Purpose of Using a Diary System
CU695 Use A Diary System 23.05.2014
1.1 Explain the purpose of using a diary system.
Time is very important and it can be utilised in a very efficient way by maintaining a diary system. The efficient planning and organisation of your own time and other people’s is, therefore, one of the most important activities that you can get involved with. The diary is one of the major resources within the office, without which, none of us would know where we should be or what we should be doing at any given time. The diary may be maintained manually or electronically.
1.2 Describe different types of diary systems.
Diary systems can basically be divided into two types:
Manual systems
The most common type of manual diary system in use in offices
Is the bound book in which appointments are recorded.
These may be:
One day per page
Two days per page
One week to view
Two weeks to view
When selecting the most appropriate type of manual diary to use, you will need to consider how many entries you are likely to make in any one day.
An alternative to a bound book is a loose leaf system, often known as a time manager. This has the advantage that the diary section is continuous. New pages are simply added as the years go on, so there is no need to obtain a new diary towards the end of each year.
Another, completely different, manual system is the wall planner. These are usually laminated charts which have a space per day covering the whole of a year.
Electronic systems
Electronic diaries can be maintained on a personal computer, a laptop or an electronic organiser. They have a number of advantages over manual systems:
Highlighting potential conflict between appointments
Entry of regular events once only
Less paper is used.
Password protection.
Multiple access is available.
On screen reminder of appointments.
Database compatibility.
Electronic contact.
1.3 Describe the purpose of obtaining relevant
1.1 Explain the purpose of using a diary system.
Time is very important and it can be utilised in a very efficient way by maintaining a diary system. The efficient planning and organisation of your own time and other people’s is, therefore, one of the most important activities that you can get involved with. The diary is one of the major resources within the office, without which, none of us would know where we should be or what we should be doing at any given time. The diary may be maintained manually or electronically.
1.2 Describe different types of diary systems.
Diary systems can basically be divided into two types:
Manual systems
The most common type of manual diary system in use in offices
Is the bound book in which appointments are recorded.
These may be:
One day per page
Two days per page
One week to view
Two weeks to view
When selecting the most appropriate type of manual diary to use, you will need to consider how many entries you are likely to make in any one day.
An alternative to a bound book is a loose leaf system, often known as a time manager. This has the advantage that the diary section is continuous. New pages are simply added as the years go on, so there is no need to obtain a new diary towards the end of each year.
Another, completely different, manual system is the wall planner. These are usually laminated charts which have a space per day covering the whole of a year.
Electronic systems
Electronic diaries can be maintained on a personal computer, a laptop or an electronic organiser. They have a number of advantages over manual systems:
Highlighting potential conflict between appointments
Entry of regular events once only
Less paper is used.
Password protection.
Multiple access is available.
On screen reminder of appointments.
Database compatibility.
Electronic contact.
1.3 Describe the purpose of obtaining relevant