ORGANISE SCHEDULES

PRESENTATION OBJECTIVES

Establish Schedule Requirements

Manage Schedules

ESTABLISH SCHEDULE REQUIREMENTSLESSON 1

ORGANISATIONAL REQUIREMENTS FOR DIARIES

All organisations should have policies and procedure in place

regarding scheduling. Consistent scheduling protocol across all levels

of an organisation leads to efficiency and reduces confusion.

Organisational requirements for scheduling could include:

• Electronically linking diaries and schedules

• Linking necessary personal and executive diaries

• Making information readily available

• Understanding and recognising priority clients and personnel

• Protocols in contacting internal personnel and external clients

• Appropriate recording systems

PLANNING TOOLS

A variety of scheduling tools are available for use depending on

organisation’s size, objectives, location, budget, etc. Regardless of

which scheduling method or tool is being used, it is important all

employees fully comprehend and utilise it.

Appointment Book

Calendar

Desk Diary

Electronic Calendar/Diary

In/Out Boards

Manual Planners

ORGANISATIONAL PROCEDURES FOR APPOINTMENTS

To successfully schedule appointments, a variety of information

should be gathered and considered. It is not only the appointment

itself that needs attention but other factors such as:

• Allowing sufficient time between appointments

• Details in relation to venue, time and duration of meeting

• Who will be invited to attend and are they available?

• How many appointments can be realistically scheduled each day?

• Have travel times and meal breaks been allowed for?

• Does the schedule have any flexibility?

ORGANISATIONAL PROCEDURES FOR APPOINTMENTS

Scheduling appointments and other meetings generally exhibit

common or similar requirements. Therefore, organisations wishing to

effectively manage scheduling often establish procedural checklists

to help determine priorities and needs.

While a checklist is helpful, it is ultimately the format of the

appointment or meeting that must be determined first such as:

• Face-to-face

• Video or teleconference

• Small/medium group discussion

• Large conference

INDIVIDUAL DIARY AND APPOINTMENT PROCEDURES

For those employees that will be scheduling meetings, appointments

or events on behalf of others, it is important to consider personal

needs and commitments.

When coordinating a personal and work schedule it is key to openly

communicate and have a complete understanding of an individual’s

work and personal priorities.

Discussion and collaboration are both key in minimising conflict,

confusion and other issues that could arise when scheduling

MANAGE SCHEDULESLESSON 2

RECURRING APPOINTMENTS

A recurring appointment in an organisation could be:

• Board meetings

• Committee meetings

• Staff meetings

Never assume because an appointment or meeting occurs on

a regular basis it should not be properly scheduled!

All formal meetings (and even some informal) should be accurately

scheduled with an appropriate reminder sent to all participants.

ESTABLISH ATTENDEE AVAILABILITY

When scheduling meetings or appointments, one of the first things to

be established is attendee availability.

• Ask attendees to provide a preferred date and time with a few

alternative options

• Develop a timeline for managing attendees and necessary

resources

• Provide ample notice and polite reminders to attendees

Polite and professional communication is key with attendees

NEGOTIATING ALTERNATIVE ARRANGEMENTS

Negotiation is an effective skill to master when charged with the duty

of scheduling.

When negotiating alternative arrangements its important to try and

compromise so all parties involved benefit to the changes.

Alternative arrangements could include:

• Cancelling or adding new appointments

• Re-scheduling existing appointments

• Venues, dates and times

• Participants

• Meeting format

MANAGE ACCORDING TO ORGANIZATIONAL PROTOCOL

All appointments should be recorded accurately, contain all relevant

information and are communicated effectively throughout the

organisation.

Appointments can be recorded in a variety of systems or methods

including:

• Diaries

• Calendars

• Note books

• Filing system

• Electronic or paper based systems

MANAGE ACCORDING TO ORGANIZATIONAL PROTOCOL

Organisational policies and procedures that can effect scheduling:

• Work Health and Safety (WHS)

• Stress management/minimisation

• Providing adequate time between appointments

• Provision of lunch and other rest breaks

• Limit on total number of appointments per day

• Allowing sufficient time to complete projects and meet deadlines

• Various leaves and time off in lieu

• Privacy and confidentiality requirements

MANAGE ACCORDING TO ORGANIZATIONAL PROTOCOL

Legislation, standards and codes of practice that must be recognised

and can impact organisational scheduling:

• Privacy laws

• Antidiscrimination legislation

• Industrial legislation and awards

• Contract law

• Workplace Health and Safety (WHS)

• Ethical principles