newest TOPdesk ofce

    TOPdesk Hungary opened in Budapest. The

    Hungarian ofce is currently in the midst of setting

    up a team of developers and getting sales activities

    underway. The team in Hungary is collaborating

    with the development teams in the Netherlands and

    Germany to work on the continued development of

    TOPdesk software. Two members of the development

    team in Hungary have completed their training

    in the Netherlands and are now applying their

    knowledge to developing new features of TOPdesk

    and improving existing ones. The team occupy abeautiful, historic building in the centre of Budapest.

    News

  • 7/31/2019 TOPdesk Magazine 2009 Issue 2

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    Is the lunch any good? It was a

    very instructive example of how

    to organize a client day. I was

    actually so busy with all the lunch

    and badge details that I didnt

    even focus on the content of the

    presentations. At the end of the

    day, I left with a page full of notes.

    The desire to compare yourself

    with others is also something

    that concerns our clients.

    They want to learn from other

    organizations and see how their

    own business measures up. This

    process has a more common

    name: benchmarking. As a

    result, you can develop plans for

    making improvements within

    your own organization. We are

    currently using benchmarking fora new service desk presentation

    in which we use results from a

    survey we sent to all our clients.

    Benchmarking also played a

    signicant role in the Symposium.

    Consultant Auke Hover gave a

    presentation on the ins and outs of

    benchmarking. Participants of this

    benchmark were evaluated by our

    panel of judges and had a chance

    at winning one of the Service

    Management Awards. It was agreat end to a great day. ADP's

    client day went off with a big bang

    with a performance by illusionist

    Hans Klok. Now it was our turn to

    use the benchmarking theory and

    live up to our own expectations.

    Come and see for yourself at

    one of our TOPdesk shows!

    On 18 June, TOPdesk Netherlands

    organized the eighth edition of

    the Symposium a day on which

    we invited business relations of

    TOPdesk in Holland to attend an

    informative day about service

    management. Back in the day, it

    was a meeting of around twenty

    clients in the assembly hall ofDelft University, but has now

    expanded into a full-scale service

    management event for 800 visitors.

    Something that has not changed

    over the years, however, is the way

    TOPdesk operates. As you may

    already know, our organization is

    all about doing things in-house.

    The same goes for organizing

    events. Some of our colleagues,

    who normally work as consultantsor account managers, were

    transformed into part-time event

    organizers. By the time the show

    approached, they were even

    committed full-time. So why do we

    do everything ourselves? We learn

    from taking on new challenges.

    An added plus is that it turns

    out that we are actually good at

    organizing professional events.

    Drawing inspiration from other

    companies is always important. Afew months ago, for example, we

    attented a client day of a TOPdesk

    client (ADP: a software supplier

    for payroll and HR). It was a great

    opportunity for us to see how

    they organized such an event.

    How do they handle logistics?

    How are the badges distributed?TEXT: ARJENNE BASTIAANSEN

    BenchmarkingColumn:

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    Long-term Planning

    Graphic overviewsThe Long-term Planning module

    gives you clear insight into the

    life cycles of your investments,

    ensuring that you know what to

    expect and when to expect it.

    Easy-to-use graphic overviews

    give you the opportunity to record

    maintenance and replacement

    plans for your organizations

    property and equipment. You can

    make these planners as exible as

    you wish and edit them at the clickof a button. Costs are automatically

    adjusted based on the changes

    you make, ensuring that you can

    immediately see the nancial

    consequences of your changes. This

    module enables you to take control

    of the life cycles of your assets

    and formulate a realistic budget.

    TEXT: NIEK STEENHUIS

    As a sensible facilities manager, you want to keep your property in a good state of repair

    in order to maintain the value of your organizations assets and do so within budget, of

    course. That requires some careful planning and decision-making: just how often should your

    buildings be inspected for structural abnormalities? How often should the interior and exterior

    be painted? And when does it become economically prudent to replace a piece of equipment

    as opposed to continuing to repair it? TOPdesk will help you nd answers to these questions.

    ScenariosThe true nancial consequences of

    long-term maintenance planning

    only become evident when multiple

    options are compared. For that

    reason, the Long-term Planning

    module enables you to draft

    multiple scenarios for maintenance

    planning. In each scenario you can

    determine which activities should

    take place, when they should take

    place and how much they will

    cost. One glance at the end resultwill reveal which scenario is the

    most optimal for your situation

    and should be made the active

    scenario on which your long-

    term maintenance is planned.

