Why is it important to use a diary system

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Diary systems help you to:

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• Keep a record of scheduled business activities such as meetings and appointments

• Keep a record of shared resources and location of employees

• Minimise the possiblity of confusion and error,especially if plans constantly change or are disrupted 

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You can use a personal work diary to:

 

• Record appoitments,meetings,phone calls and key task for the day

• Identify and highlight key task

• Note down and tick off tasks as they are completed

• Manage your time more efficently

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Office diary systems provide:

 

•  Information on staff whereabouts,customers appoitments and resource availablity

• Personal diary tracking for colleagues

• Facilities to arrange meetings

• A prompt for future actions

• Minimisation of forgotten meetings and actions.

 

The infomation needed to maintain a diary system 

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This is determined by the nature of what is being recorded.In general, when thinking of the information needed to maintain a diary system,consider the five whys-who,what,where,when and way.

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A diary system is likely to fail if people:

 

• Fail to put information into the system

• Fail to update changes in the details 

• Put only half of the information into the system

• Put inaccurate information into the systems