Unit 208 questions – 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. 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. 6. 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...
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