Lesson 1, Topic 1
In Progress

3.3. What information is needed to make diary entries?

ryanrori January 23, 2021

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Information such as time, duration, date, venue, attendees, chair, visitors are required to make diary entries.

Why should you prioritise requests and how do you do that?

It is essential that you prioritise actions that you need to take in the event of receiving a number of requests or changes to arrangements at the same time. Obviously the changes are probably best dealt with in chronological order. Also everyone involved with the meeting has to be contacted and made sure it is convenient for everyone before requests or changes are confirmed. Changes that affect appointments on the day that you receive the changes, will need dealing with, before changes to appointments or meetings in the future.

Why should you try to balance the needs of all those involved?

Every person involved in the appointment or meeting has to be given sufficient time for planning, travelling and for other needs so that the meeting goes well smoothly without any problems for anyone. For a meeting to be successful, all of those involved have to be present and be given sufficient preparation time.

Why should you communicate changes to those affected?

Changes have to be communicated on time, and if you are responsible for other people’s diaries it is vital that you communicate any changes to them in good time to enable them to prepare for any meetings or travel involved. It is also important to leave sufficient time in the day for them to deal with routine matters and sufficient travelling time between appointments if necessary.

Others who are affected by the changes will also have other appointments in their diaries. It is important that you do not give them the impression that changes are being made either lightly or, conversely, because something more important has come up.http://s1.hubimg.com/u/7855632_f260.jpg

Electronic diary systems may automatically communicate changes to those involved whose systems are networked with yours, but you will need to get in touch with anybody else affected. Depending on the timescales involved, this may be done by telephone, e-mail, fax, letter or verbally.

2.6 Why should you keep a diary system up to date?

Keeping the diary up to date when changes have been agreed is extremely important. You have to make sure that you have deleted any cancelled appointments. It is both annoying and embarrassing to arrive for an appointment only to be told that it has been cancelled, as well as being a waste of time.

A diary which is not kept completely up to date will have all sorts of confusion. It will make people lose confidence and becomes time wasting.

There may be questions of security and confidentiality involved when communicating amendments to arrangements. There may be negotiations taking place which could impact on the future of the organisation. If you are aware of these as a result of arranging meetings, it is important that you do not make this information available.

The efficiency of the whole organisation may be said to depend on the correct upkeep of the diary systems in use. Although it may seem, on the face of it, a very minor role, it would be very difficult if each member of staff had to remember what appointments they had and where they were meant to be at any given time.