- 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.
- Understand how to use a diary system
- Describe the types of information needed for diary entries
- You need to know who the diary entry is being put in for
- When the diary entry is for
- How long the appointment is going to be for
- Where the appointment is to be held
- If there are any additional attendees
- What the appointment is for
- Any additional notes that may be needed
- Explain how to prioritise requests
To prioritise requests you should ensure that you put the most important ones first. This ensures that the ones that are urgent, for example are being dealt with before the ones that may not be as urgent but are still important.
- Explain the purpose of prioritising requests
Prioritising requests is important because if there is a request that is urgent and very important you need to make sure that this is prioritised above the rest.
- Explain the purpose of trying to balance the needs of all those involved
It is important to try and balance the needs of all those involved as it is important to ensure that everyone is treat fairly. If someone’s needs are put above everyone else’s then this may cause problems as it means that their requests are not being dealt with. This means that work may not get done and if there is an important meeting for example that has not been entered into the diary system, the people who are involved in the meeting may not know about it and may not turn up.
- Explain the purpose of communicating changes to those affected
It is important to communicate with people affected by change to the diary system because if it is a change to the time or place, they will need to know the new time and place so that they know where to go and at what time. If these changes are not communicated to those affected then this will mean that problems will arise, such as them turning up to the wrong place. It is important to keep everyone aware of the diary system and any changes to stop problems occurring.
- Explain the purpose of keeping a diary system up to date
It is important to keep a diary system up to date as you do not want anyone to be unaware of what is going on. If there is a meeting to be held you need to ensure that this is put into the diary system for all to see so that everyone is aware of it. It means that if anyone needs to check the diary to see what they are doing on any day that they can do this efficiently. If the diary system is not kept up to date then this means that people may think they do not have anything on for a particular day, however, they may have an important meeting with a client for example.
- Describe the different types of problems that may occur when new requests are made and solutions to these problems
- When new requests are made, there might be problems that arise. Such as there may be a clash with the diary system so this means something may need to be re arranged. If this is the case, the most important/urgent one will be kept and the other may be re arranged for another day.
- If the request includes travel expenses for example, the company may not be willing to pay for all of them and this means that they may need to arrange for the meeting, for example, to be held within the company, therefore reducing any expenses.
- Explain the purpose of following security and confidentiality procedures when using a diary system
It is important to keep confidentiality secure when using a diary system as there will be a lot of information going into the diary entries and this may include personal information from clients, for example, and they may not want this information to be passed on to anyone else. It is also important to keep a diary system secure as the organisation will not want anyone to be able to access their diary system.