695 Use a Diary System
Explain the purpose of using a diary system
The purpose of using diary system is:
to be organized
remember about meetings and important task to do
keeping within the time frame
cooperation with colleague
control deadline and setting new
Describe different types of diary systems (for example paper, electronic etc) My diary system:
Electronic – outlook diary system where all meeting, task can be set up, amend and send by mail to everybody, easy to control by set up reminder, showing automatically if people with who we want meet are available in specific time.
Sticky notes - quick and easy to record important information for example: task to do for today, kept on the desk visible.
Wall board – share for days, notes with information are sticky for adequate day and throw away as soon as been completed. Always available for all relevant people if I’m not in the office.
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.
Describe the types of information needed for diary entries
The type of information required would be dates and times for the entry also any information relating to the entry, for example, if it is for a meeting the place, what it is about and request of confirmation 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.
Explain how to prioritise requests
It is best to priorities requests in chronological order so that the most recent are done first and then if there are any immediate changes the relevant people...
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