Use a Diary System
1. Explain the purpose of using a diary system. I use the outlook diary system to organise my day, and set reminders for due dates of tasks and any appointments. We also use the diary system within the compliance system to record the dates that reviews are due on customer cases. We use the system so that everyone is aware and nothing is forgotten. All important tasks are done within the time frame. 2. Describe different types of diary system. The computer based outlook diary system is the one that we use, it is easy to log, save and amend any entries.
You can also use paper based diaries or calendars that people can write on. 3. Describe the purpose of obtaining relevant information about requested diary entries and changes. The purpose of obtaining relevant information about diary entries and changes is so that all relevant people are aware of what the meeting/appointment is, and where it is. So they are able to ensure that they are available and in the correct place at the correct time. You also have to make sure that any requested changes do not have a knock on effect. 4. Describe the types of information required for diary entries.
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The type of information required would be dates and times for the entry. Any information relating to the entry, for example, if it is for a meeting the place, what it is about and the people attending. If it was a deadline for a task it is useful to have notes about what needs to have been done so this can be checked off. 5. Explain how to prioritise requests. It is best to prioritise requests in chronological order so that the most recent are done first and then if there are any immediate changes the relevant people can be notified in time. . Explain the purpose of prioritising requests. Requests need to be prioritised to ensure that if there are any immediate changes all relevant people can be notified accordingly and no appointments or deadlines will be missed. 7. Explain the purpose of balancing the needs of all those involved. So that they all have sufficient planning time. For example travelling to the venue, preparing any notes, or any other planning that is relevant for each individual. 8.
Explain the purpose of communicating changes to those affected. So that everybody is aware if a meeting / deadline is cancelled or changed, and so that everywhere can plan for the changes that have been made. 9. Explain the purpose of keep a diary system up to date. It is important to keep a diary system up to date so that any changes/ cancellations are correct, it is annoying to turn up to an appointment that has been cancelled because someone has not kept a diary up to date and it also wastes time.
A diary which is not kept up to date properly would cause confusion and waste time. 10. Describe the different types of problems that may occur when new requests are made and the solutions to these problems. If a change is made to time/date then some of the attendees may already have arrangements for the new date. In this case you would have to communicate to find a suitable time for all to attend. If a meeting was brought forward then some attendees may not have all the information that they need ready.
In this case the meeting may either have to be postponed or go ahead with the information that is ready. 11. Explain the purpose of following security and confidentiality procedures when using a diary system. To ensure that you do not give out personal details to the wrong people and to follow data protection. Also to ensure that you do not endanger the future of the company for example where meetings are being arranged for a deal, or similar reason, you do not want the details to end up in the wrong hands.