BSBADM307A Diary and Appointment Keeping Prepared by Melanie Lynch Training 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 meetings Meetings with clients Meetings with staff members Interviews for recruitment purposes Conferences and seminars Extraordinary meetings (held at short notice)

How are appointments made? Phone Fax Memo Letter

Appointment details should include: Parties involved Date Time Venue Details of meeting, such as an Agenda

Policies and procedures Many business have specific policy and procedures regarding the making of appointments You 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 diary Whiteboard and/or planning chart Calendar Daily desk diary Electronic diary – MS Outlook or MS Schedule

What do you need to record? Names of people involved Location of appointment Date and time of appointment Length of appointment Contact details of people involved Reason for appointment Details of cancelled or rescheduled appointments Follow-up details

Who should have access to appointment diaries? You The people you make appointments for Others who make appointments at your workplace It 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 with Prepare a timeline for making arrangements Arrange the appointment Book a venue if appropriate Confirm the appointment Make alternative arrangements if necessary Record the details

Clarify the details of the appointment Two or more parties are involved in an appointment Check all possible alternative times and dates with the person you are making the appointment for You 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 booked Check with both parties if any special arrangements have to be made in regard to parking, wheelchair access, audio-visual equipment, or teleconferencing facilities Check to see if any catering is required

Timelines Make sure you have enough time to make all the arrangements Prepare 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 appointment Confirmation through formal letter, telephone call, fax or Keep a record of all arrangements that have been made

Recording appointments Write all appointments in the appointment book or diary Keep records accurate and up-to-date Pencil should be used in a manual diary system

Changing Appointments If an appointment is cancelled or postponed you must contact all parties involved New arrangements made need to be made Reschedule date, time, venue bookings, and catering arrangements Record all the new details accurately

Appointment reminders Provide your manager with a daily list of appointments every morning Update all diaries every day For an electronic diary – enter a reminder notice If 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 Calendarwebpage