Unit 208 - Use a diary system
Unit 208
Outcome 1: Understand a diary system
1.1 A diary system allows for efficient time keeping – it allows other people to see where you are and at what time. This reduces the likelihood of appointments being missed and conflicting schedules e.g. double booking rooms
1.2 Diary systems can be split into manual systems and electronic systems – manual systems e.g. book bound diaries and wall charts are in paper form and are not so easily accessible to all employees whereas electronic systems e.g. Office Outlook can be used by employees on a long distance basis, however electronic diaries can often be edited by all who use them unless regulations are in place whereas paper diaries are often updated by a select few e.g. the individual who owns the diary
1.3 Obtaining relevant information on entries and any changes made is important so as to reduce the amount of mistakes made regarding appointments for example; if the time of a meeting is changed then it’s important to ensure that all who are invited can still make the new time. Additionally, everyone needs to be aware of any changes so that they can adapt their schedule to suit the new time frame.
Outcome 2: Understand how to use a diary system
2.1 Information such as time and date is vital, duration of how long a meeting is going to be is also useful, the venue that the meeting is to take place in is important so that all who are attending know where they need to go, the amount of people who are attending and who they are (e.g. what position in the company they hold if necessary), additionally if the meeting includes any visitors from other companies then it’s useful to know they will be there
2.2 Determining which appointments are more urgent than others allows you to prioritise your diary – attending appointments which regard tasks that need to be accomplished in a small time frame makes them more urgent so these types of appointments need to kept on schedule rather than re-arranged.
2.3 Prioritising
Outcome 1: Understand a diary system
1.1 A diary system allows for efficient time keeping – it allows other people to see where you are and at what time. This reduces the likelihood of appointments being missed and conflicting schedules e.g. double booking rooms
1.2 Diary systems can be split into manual systems and electronic systems – manual systems e.g. book bound diaries and wall charts are in paper form and are not so easily accessible to all employees whereas electronic systems e.g. Office Outlook can be used by employees on a long distance basis, however electronic diaries can often be edited by all who use them unless regulations are in place whereas paper diaries are often updated by a select few e.g. the individual who owns the diary
1.3 Obtaining relevant information on entries and any changes made is important so as to reduce the amount of mistakes made regarding appointments for example; if the time of a meeting is changed then it’s important to ensure that all who are invited can still make the new time. Additionally, everyone needs to be aware of any changes so that they can adapt their schedule to suit the new time frame.
Outcome 2: Understand how to use a diary system
2.1 Information such as time and date is vital, duration of how long a meeting is going to be is also useful, the venue that the meeting is to take place in is important so that all who are attending know where they need to go, the amount of people who are attending and who they are (e.g. what position in the company they hold if necessary), additionally if the meeting includes any visitors from other companies then it’s useful to know they will be there
2.2 Determining which appointments are more urgent than others allows you to prioritise your diary – attending appointments which regard tasks that need to be accomplished in a small time frame makes them more urgent so these types of appointments need to kept on schedule rather than re-arranged.
2.3 Prioritising