    Put your plans into actionThe planning you create in the Long-

    term Planning module can be easily

    put into action with the Operations

    Management module from TOPdesk.

    The Activity card in the Long-term

    Planning module can be easilyturned into an activity in Operations

    Management. Data are copied

    into the new card, enabling you

    to schedule, execute and monitor

    operational activities quickly and

    efciently. A straightforward to do

    list gives you a quick overview of all

    scheduled maintenance activities.

    Integration

    To make your long-termmaintenance plans as efcient and

    accurate as possible, the Long-

    term Planning module integrates

    seamlessly with other TOPdesk

    modules. Thanks to integration with

    Asset (Conguration) Management,

    you will always know precisely

    which assets need to be repaired

    or inspected from the parking

    lot and inventory to hardware and

    network components. In addition,

    integration with the Property

    Management module gives youclear insight into the maintenance

    plans for your various sites and

    their interiors, including elements

    such as oors, walls, windows

    and other equipment. Such

    detailed information will ensure

    that your planning and budget

    remain as realistic as possible.

    In theSpotlight:

  • 7/31/2019 TOPdesk Magazine 2009 Issue 2

    7/16CLIENT IN FOCUS

    by a TOPdesk Account Managerhere in Munich. Callers, operators

    and administrators are all able

    to navigate the system easily

    right from the start. Every last

    detail in TOPdesk has been well

    thought through! As for satisfying

    requirements for standards such

    as ISO, SOX and ITIL in particular,

    TOPdesk is simply unbeatable.

    Half SaaS for McDonaldsMcDonalds decided to purchase

    TOPdesk instead of optingfor the Software as a Service

    (SaaS) version. However, the

    hamburger chain contracts the

    administration and maintenance

    of the server and software out

    to TOPdesk because they do not

    want to spend any resources on

    this aspect which is one of the

    more signicant advantages ofSaaS. According to Mller and his

    colleagues, one of the conditions

    of using SaaS was that the server

    authentication occurred through

    a secure LDAP connection.

    In addition to the standard

    Incident Management and

    Conguration Management

    modules, McDonalds also uses

    the Change Management and

    Stock and Order Management

    modules. Mller explains how heand TOPdesk consultant Arndt

    Oberhffken congured TOPdesk:

    We entered all of our restaurants,

    the headquarters in Munich, and

    ve regional branches with 700

    callers in TOPdesk. During the ne-

    tuning of the set up, we took care

    of our user interface and created

    Every last detailA change in groupware whichmandated a new call registration

    system was what brought

    about the professionalization of

    IT support with TOPdesk. Mller

    explains the reasoning behind the

    choice for TOPdesk: The multi-

    user license model, which is based

    on the number of callers, really

    sparked our interest. It enables

    us to expand our service desk

    with extra specialists as we see

    t, but without extra costs. Sincewe outsource part of our support,

    and our partner company uses a

    different help desk application,

    the linking options are very

    important to us. Furthermore,

    the user-friendliness of the entire

    system really impressed me

    during the demo that was given

    The HauptServiceCenter, a division of McDonalds

    Germany, is located in Munich. From there, a team

    of approximately forty employees maintains the

    IT infrastructure of the fast food giant, which,

    at the time of publication, encompasses 1,346

    restaurants nationwide. The IT Service & Support

    department has been using TOPdesk since April

    2008. Raik Mller, IT Manager, is enthusiastic aboutthe application: TOPdesk was the breakthrough

    that turned us into a professional service desk.

    By using the application, our bunch of specialized

    groups now forms a cohesive team.

    TOPdesk They're Lovin' It!

    TEXT: JOHANNA KIRNRaik Mller

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    the necessary links between eldsso that we could begin logging

    calls as soon as possible.

    Software links withexternal service providersMcDonalds outsources rst line

    support for its restaurants to an

    IT service provider. A link with

    the external help desk software

    generates incidents in TOPdesk,

    which are then sent to second

    line operators via a mail import.

    They either process the incidents

    or send them back to the external

    support team. Mller has divided

    the operators into three groups:Restaurant Support, Ofce Support

    and a Supporting Files group.

    Additionally, there are other

    employees not afliated with our

    department that are involved in

    support. For example, our partner

    companies in software development

    take over the third line support.

    Mllers next step will be making

    the Self Service Desk available to the

    700 employees at the headquarters

    and regional branches. After the

    test phase is complete and everyone

    is accustomed to the new manner

    of logging calls, Mllers teamwill be able to devote more time

    to processing calls as opposed

    to registering them. Finally,

    after approximately a year of

    experience with TOPdesk, we

    can say that the application has

    fullled all of our requirements

    and expectations, declares

    Mller. The excellent support we

    received during the consultancy

    days, the implementation and

    the later training phase was

    unique and something that

    I have never before had the

    pleasure of experiencing.

