Business Services Training

Transcription

1 Business Services Training Unit of Competency Organise Schedules BSBADM307B Unit Descriptor This unit describes the performance outcomes, skills and knowledge required to manage appointments and diaries for personnel within an organisation, using manual and electronic diaries schedules and other appointment systems. No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement. Employability Skills The required outcomes described in this unit of competency contain applicable facets of Employability Skills. The Employability Skills Summary for the qualification in which this unit of competency is packaged, will assist in identifying Employability Skills requirements. Pre-requisite Units Nil Application of the Unit This unit applies to individuals employed in a range of work environments who provide administrative support to teams and individuals in the management of diaries, schedules and other appointment mechanisms. Competency Field Administration General Administration

2 Organise Schedules This book supports BSBADM307A Organise Schedules in the Business Services Training Package BSB01, and BSBADM307B Organise Schedules, in the Business Services Training Package BSB07. Copyright Beverley Weynton, November 2002, October 2007, 2008, 2011 This revised edition published 2011 Author: Beverley Weynton Editor: Software Publications Writing Team ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from the publisher, Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and the authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. These learning materials have been prepared for use as part of a structured vocational education and training course and should only be used within that context. The information contained herein was correct at the time of preparation. Legislation and case law is subject to change and readers need to inform themselves of the current law at the time of reading. Publishers Software Publications Pty Ltd (ABN ) Head office Sydney Unit 10, 171 Gibbes Street Chatswood NSW 2067 Phone: (02) Fax (02) Branches Adelaide, Brisbane, Melbourne, Perth and Auckland Australia Toll Free Numbers Phone: Fax: Web address Published and printed in Australia

3 Manage schedules Establish availability of attendees and schedule new appointments 2.2 Establish availability of attendees and schedule new appointments Establish availability of attendees, and schedule new appointments in accordance with required timelines and diary commitments. This section covers the management of appointments, that is, finding common, suitable times for people to have a meeting. If some personnel are unavailable to attend a meeting, or to keep particular appointments, then scheduling another, more suitable time for a new appointment will be necessary. Establishing Availability of Attendees Scenario One Your boss has scheduled a state sales meeting for a certain date. You have notified all those expected to attend of the date, time, location and purpose of the meeting well in advance, in line with company requirements. You will have done this by phoning each person or their secretary, ing them with the information, or sending memos. The method you use is not important here, so long as you have given the individuals sufficient notice of the meeting date, and can be sure that your message has been received and noted. (You may need to refer to the company s requirements in relation to the correct protocols that apply to this procedure.) In a case such as this, it is usually the responsibility of those who have been notified of the meeting to advise the convenor, or his secretary, if they are unable to attend. This is formally known as sending their apologies. Convenor A convenor is the person who calls or chairs a meeting. However, sometimes this does not occur, for a variety of reasons. So you may be given the task of monitoring people s intentions, or otherwise, of attending the meeting. You could do this by reminding them a few days in advance of the meeting s date and time, and find out if they will be able to attend. If they are unsure, then you should ask them to advise you when they are clear about their availability. Monitor the list of attendees To monitor this process, it would be advisable to draw up a list of the individuals who have been invited, and then check off each name accordingly when you have received a reply or you have found out their intentions by calling them. On the day before the meeting, you would prepare a list of the attendees and a separate list of the Apologies those people who responded, but could not attend. This list would be handed to the person who is responsible for taking the minutes of the meeting, so the names can be included in the minutes. BSBADM307B Organise Schedules Page 61

4 Establish availability of attendees and schedule new appointments Manage schedules The minutes show the apologies. When the minutes of a meeting are taken down, and subsequently prepared and distributed, the front page will show, beneath a list of the people who were present at the meeting, a heading: Apologies: This will be followed by the names of those people who advised you that they would not be able to attend the meeting. The names of those who did not contact you are not generally listed in the minutes, only those who attended and those who sent apologies. Informal monitoring If you work in a small organisation where few formal procedures are necessary, the process would be much simpler. You could probably find out who was able to attend the meeting and those who were unavailable by just asking the people concerned in person. It would still be appropriate to keep a note of those attending and those unable to attend. Scenario Two Appointments have been made and confirmed for a meeting between your boss, his manager and two new clients. This is an important meeting, as these new clients could turn out to be very valuable customers. The day before the meeting is scheduled, your boss asks you to ring to confirm the appointment with the two clients. When you make the calls, one of the clients apologises, saying she is unable to attend, as an urgent matter has arisen at her office. However, she tells you that she would very much like to reschedule the meeting for a later date. In this scenario, it is not that the individuals did not do you the courtesy of responding to your notification of the meeting. Instead, an unexpected, last-minute cancellation was necessary. What is to be done? Do you go ahead with the meeting minus one client, or do you try to reschedule so that everyone can be present? Your boss decides to reschedule, and asks you to arrange the new appointment. Page 62 BSBADM307B Organise Schedules

