Using a diary system has many different purposes and can bring many benefits to the business.

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Unit 208

Use a diary system

  1. Understand a diary system
  1. Explain the purpose of using a diary system

Using a diary system has many different purposes and can bring many benefits to the business. Within my company we have many different offices and it can sometimes be hard to communicate with each other and know exactly what each person is doing on what day. By using our online diary system it makes it much easier to find out if a certain person is in the office or if they are on appointments. It also ensures that nobody is ‘double booked’ meaning that if they have an appointment on a certain day, they can check the diary system and ensure that they do not book anything on the same day. Time management is a very important purpose of using a diary system as it means administration staff do not need to spend hour’s co-ordinating diaries to schedule meetings or appointments.

  1. Describe different types of diary systems
  1. Online systems are quite common. These are usually via a website, for example Sugar, and everyone within the organisation can have their own individual log in so that they can manually add in any entries themselves. These diary systems are usually very safe as the only way of accessing them is through logging in and you need a password to do so. This means that anyone that is not part of the organisation will not be able to access this system.
  2. Another type of diary system is a paper diary. These are very common in organisations as they are quick and easy to use. A paper diary will usually have a page for each day and this allows more than one appointment to be put in. Paper diaries may not be the best as if an appointment is not held or needs to be changed it can make the diary look scruffy and unprofessional.
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  1. Describe the purpose of obtaining relevant information about requested diary entries and changes

It is important to obtain the relevant information for making diary entries and any changes as all entries need to be as accurate as possible. If they are not accurate then this may cause problems for the people who are to attend the appointments as they may have the wrong date, or the wrong time.

  1. Understand how to use a diary system
  1. Describe the types of information needed for diary entries
  1. You need to know who the diary entry ...

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