Unit 208 Use of a Diary System

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Unit 208 Use a diary system Outcome 1: Understand a diary system 1.1 Explain the purpose of using a diary system A diary system is used to ensure organisation and structure within an organisation. The diary system allows for meetings and various appointments to planned and at a glance you are able to see what is going on for any given day. This ensures the smooth running of business. 1.2 Describe different types of diary systems There are two types of diary systems. 1 – Paper based – This can be your diary and wall calendar. These are easy to use, diaries can be taken with you and updated as and when needed. 2 – Electronic – Such as PDA’s Smart phones and electronic systems. Electronic diaries are become more popular and these can be updated on computer as and when needed or on the move depending on the system. 1.3 Describe the purpose of obtaining relevant information about requested diary entries and changes The purpose of obtaining relevant information about changes to diary entries is to ensure that people have the correct information for a meeting such as time and location. It is also necessary to ensure that the changes do not affect any other appointments in the diary. Outcome 2: Understand how to use a diary system 2.1 Describe the types of information needed for diary entries In order to put an entry in the diary you should be aware of who the appointment is for, where the appointment is and the time of the appointment 2.2 Explain how to prioritise requests Appointments need to be prioritised in order of importance. In the care industry you may receive a requested for an urgent safeguarding meeting which would have priority of a lac review. 2.3 Explain the purpose of prioritising requests Purpose of prioritising requests is to ensure that all relevant people are informed of changes before the appointment is due to take place.

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