Diary Unit 7

Unit 7 - Manage diary systems

1.1: It is important to keep diary systems up to date as the company will need to be able to see it and know when events will occur and whether they will be available. Diary systems must be kept up to date as they are a record of all events and/or meetings in or outside of the company. It is also important to delete all cancelled appointments or to make changes when needed as members attending a cancelled event or at the wrong time will be confused.

1.2: The basis in which bookings and changes are prioritised are later in the day when less will occur and this helps to cause less confliction with timing. Prioritization may need to be sought by a manager or director so as they can let everyone else be aware that a change or appointment is made.

1.3: Constraints relating to making bookings for people or facilities may be that it needs to be authorized by a superior person in charge e.g. a manager. I may need to check if the room would already be booked or that people have free schedules.

1.4: Problems that can occur when managing diaries may be that an electronic diary stored on a computer fails due to a hard drive failure. A paper diary system may be lost. Problems may also be that a diary has little security and may be stolen, deleted or changed without permission or any authorization.

2.1: The information needed to make diary entries include, date, time, location, persons involved and any other actions that effect those involved.

2.2: All diary entries need to be accurate and timely so that members can see them and arrange their availability time accordingly. They need to be accurate in all aspects e.g. Location, time, date, entrees etc as any errors or inaccuracies can result in confusion and disorganization.

2.3: It is important to respond to changes that meet the balances and needs of those involved as they will need to be able to rearrange their schedules and should not  conflict with other important tasks. It is also important as all members will need to be aware that the changes have been made.

2.4: Communicating up-to-date information can be down using an email service and letting everyone involved know about relevant information and/or changes. At my workplace, we use Microsoft outlook and have sent our communications using the group feature.

2.5: It is important to keep diaries up to date as you and others will need to keep track of events and meetings. I keep my file log updated with my monthly diary sheets and input the tasks on the day I started them, the date/time they were due and who they were for.

2.6: To maintain the requirements of confidentiality include that they meet legislations in the workplace and O’Boyle policies. This is done by maintaining my diary entries with the legislation, law and policies of my workplace, Hugh J. O’Boyle.