    By using the application, our bunch of specialized groups now

    forms a cohesive team.

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    different actions. For something

    to be done fast, all the crew

    members must work together.

    The captain had to give them

    clear instructions and plot a new

    course to reach the harbour safely.

    As we speak, the world is also

    amidst a storm. Many countries

    have been hit hard by the credit

    crunch. Not only is the nancial

    world experiencing problems,

    but more and more organizations

    from other sectors have landed

    in hot water. Jobs are being cut,

    budgets have been decreased

    and, consequently, good ideas or

    projects are often being mothballed.

    Furthermore, managers are left to

    deal with difcult decisions: How

    will their organization survive the

    storm undamaged? Will the loss be

    substantial? Is reorganization an

    option? People start fearing for the

    loss of their jobs when the future

    of their organization is unclear. Will

    The calm sea swelled into massive

    waves that crashed into the side

    of the boat. The crew was getting

    nervous. Fishing was their expertise,

    but surviving a storm was an

    entirely different game. Could the

    ship escape the storm in one piece?

    Would the hard fought-for catch

    of the day be lost? Or even worse,

    what if a crew member were to fall

    overboard? The captain realized

    that an entirely new situation was

    at hand a situation that required

    TEXT: ROBBERT PETTERSON

    Leadership Amidst a Storm:

    Steering a Different CourseIt was going to be a beautiful

    and calm day at sea. The crew

    had worked hard all day and the

    ships hold was lled to the brim

    with fresh sh. The captain was

    satised with the routine and

    efciency with which his men

    had worked. He was just going

    to haul the dragnet one last time

    before heading home. But then

    suddenly the sky became overcast.

    There is a difference between successful leadership in stable situations

    and in changing conditions.

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    they be swept overboard? Somebody

    must take the lead and set the right

    course in these times of change.

    Transactional andtransformational leadershipWhat kind of leadership is necessary

    for the ship and crew to make it

    through the storm? This article

    discusses two types of leadership

    that can both be successful,

    depending on the situation. The rst

    type works ne in stable situations.

    However, when big changes occur

    and a lot of uncertainty is involved

    (reorganization, for example),

    a different type of leadership is

    necessary. James Burns, who isspecialized in research on leadership

    in American politics, was the rst

    to describe the difference between

    successful leadership under stable

    situations and changing conditions.In 1978, he drew a distinction

    between transactional leadership

    and transformational leadership.

    Bernard Bass, a professor emeritus

    from Binghamton University of New

    York, has incorporated Burns ideas

    to develop a well-known model

    within theories on leadership.

    In smooth waters everythingis under controlTransactional leadership is all about

    exchange. In a stable situation, aleader can set up a reward structure

    to inuence the behaviour of his

    or her people. An example is a

    bonus for salespeople who reach

    their targets. Another example

    of a transaction is a mother who

    negotiates with her child about

    the amount of TV he or she is

    allowed to watch after doing his

    or her homework. Transactional

    leadership then leads to expected

    results by using a reward system.

    Individual needs are subordinate

    as it is in everybodys best interest

    to work towards the goals of the

    leader. Transactional leadership

    works really well in smooth waters.

    Heavy storms changeeverythingA heavy storm changes the situation

    entirely. The future is no longer

    certain and a reward structure

    will no longer sufce. In order to

    survive the storm, a leader with

    strong values must step forwardto motivate his or her people

    effectively and exceed expectations.

    Leaders should transform their

    employees by making them raise

    their own standards with whichthey surpass their self-interest.

    Making them aware of the moral

    values of the organization will

    further increase their interest in

    the common goal. This strengthens

    both their motivation and the

    bond they have with each other.

    Transforming the group in such a

    way enables them to anticipate the

    uncertainties of a heavy storm. This

    process of motivating employees is

    called transformational leadership.

    The United States is a good

    example of how this process

    works in practice. George W. Bush

    put the US in two wars, created

    an enormous budget decit and

    incited a bad image in the rest of

    the world. Then Obama was chosen

    for president. He promised change.

    Not only did he raise awareness

    on US ideals, but he also gave

    hope of working together to solve

    problems. He wants to transform

    people and overcome the crisis.

    The four componentsBernard Bass points out four

    components of transformational

    leadership: charisma, inspired

    motivation, intellectual

    stimulation and compassion.

