Unit 208 Using a Diary System
Unit 208 Using a diary system
L1 Understand a Diary System
1. Explain the purpose of using a diary system
The purpose of using a diary system is mainly to be organised. If you did not have diary systems meetings would be near to impossible to plan and you wouldn’t know where staff were if they were out of the building. A business wouldn’t run properly if this was the case, having an up to date diary will keep you and other members of staff accessible to all relevant people. Diary systems help make sure that people are able to communicate efficiently.
An example of a diary entry I recently used.
[pic]
These diary entries show the room bookings for the day in each of the four rooms, this diary enables me to keep track of who is in what room and at what time they are.
2. Describe the different types of diary systems.
There are two main types of diary systems: • Paper based diary systems, including wall planners or desk diaries • Electronic diary systems, including PDA’s or electronic software.
Paper based diary systems are handwritten and can be carried with you anywhere. This is usually preferred by some businesses as it gives more flexibility.
Electronic diary systems are inputted into a computer and are usually much more popular. The electronic diary will also automatically update when needed.
Advantages and Disadvantages of Diary systems
|Type of system |Advantages |Disadvantages |
|Desk diary |Easy to fill in |Easy to misplace |
| |Can take it anywhere with you |Can get overloaded easily and become hard|
| | |to use |
|Wall charts/planners |Can be visible for all staff to see |Can sometimes
L1 Understand a Diary System
1. Explain the purpose of using a diary system
The purpose of using a diary system is mainly to be organised. If you did not have diary systems meetings would be near to impossible to plan and you wouldn’t know where staff were if they were out of the building. A business wouldn’t run properly if this was the case, having an up to date diary will keep you and other members of staff accessible to all relevant people. Diary systems help make sure that people are able to communicate efficiently.
An example of a diary entry I recently used.
[pic]
These diary entries show the room bookings for the day in each of the four rooms, this diary enables me to keep track of who is in what room and at what time they are.
2. Describe the different types of diary systems.
There are two main types of diary systems: • Paper based diary systems, including wall planners or desk diaries • Electronic diary systems, including PDA’s or electronic software.
Paper based diary systems are handwritten and can be carried with you anywhere. This is usually preferred by some businesses as it gives more flexibility.
Electronic diary systems are inputted into a computer and are usually much more popular. The electronic diary will also automatically update when needed.
Advantages and Disadvantages of Diary systems
|Type of system |Advantages |Disadvantages |
|Desk diary |Easy to fill in |Easy to misplace |
| |Can take it anywhere with you |Can get overloaded easily and become hard|
| | |to use |
|Wall charts/planners |Can be visible for all staff to see |Can sometimes