Office Hour instruction

Table of Contents

What is Office Hour

Office Hour is a one-on-one Q&A session with Japanese members. We use to provide one Office Hour (up to three sessions) per week. But now, we are expanding it to a week-long program. Office Hour is one of the best ways to get to know Japanese members.
Japanese members schedule a session with you using the following registration page.

Office Hour Registration

The page includes an overview of the Office Hour program, instructions on how to sign up for a session, and the schedule for the next four weeks.

In the schedule section of this page, Japanese members can see the US member in charge of the particular week and his/her profile. If you need to change the week or profile information, please contact Koji ASAP.

The calendar section of the page will display your availability. 

How to set up your schedule

You can edit your schedule however you want. You can make yourself available as much or as little as you wish. It is totally up to you. 

We use OnceHub for the Office Hours schedule. You can log in to the system using the login information provided in the instruction email. 

Once you log in, select “Setup,” then select “ScheduleOnce setup.”

Select “TLC weekly office hour,” then select “Date-specific availability.”

Go to the TLC Office Hour registration site (or the instruction email) and double-check the week you will host the Office Hour. 

Go back to OnceHub and move to the week you will be hosting the Office Hour. Please DO NOT change the schedule listed in any other week.

To add availability, click and drag over white (unavailable) slots, to mark them green.

Pro Tip: Because of the time difference, you should make yourself available during early morning hours (7 am to 9 am), at night (9 pm to 11 pm), and/or weekends in Japan. You can look up the time difference here. Please note that the time zone of the scheduling page is Eastern Time. Although there is an option to change the page’s time zone, it would disrupt other peoples’ schedules. So please do not modify the scheduling page’s time zone setting. 

To remove availability, click and drag over green (available) slots, to mark them white. 

Once you add your schedule, click “save.”

For additional information on adding your schedule to OnceHub, please go to the OnceHub help page

To make sure OnceHub recorded your availability, go to the TLC Office Hour registration page and click the days you modified in the system.

If you prefer to review the available time slots in Japanese local time, you can change the scheduling section’s time zone.

If you want to change your schedule, you can follow these steps to modify the availability anytime. 

However, if you want to cancel or reschedule an existing appointment, please contact Koji ASAP.

Tips and useful information

  • A week starts Sunday and ends Saturday US Eastern time.
  • Early morning hours (7 am to 9 am), at night (9 pm to 11 pm), and/or weekends in Japan are preferable time slots. You can look up the time difference here.
  • One session is 15 minutes (max 20 minutes).
  • Registration ends 24 hours before the scheduled time (i.e., no new bookings within 24 hours).
  • Once a Japanese member booked a session with you, I will send you an email confirmation and calendar invite (within 24 hours of the booking).
  • Interpreter service (by Koji) is available.
  • Koji sets the week you will host the Office Hour. If the selected week is not convenient for you, please contact Koji ASAP.
  • The weekly newsletter (TLC insight) lists the scheduling rotation.
  • Koji will send a personalized email to the upcoming hosts about a month in advance.
  • The scheduling information on the registration page is available up to 4 weeks in advance.
  • Before your Office Hour week, I recommend you to post suggested topics and self-introduction to increase awareness.
  • Koji will promote your Office Hour week via Japanese newsletters and Facebook posts.
  • If you have specific members you want to reach out to, Koji can send a personalized invitation.
  • When a session ended, Koji will recommend the participant post his/her Office Hour experience on the TLC Facebook group. 
  • He will also remind the participant about the disclaimer (no attorney-client relationship and no legal advice).
  • Once the participants post their experience on Facebook, I encourage you to comment on the post.