    The rst component is charisma.

    Charismatic leaders are

    characterized by self-condence

    and high ethical standards. Theyare deeply respected and trusted

    by their people. They offer their

    people a vision of an attractive,

    realistic and believable future.

    Furthermore, charismatic leaderscan state their vision and aims

    very clearly. The captain can lead

    his crew to a safe harbour if he

    has a clear vision of how to escape

    the storm and communicate

    this with self-condence. For

    example, a manager who wants

    to improve the service delivery

    of their service desk should draw

    up a clear plan and communicate

    this to their employees.

    The second component oftransformational leadership

    is inspirational motivation. A

    leader inspires and motivates

    their people by communicating

    high expectations and conveying

    condence that they will live

    up to these expectations. The

    leader will often use symbols and

    A manager could give one employee a lot of freedom, while other

    employees require a high amount of structure.

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    play on emotions. During the

    Obama inauguration, the world

    was given hope by a powerful

    speech, music and the American

    ag in the background.

    The third component is intellectual

    stimulation. Employees are

    stimulated into considering the

    problems that an organization

    might face. The leader will

    challenge his or her people to

    generate creative and innovative

    solutions. An example is a manager

    who lets his or her service desk

    employees come up with ways to

    be even more customer-friendly.

    Component number four is

    described by Bass as compassion,

    or being sympathetic towards

    people. This means that leaders

    are focussed on the needs of their

    people and propel them to further

    achievement. They also give people

    more responsibility and realize

    that each person must be treated

    individually. A manager could give

    one employee a lot of freedom,

    while other employees mightrequire a high amount of structure.

    Steering a different courseTransactional leadership is based

    on a relationship of exchanging

    valuable resources, while

    transformational leadership is

    more about changing people. If

    the future is precarious, you need a

    group of people who work towards

    a common goal. There must be a

    leader who motivates and inspires

    people into generating solutionsand is attentive to each individual.

    While transactional leadership may

    be successful in a stable situation,

    changing conditions call for

    transformational leaders who will

    steer a different course and lead

    their people to a safe harbour.

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    In practice, you would probably

    prefer that end users log their

    incidents using the Self Service

    Desk module. Often enough

    this does not happen and

    incidents come in through email.Unfortunately, copying these

    incidents into TOPdesk takes a

    lot of time. These are the actions

    you would take in such a case:

    1. Open the (department)

    mailbox;

    2. Decide whether the email

    message is an incident;

    3. If this is the case, create a

    new incident in TOPdesk;

    4. Enter the caller;

    5. Select the emailoption at 'Entry';

    6. Copy the text from the email;

    7. Paste the text in the

    request eld in TOPdesk;

    8. Finally, save the incident

    card in TOPdesk.

    If the email message contains

    attachments, you must

    take the following steps

    for every attachment:

    9. Save the attachment, for

    example, on your desktop;10. Open the Notes tab

    in TOPdesk;

    11. Click on the Upload button;

    12. Finally, search for the

    attachment and send

    it to TOPdesk.

    You can process these email

    messages faster and more

    efciently in TOPdesk with the

    Mail import module; only the

    rst two steps of the process

    remain. If you decide to treatthe email as an incident in

    step two, you should drag the

    message to a subfolder with, for

    example, the name 'To TOPdesk'.

    If you wish to import all email

    messages in your inbox as

    incidents in TOPdesk, you do

    not have to create a subfolder.

    If the mailbox is spam free and

    does not contain messages you

    do not wish to import, you can

    use the Mail import moduleto automate the process.

    Tip: TOPdesk can insert more

    details, such as a standard

    operator. When using TOPdesk 4

    Enterprise, you can even import

    emails from multiple mailboxes.

    Setting up the Mailimport moduleThe Mail import module is astandard accessory in TOPdesk 4.

    In your role as supervisor, you can

    use the Settings menu to setup the

    module through the web interface.

    TOPdesk 3 also contains the Mail

    import module. In order to use

    Module: Mail Import

    TEXT: PATRICK MACKAAIJ

    Patrick Mackaaij is the team leader of one of our

    consultancy teams. When visiting clients, he noticed

    that many of them could get more out their TOPdesk

    application. Putting the free Mail import module to

    use is a good example, as it can save you a lot of time.

    The only investment is one hour of installation time.

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    the module, you must have the

    web interface at your disposal. In

    the past, TOPdesk did not always

    include the required license le

    'mailimportservice.license'. If this

    le is absent in your license les,

    TOPdesk Support can generate the

    license le for you. For this, you

    will need to log an incident via

    TOPdesk Extranet, with which you

    upload one of the other license

    les from the web interface.