5 Manage schedules Establish availability of attendees and schedule new appointments Exercise 17 Read through Scenario 1, then, list the steps you would take to advise, confirm, and monitor the people who are expected to attend the sales meeting. Also, show any information or important details about how the steps are to be done. The list has been started for you. 1 Set sales meeting date Exercise 18 1 What is a list of Apologies? 2 Where would you find such a list? 3 What would be the likely procedure for finding out the names of those who are attending a meeting if you worked in a very small business? BSBADM307B Organise Schedules Page 63

6 Establish availability of attendees and schedule new appointments Manage schedules Scheduling New Appointments in Accordance with Required Timelines and Diary Commitments First, check your boss s appointments book or diary and identify several possible dates and times which you think would be appropriate for the rescheduled appointment. You should bear in mind that the required timeline for the new meeting will probably be short, as you know your boss has to travel interstate at the end of the month. He is, however, keen to have the meeting with the new clients before his departure. Make a note of the appropriate dates and times you have identified as a starting point. Seek approval before proceeding At this stage, it would be a good idea to discuss the dates you have identified with your boss, in case he has any objections. It would not be wise for you to just choose what appear to be several suitable dates and then proceed to contact the other people concerned to begin negotiating the new appointment without consulting your boss. He could, for example, be considering making some other commitments within that time frame. During your discussion, encourage him to identify at least two or even three alternatives for you to present to the others for their consideration. Check availability to find agreeable dates Next, contact your boss s manager or her secretary and ask about some possible dates and times when she would be available for a rescheduled appointment. Give her the dates and times your boss has agreed would be suitable for him. Try to come to an agreement on two convenient dates when the manager would be available, so you can propose these to the clients when you contact them. Finally, you phone or each of the clients, present the suggested dates and times to them and hope that they find one or the other to be suitable. Advise others of the new appointment When you have the clients agreement on a date and time for the new appointment, you will naturally advise your boss s manager or her secretary immediately, and then write the new appointment in your boss s diary. It would also be appropriate for you to tell him of the new arrangement. The foregoing is simply an example of the procedure you would follow for rescheduling new appointments. As always, you would adhere to any company requirements and protocols that apply in your workplace. Foregoing that which precedes or goes before Page 64 BSBADM307B Organise Schedules

7 Manage schedules Establish availability of attendees and schedule new appointments Exercise 19 Read through the steps described on page 64 for rescheduling new appointments, then, in point form, briefly describe the steps required. Also, note any important details about how the steps are to be done BSBADM307B Organise Schedules Page 65

8 ISBN MICROSOFT OUTLOOK 2010 by Software Publications Writing Team

9 Microsoft Outlook 2010 Copyright Millbank Investments Ltd, NZ, February 2011 Originating authors Cheryl Price T.Dip.WP, T.Dip.T Julia Wix T.Dip.WP ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Millbank Investments Ltd, NZ. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. Software Publications Pty Ltd (ABN ) Head Office - Sydney Unit Gibbes Street Chatswood NSW 2067 Phone: (02) Fax: (02) Australia Toll Free Numbers: Phone: Fax: Web address: Published and printed in Australia

10 Calendar The Calendar displays a calendar and TaskPad, which allow you to organise your days duties. (Your calendar may appear in 24 hour clock format.) Exercise 43 Ctrl 2 1 Click on from the Navigation Pane. 2 In the Arrange group of the Home ribbon ensure is selected so the window displays as shown below. Date Navigator Appointment Area Task Pad Appointment Area Displays the selected day(s). This is dependent on the day(s) chosen from the Date Navigator. TaskPad Lists current tasks entered. You can click in the check box when each task is completed. Date Navigator Select the day(s) you wish to view (by clicking and dragging or clicking and holding down the Ctrl key). The day(s) selected will appear in the Appointment Area. You can also scroll through and view different months. Organise Schedules Outlook

