BSBADM307A

Diary and Appointment Keeping

Prepared byPrepared byMelanie LynchMelanie LynchTraining ConsultantTraining Consultant

Unit Descriptor

This unit covers managing appointments and diaries for personnel within the organisation, using both manual and electronic diary/appointment systems

Types of business appointments

Regular monthly or weekly meetingsMeetings with clientsMeetings with staff membersInterviews for recruitment purposesConferences and seminarsExtraordinary meetings (held at short notice)

How are appointments made?

PhoneFaxMemoEmailLetter

Appointment details should include:

Parties involvedDateTimeVenueDetails of meeting, such as an Agenda

Policies and procedures

Many business have specific policy and procedures regarding the making of appointmentsYou need to check with your supervisor to find out the policies and procedures for making appointments within your organisation

What equipment do you need?

Appointment diaryWhiteboard and/or planning chartCalendarDaily desk diaryElectronic diary – MS Outlook or MS Schedule

What do you need to record?

Names of people involvedLocation of appointmentDate and time of appointmentLength of appointment

Contact details of people involvedReason for appointmentDetails of cancelled or rescheduled appointmentsFollow-up details

Who should have access to appointment diaries?

YouThe people you make appointments forOthers who make appointments at your workplaceIt may be necessary to have TWO copies of appointment diaries – one for you and one for the person you make appointments for

How to arrange appointments

Clarify the details with the persons you are making the appointment for and withPrepare a timeline for making arrangementsArrange the appointment

Book a venue if appropriateConfirm the appointmentMake alternative arrangements if necessaryRecord the details

Clarify the details of the appointment

Two or more parties are involved in an appointmentCheck all possible alternative times and dates with the person you are making the appointment forYou can then negotiate the times with the person you are making the appointment with

Venue availability

Check to see that the venue is available – it may have to be bookedCheck with both parties if any special arrangements have to be made in regard to parking, wheelchair access, audio-visual equipment, or teleconferencing facilitiesCheck to see if any catering is required

Timelines

Make sure you have enough time to make all the arrangementsPrepare a checklist of the arrangements you need to make and a timeline for achieving them

Confirming appointments

Make sure all parties agree on the date, time and venue for the appointmentConfirmation through formal letter, telephone call, fax or emailKeep a record of all arrangements that have been made

Recording appointments

Write all appointments in the appointment book or diaryKeep records accurate and up-to-datePencil should be used in a manual diary system

Changing Appointments

If an appointment is cancelled or postponed you must contact all parties involvedNew arrangements made need to be madeReschedule date, time, venue bookings, and catering arrangementsRecord all the new details accurately

Appointment reminders

Provide your manager with a daily list of appointments every morningUpdate all diaries every dayFor an electronic diary – enter a reminder noticeIf the appointment is inhouse, give people a reminder five minutes before their appointment is due, or earlier if they have to travel to the appointment

MicroSoft Outlook’s Calendar

You now need to return to the webpage in order to complete the training on MS Outlook’s Calendar