Photo AI
Describe the use of the following when planning and organising a meeting: (a) E-diary (b) Word-processing (c) Database - Scottish Highers Administration and IT - Question 4 - 2023
Question 4
Describe the use of the following when planning and organising a meeting: (a) E-diary (b) Word-processing (c) Database
Worked Solution & Example Answer:Describe the use of the following when planning and organising a meeting: (a) E-diary (b) Word-processing (c) Database - Scottish Highers Administration and IT - Question 4 - 2023
Step 1
(a) E-diary
Answer
An e-diary is essential for checking the availability of attendees for meetings. It allows users to schedule meetings at suitable times, as it can automatically check calendars. Additionally, e-diaries can be set to recur for regular meetings while also attaching reminders to ensure attendees are notified in advance.
Step 2
(b) Word-processing
Answer
Word processing is used to professionally draft the Notice of Meeting or Agenda. It allows for the creation of personalized templates, enabling the organizer to include relevant meeting details and business information. Furthermore, it can be used to prepare documents that summarize confirmations and share necessary information with attendees.
Step 3
(c) Database
Answer
Databases can be used to manage contacts, allowing organizers to send letters to those attending. They can track specific requirements for attendees and enable the gathering of essential information, such as generating attendance forms and producing attendance registers.