Handout 2: Managing diary systems PowerPoint presentation Principles of providing administrative services Handout 2: Managing diary systems

Diary management tasks In using a diary system you will be carrying out the following tasks: making new entries amending/deleting entries setting up regular/repeat appointments.

make the entries for regular events right through the year Using manual systems make the entries for regular events right through the year tick off events once they have taken place if an event is cancelled, cross it through and make entries in pencil until confirmed ensure your handwriting is clear made sure the entry is clearly set against a time slot enter appointments immediately into the diary and check for accuracy record all the necessary information write ‘Cancelled’ (or rub it out). Use the following guidelines when using a manual system: ensure your handwriting is clear to avoid misunderstandings – use capitals if necessary write in the time if necessary don’t make a note to be entered later – and read back the date and time from the diary to the client.

Using an electronic system ensure you know how to carry out the basic operations take care to double-check the date as it is easy to be in the wrong year if you manage several diaries, ensure you are making the entry in the correct one when rescheduling an entry, check that the new date is available before deleting the original entry set any alarms/reminders and save the entry.

Information to record against diary entries dates/times – exact start, and exact or estimated finish times venues – addresses, location personnel involved contact details – telephone, email – of those involved. Make sure to allow enough time between appointments for travelling to and from venues. When make entries in any diary system, it is essential to record all the information needed for the appointment and to make efficient use of the time. If you are sloppy or careless in recording the start and finish time of the event, others will not be able to confidently schedule in events around yours.

double-bookings or clashes Diary problems double-bookings or clashes unavailability of resources – rooms, equipment, etc unavailability of key people not enough free time available in a block. The most serious problems you are likely to have to deal with when managing a diary are double-bookings or clashes.

When changes are required Think creatively. Either change the original plan or look into the possibility of altering other events to accommodate the plan. Prioritise the importance/urgency of the event. Consider factors for example a key person is only available at a certain time.

Balance the needs of all those affected Make a list of the people affected. Consider any ‘knock-on’ effects. Contact the people to be affected by any proposed changes. Negotiate alternative arrangements. When making changes to existing entries, whether as a result of double-booking or a new request, it is important to consider and balance the needs of all those affected. ‘Knock-on’ effects, eg postponing tomorrow’s sales meeting, will mean that the Sales Director is not briefed in time for the AGM the following day.

Consider objectively the urgency of the event importance of the event When making changes Consider objectively the urgency of the event importance of the event status of the people involved. Have some reasonable alternative suggestions ready. Be prepared to hear and consider their suggestions. Events will all be important to their respective owners, and ‘considering objectively’ means trying to see other people’s events from their point of view.

Once a change is confirmed Immediately make a list of all those affected. Notify all those involved by the most appropriate method of communication – telephone if at short notice. Tick the people off your list only once you have spoken to them or they have confirmed receipt of your communication.