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Manage Diary Systems

In: Business and Management

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Explain the importance of keeping diary systems up to date
Within my role I use 2 different types of diary systems, one is the calendar on Outlook and the other is the online booking system which we use to organise the bookings. On Outlook there is the option to share calendars with other people and because if this without an up to date diary, the people who have access to viewing the calendar won’t have an accurate representation of when your free time is and when you’re busy if they are wanting to arrange a meeting. Our online booking system is key to our role as it allows us to book in hirers. If this isn’t up to date we could end up double booking rooms which would result in the Council missing out on money and could also damage the reputation of the council.

Describe the basis on which bookings and changes are prioritised
When we take bookings in recreation, the regular hirers who have the same slot every week get priority over that slot so even if the booking hasn’t been made yet and someone else wants to book a room during that time, we get in touch with the regular group to see if they want to continue with their booking that would take place in that block, if they do we go back to the other customer and offer an alternative, either another room in that centre or the same room in another centre, depending on availability. Regarding one off bookings such as parties/meetings etc. they are done on a first come basis, but we do try our best to figure out alternatives for all the booking enquiries that can’t be accommodated in the room/time they want.

Explain any constraints relating to making bookings for people or facilities
One of the things we check before the booking is completed is what room they want and how many people they have estimated is going to be there. We don’t allow people to book rooms if the number of people attending exceeds the…...

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