Discuss the use of an e-diary when organising meetings. - Scottish Highers Administration and IT - Question 5 - 2018
Question 5
Discuss the use of an e-diary when organising meetings.
Worked Solution & Example Answer:Discuss the use of an e-diary when organising meetings. - Scottish Highers Administration and IT - Question 5 - 2018
Step 1
Automatic invites can be sent out to all attendees at the same time
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E-diaries allow users to send automatic invites to all meeting participants simultaneously. This feature provides instant notification for attendees to accept or decline, thus streamlining the scheduling process.
Step 2
Set reminders to prompt people in advance of the meeting
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E-diaries can be programmed to send reminders to participants ahead of the meeting. This helps ensure that attendees remember the meeting, reducing the likelihood of no-shows.
Step 3
Can be used on a network/synchronised with other diaries
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E-diaries can sync with other calendars or be part of a network, allowing users to compare schedules and check availability. This capability aids in finding the best time for everyone involved.
Step 4
Meeting documentation can be attached and sent
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E-diaries can facilitate the attachment and distribution of meeting documents. By sending necessary documentation in advance, participants can arrive better prepared, leading to more efficient decision-making.
Step 5
Can quickly search through appointments and contacts
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When preparing for a meeting, e-diaries enable users to quickly search through their appointments and contacts. This feature enhances efficiency by allowing quick access to relevant information.
Step 6
Inbuilt to-do lists allow for meeting tasks to be prioritised
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E-diaries often include inbuilt to-do lists, which allow users to assign and prioritize tasks related to meetings. This ensures that crucial action items are tracked and managed effectively.
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