11 Adding an Appointment Exercise 44 1 Move to a week or two into the future using the next to the date. Select from 9 a.m. to 10 a.m. on Monday as the time during which your appointment will occur. 2 Right click and select, or click on from the New group in the Home ribbon. 3 Type: Dentist Appointment as the Subject. 4 Click when finished. Exercise 45 1 Click on located in the Got To group in the Home ribbon. 2 Click on (located in the Arrange group). 3 Click on a time two hours from now, on the daily calendar. 4 Right click on the time and select, or click on from the New group in the Home ribbon. (Alternatively you can double click on a time in the Appointment Area.) If the current time is after the time of the appointment, the message This appointment occurs in the past will appear above the Subject: box. 5 In the Subject: box type: Marketing Team Meeting as the subject of the appointment. 6 Alter the Start time: date by clicking on the and setting the date to three days from today s date. 7 Alter the Start time: by clicking on the and selecting 10:30 a.m. 8 The End time: date will change to the new date. Alter the End time: by clicking on the and selecting 11:30 a.m. (1 hour). 9 Alter the Reminder: time by clicking on the and selecting 30 minutes. A reminder window will appear 30 minutes before the appointment. Note If you wish to turn off the reminder, click in the Reminder: check box. 10 Click on. 38 Outlook 2010 Organise Schedules

12 Editing an Appointment Exercise 46 1 Double click on the required appointment. Alter as necessary, e.g. Subject:, Start time: and End time: day and times, etc. 2 Change the Reminder: as required. Click on. Deleting an Appointment Exercise 47 1 Click in the appointment to select. 2 Click on the Delete button. The appointment will be moved to Deleted Items. Moving an Appointment Exercise 48 From the Morning to Afternoon 1 Position the mouse pointer to the far left of the appointment so the borders change as shown. 2 Click and drag the mouse pointer down to move the appointment to the afternoon. From One Day to Another 3 Double click on the appointment. Change the Start time: to another day or drag and drop on the required day on the Date Navigator. 4 Click on. Exercise 49 1 Modify the Dentist Appointment so the Subject: reads, Dr J Smith - Dentist. Change the Start time: to 2:00 p.m. and the End time: to 3:00 p.m. Save and close the appointment. 2 Move the Marketing Team Meeting appointment using click and drag so it appears from 4:00 p.m. to 5:30 p.m. 3 Delete the Dr J Smith - Dentist appointment. 4 Delete the Marketing Team Meeting appointment. Organise Schedules Outlook

13 Adding an All Day Event An Event lasts a day or longer and is displayed at the top of the Appointment Area. Exercise 50 1 Click on located in the Got To group in the Home ribbon. 2 From the Home ribbon choose New Items and select All Day Event. 3 Click in the Subject: box and type: Team Leaders Seminar (This seminar is for two days.) 4 Click in the Location: box and type: Hilton Hotel 5 In the Start time: box select Thursday next week as the start date. 6 In the End time: box select Friday next week as the end date. 7 Click on. Editing an Event Exercise 51 1 Move to the date on which your event was scheduled. The Event is displayed at the top of the Appointment Area for those dates. 2 Double click on the event to open it and edit as required. 3 Click on. Deleting an Event Exercise 52 1 Click once on the event displayed at the top of the Appointment Area. 2 Click on the Delete button. 40 Outlook 2010 Organise Schedules

14 Organising a Meeting Meetings can be organised by sending a meeting request to participants. Exercise 53 Ctrl Shift Q 1 Click on from the New group in the Home ribbon, or select a time, right click on the selection and choose. 2 Click in the Subject: box and type the subject of the meeting. 3 Click on the Scheduling button, located in the Show group of the Meeting ribbon. 4 Click on and select Add from Address Book. 5 Select each person and click on. 6 Once you have selected the people for the meeting, click on OK. Note To view other people s schedules you must be on a network using Exchange Server or using Microsoft Office Internet Free/Busy Service. 7 Click on Cancel. 8 Click on to move through the spaces available. The green and red bars indicate where you can have a meeting. 9 Once you have found an appropriate time free, click on the Appointment button. 10 Click. A message will be sent to each individual about the meeting. Organise Schedules Outlook

15 Recurring Appointments/Meetings Exercise 54 1 Ensure is selected. 2 Click on New Item from the Home ribbon, select More items and choose. 3 In the Appointment time select 2:30 p.m. as the start time. 4 Select 5:00 p.m. as the end time (2.5 hours). 5 Ensure the Weekly option is selected as the type of recurrence from the Recurrence pattern section. Ensure Monday is selected. 6 In the Range of recurrence section click on the Start: and select next Friday. Click in the End after: box and type: 4 (This meeting will be scheduled to occur four times in the next month.) 7 Click on OK. 8 In the Subject: box type: PowerPoint Training Session 9 Click on. The recurring appointment will display on the Calendar. Printing Exercise 55 1 Ensure is selected. 2 Click on to display the Backstage View. 3 Click on. From the Print style box ensure Daily Style is selected. 4 Click on Print Options. 5 From the Print range section select today s date from the Start: and End: lists. 6 Click on Print. 42 Outlook 2010 Organise Schedules