Describe how e-diaries could be used to plan and organise a meeting.
- Scottish Highers Administration and IT - Question 3 - 2022
Question 3
Describe how e-diaries could be used to plan and organise a meeting.
Worked Solution & Example Answer:Describe how e-diaries could be used to plan and organise a meeting.
- Scottish Highers Administration and IT - Question 3 - 2022
Step 1
e-diaries have an alarm system which can remind the admin assistant of a forthcoming meeting
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Answer
E-diaries incorporate an alarm system that alerts the admin assistant when a meeting is approaching, ensuring that all parties are timely informed.
Step 2
It can provide both a visual and audible reminder which can be set prior to the meeting
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Answer
The system allows for both visual notifications and sound alerts, which can be customized to notify the admin assistant minutes before the meeting.
Step 3
e-diaries can search for a suitable date and time
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E-diaries facilitate the process of finding an optimal date and time by checking the availability of all participants.
Step 4
members can accept or decline the invitation
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Answer
Participants receive invitations through the e-diary system where they can easily accept or decline, providing immediate feedback on attendance.
Step 5
they can set reminders for meetings which need to be re-scheduled
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Answer
Admins can set reminders for meetings that require rescheduling, preventing oversight of important discussions.
Step 6
e-diaries can store meeting documentation such as meeting agendas and notes
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The e-diary serves as a repository for all meeting-related documentation including agendas, minutes, and any necessary materials that attendees may require.
Step 7
It has the ability to flag and delete consecutive appointments
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The system allows users to flag appointments that overlap or are consecutive, enabling efficient management of their schedules.
Step 8
the admin assistant can generate a recurring appointment
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Answer
E-diaries include functionality for creating recurring appointments, ensuring regular meetings are consistently logged without needing to be manually entered each time.
Step 9
the admin assistant is notified of other meetings whenever this room is already in use
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Answer
If a designated meeting room is occupied, e-diaries can notify the admin assistant of scheduling conflicts, thus preventing double-booking.
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