Unit 208 Using a Diary System

2005 Words Mar 26th, 2013 9 Pages
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.

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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
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You should never record any confidential information when making a new diary entry. If you are entering into an electronic diary system it may be good to set an alarm for when the meeting is about to begin and mark it in the diary as ‘busy’ as then you know you can not enter anything that will clash with any other time in your diary. You will need to make sure you make note of any equipment that will be needed. For example you may need a projector for a PowerPoint or you may need refreshments if the meeting is scheduled to go on for a while. The appointment may be reoccurring, if so you will need to put the reoccurring as new entries too. You also need to make sure that all relevant people know where to go to, this could be the attendees or people who will need to know where you are in case they need to get hold of you.

2.2 Explain how to prioritise requests.

To prioritise requests means to see which ones are most important. However in the business that I work for we prioritise requests on a first come first served basis. When room booking’s come in if the room is available they will be allocated that room. However if two room bookings come in for the same room on the same day, whoever put in the request first will be allocated that room.

When it comes to my daily requests such as from my manager or my work colleagues I have to go on what needs doing more urgently and if not