    You can set up the Mail import

    module via the console of the

    TOPdesk ApplicationServer.

    TOPdesk has based thedevelopment of the Mail import

    module on the generic protocol

    IMAP. This enables the import of

    email messages from the Microsoft

    Exchange Server, but also from,

    for example, Novell Groupwise

    or Lotus Domino. TOPdesk does

    not, however, have any expertise

    regarding these mail servers. You

    can contact TOPdesk Support with

    your functional questions or ideas.

    Tip: TOPdesk displays error

    messages in the 'log' folder of

    the TOPdesk ApplicationServer.

    If changing the settings does

    not have any effect, you can nd

    possible error messages from the

    mail server there. Using telnet, you

    can test a basic connection even

    faster by opening a mail server

    connection from within TOPdesk.

    IMAP trafc runs by default via

    port 143. When the mail server

    responds, you can test your login

    data with the following command:

    ? login ,username>

    Further information can be foundon the Microsoft website:

    http://support.microsoft.com/

    default.aspx?scid=kb;en-us;189326

    Draw your end usersattention to the SelfService DeskEvery outgoing email offers you the

    opportunity of bringing the Self

    Service Desk to the attention of an

    end user. In your role as supervisor,

    you can set up the textual content

    of outgoing email messages with

    TOPdesk settings management.

    You can even choose to use a

    specic text for incidents that have

    not yet been logged via the Self

    Service Desk. It is important that

    the TOPdesk Application manager

    chooses an Event on Time taken

    (one minute after date/time of

    creation by the mail import) and

    an Event for creating a Card.

    As an example, our client, ActiVite,

    uses the following text:

    With the TOPdesk Self ServiceDesk you can log your calls 7 days a

    week, 24 hours a day. You can also

    use the Self Service Desk to follow

    the progress of your call(s), respond

    to calls and inform your colleagues

    about (the status of) a call.

    In the TOPdesk Self Service Desk,

    you will also nd a Knowledge base

    which contains user instructions,

    FAQs and useful tips.

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    tips +tricksTips from our users

    TOPdesk users share tips with us on a regular basis.

    Below, you will nd a selected few, which will help

    you to work more efciently with TOPdesk. Perhaps

    you will discover new ways of working with the

    software that you never thought were possible.

    From the Hardware card, it is possible to display

    helpful overviews of the website of the supplierusing an http request. This could be, for instance,

    an overview of available downloads for a specic

    computer or information on warranties.

    Displaying graphs on process pages is

    a functionality used frequently within

    TOPdesk Enterprise. For example, you can

    show a trend graph of the number of open

    incidents within a certain month or you

    can calculate the number of incidents that

    have been logged within a given month.

    Each time you create login data for new users

    for the Self Service Desk, you can email these

    details to the user directly. This is a useful

    functionality when automatically generating

    login data for multiple persons simultaneously.

    Working efciently with

    categorizations

    Several useful tools are available in the system

    settings to help you set up the categorizations

    in TOPdesk Enterprise by practical means.

    For every sub-heading under the heading

    Categorization you can indicate in which

    module you wish to use the category or

    subcategory. You can do this simply by ticking

    Incident management, Problem management,Operations management and/or SLA contract.

    In the Search words eld you can enter keywords

    for each subcategory. This enables you to

    determine whether a word that you type in the

    search eld in TOPdesk Enterprise should always

    be included in a particular category. You can also

    link a specic operator to a similar category for

    which he or she will always be responsible. In

    this way, you can ensure that certisain calls are

    automatically transferred to the second line.

    TOPdesk UK limitedt +44 (0)20 7803 4200e [email protected] www.topdesk.co.uk

    TOPdesk Netherlandst +31 (0)15 270 09 00e [email protected] www.topdesk.nl

    TOPdesk Germany GmbHt +49 (0)631 624 00 0e [email protected] www.topdesk.de

    TOPdesk Belgiumt +32 (0)3 292 32 90e [email protected] www.topdesk.be

    TOPdesk Canada Corporationt +1 416 800 2118e [email protected] www.topdesk.ca

    TOPdesk Hungaryt +36 1 301 0190e [email protected] www.topdesk.com

    Copyright 2009 TOPdesk UK Limited. Although this magazine has been produced with the utmost care and attention, the writers

    TOPdesk Francet +33 1 4222 2314e info.topdesk.frw www.topdesk.fr