Use a diary system Essay Example

a diary slot for, when the meeting is required, where the eting needs to be held. Other more “non-standard” bits of information required include the location of the attendees, for example if there are participants based in different locations across the country/world you need to set up numbers for them to dial or set up a video conference after ensuring the rooms and facilities are available.

Explain how to prioritise requests. To be able to prioritise requests you need to know the business critical subject matters and subjects that mean more to the company and also knowing the organisation of the company helps. Knowing one bid is potentially worth £1billion and another is only worth £10million will enable you to ensure that the first bid takes priority over the second. Similarly knowing the difference between who is a Manager and who is a Director will also enable you to shift diary requirements to meet the more senior members of staff.

Explain the purpose of prioritising requests. The purpose of prioritising requests is to ensure the business needs are met and that the more important issues are tended to before the more household issues/meetings. By doing this you maximise the company’s potentially gain and ensure the best outcome is achieved.

Explain the purpose of trying to balance the needs of all those attending. The reason you need to take into the account of those attending is to ensure you get the most relevant/important people there as well as maximising the possible attendance from the original list of attendees. This flexibility also allows others to prioritise their meetings accordingly.

Explain the purpose of

communicating changes to those affected. There are many reasons for communicating with attendees if changes have been made to a meeting. The majority of attendees will have other meetings either side of the said meeting and will therefore either have to suggest a new time for your meeting or look to re-arrange any meetings that may clash. Similarly, people attending may need to take into account travelling time to the meeting destination. Another reason for communicating is to save wasted journeys to meeting rooms which can be used more effectively by staying at their office to continue with other work or to hold another meeting that had previously been declined as it had clashed with your meeting.

Explain the purpose of keeping a diary system up to date. Keeping the diary system up to date can only have a positive effect on all those concerned, it will ensure they know exactly where they should be and when, who they will be seeing and for what meetings. This also allows them to ensure enough prep time is made for each meeting.

Describe the different types of problems that may occur when new requests are made and solutions to these problems. One problem that may occur is that the required attendee may not be available at the requested time. There are two obvious solutions to this problem, one is see if the existing meeting takes priority over the prospective meeting to see if it can be moved to accommodate a more important meeting. The other solution is to go straight back the organiser and suggest another slot convenient.

Explain the purpose of following security

and confidentiality procedures when using a diary system. Confidentiality and security are major players when using a diary system, ensuring confidentiality is adhered to means that sensitive information is kept sensitive. Any such material being leaked compromises the security of certain individuals and can be detrimental to the company or cause ill feeling within the company.