Use and maintain diary systems at workplace-A personal statement-NVQ Business and administration
Diary system is maintained to utilise time and complete tasks and appointments in a very effective and efficient way. It helps the organisation as a whole, and helps manage my own and other people’s time too. Diaries can be maintained either manually or electronically.
I personally manage both the diaries. I have my electronic calendar on Outlook, which is shared with my manager and other administrators. I manage a manual diary that can be used in times of emergency. For example if I am off sick or away from work, and not in a situation to access my diary, or if the computer systems go down, and Outlook is un-accessible, the manual diary always helps.
The manual diary that I use is a bound book with 3 days per page, as I do not have many entries to be made each day.
The electronic diary that I maintain is on the Outlook calendar on my work computer. I has great advantages like highlighting potential conflict between appointments, entry of regular events once only, nopaper is used, password protection, multiple access is available, on screen reminder of appointments, database compatibility and electronic contact.
I use my diary to put in alerts and appointments. I also manage __________ (removed for confidentiality purposes), and I maintain different electronic diaries, can be considered as organisers to manage the bookings for clients. The most common entries on my diary will be panel meetings, team meetings, stationary orders, trainings, visits, preparation of agendas, annual leave, other office tasks, supervision and other weekly and fortnightly tasks that repeat at a certain frequency, so that I do not miss out on any of them. The greatest advantage of using an electronic diary is that I get the reminders on my screen.
I sometimes have to book in meetings and send meeting invites to colleagues or other delegates, and it is done electronically. I try to put in as many details as I can, like date, venue, duration, chair, visitors, etc. Very rarely there are situations where a meeting is cancelled or postponed. In that case I make sure to check the effects that a requested change will have before agreeing to it. I also gather all relevant information to make sure that everyone attending the meeting or any appointment has convenience and are given all the details, so that there is no error at any end at any time.
When arranging visitors for team meetings, I prioritise actions that you need to take in the event of receiving a number of requests or changes to arrangements at the same time. I deal with requests and changes in chronological order. When any requests are agreed or changes made, I make sure that everyone involved with the meeting are contacted and I make sure it is convenient for everyone before requests or changes are confirmed. I deal with any changes that affect appointments on the day that I receive the changes, before changes to appointments or meetings in the future. I also make sure that every person involved in the appointment or meeting is given sufficient time for planning, travelling and for other needs so that the meeting goes well smoothly without any problems for anyone.
Another advantage in electronic diary systems is that they automatically communicate changes to those involved whose systems are networked with mine. I am also aware that diaries have to be kept up to date when changes have been agreed. I make sure that I have deleted any cancelled appointments. A diary which is not kept completely up to date can risk all kinds of confusion. It will also undermine confidence in the diary and encourage people to either feel the need to check on arrangements, which is time wasting, or, even worse, keep a separate diary of their own.
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, 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.
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