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1 Organise Schedules This book supports BSBADM307B Organise Schedules, in the Business Services Training Package BSB07. Copyright Beverley Weynton, November 2002, October 2007, 2008, 2011 This revised edition published 2011 Author: Beverley Weynton ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from the publisher, Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and the authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. These learning materials have been prepared for use as part of a structured vocational education and training course and should only be used within that context. The information contained herein was correct at the time of preparation. Legislation and case law is subject to change and readers need to inform themselves of the current law at the time of reading. Publishers Software Publications Pty Ltd (ABN ) Head office Sydney Unit 10, 171 Gibbes Street Chatswood NSW Published and printed in Australia

2 Manage schedules Establish availability of attendees and schedule new appointments 2.2 Establish availability of attendees and schedule new appointments Establish availability of attendees, and schedule new appointments in accordance with required timelines and diary commitments. This section covers the management of appointments, that is, finding common, suitable times for people to have a meeting. If some personnel are unavailable to attend a meeting, or to keep particular appointments, then scheduling another, more suitable time for a new appointment will be necessary. Establishing Availability of Attendees Scenario One Your boss has scheduled a state sales meeting for a certain date. You have notified all those expected to attend of the date, time, location and purpose of the meeting well in advance, in line with company requirements. You will have done this by phoning each person or their secretary, ing them with the information, or sending memos. The method you use is not important here, so long as you have given the individuals sufficient notice of the meeting date, and can be sure that your message has been received and noted. (You may need to refer to the company s requirements in relation to the correct protocols that apply to this procedure.) In a case such as this, it is usually the responsibility of those who have been notified of the meeting to advise the convenor, or his secretary, if they are unable to attend. This is formally known as sending their apologies. Convenor A convenor is the person who calls or chairs a meeting. However, sometimes this does not occur, for a variety of reasons. So you may be given the task of monitoring people s intentions, or otherwise, of attending the meeting. You could do this by reminding them a few days in advance of the meeting s date and time, and find out if they will be able to attend. If they are unsure, then you should ask them to advise you when they are clear about their availability. Monitor the list of attendees To monitor this process, it would be advisable to draw up a list of the individuals who have been invited, and then check off each name accordingly when you have received a reply or you have found out their intentions by calling them. On the day before the meeting, you would prepare a list of the attendees and a separate list of the Apologies those people who responded, but could not attend. This list would be handed to the person who is responsible for taking the minutes of the meeting, so the names can be included in the minutes. BSBADM307B Organise Schedules Page 61

3 Establish availability of attendees and schedule new appointments Manage schedules The minutes show the apologies. When the minutes of a meeting are taken down, and subsequently prepared and distributed, the front page will show, beneath a list of the people who were present at the meeting, a heading: Apologies: This will be followed by the names of those people who advised you that they would not be able to attend the meeting. The names of those who did not contact you are not generally listed in the minutes, only those who attended and those who sent apologies. Informal monitoring If you work in a small organisation where few formal procedures are necessary, the process would be much simpler. You could probably find out who was able to attend the meeting and those who were unavailable by just asking the people concerned in person. It would still be appropriate to keep a note of those attending and those unable to attend. Scenario Two Appointments have been made and confirmed for a meeting between your boss, his manager and two new clients. This is an important meeting, as these new clients could turn out to be very valuable customers. The day before the meeting is scheduled, your boss asks you to ring to confirm the appointment with the two clients. When you make the calls, one of the clients apologises, saying she is unable to attend, as an urgent matter has arisen at her office. However, she tells you that she would very much like to reschedule the meeting for a later date. In this scenario, it is not that the individuals did not do you the courtesy of responding to your notification of the meeting. Instead, an unexpected, last-minute cancellation was necessary. What is to be done? Do you go ahead with the meeting minus one client, or do you try to reschedule so that everyone can be present? Your boss decides to reschedule, and asks you to arrange the new appointment. Page 62 BSBADM307B Organise Schedules

4 Manage schedules Establish availability of attendees and schedule new appointments Exercise 17 Read through Scenario 1, then, list the steps you would take to advise, confirm, and monitor the people who are expected to attend the sales meeting. Also, show any information or important details about how the steps are to be done. The list has been started for you. 1 Set sales meeting date Exercise 18 1 What is a list of Apologies? 2 Where would you find such a list? 3 What would be the likely procedure for finding out the names of those who are attending a meeting if you worked in a very small business? BSBADM307B Organise Schedules Page 63

5 Establish availability of attendees and schedule new appointments Manage schedules Scheduling New Appointments in Accordance with Required Timelines and Diary Commitments First, check your boss s appointments book or diary and identify several possible dates and times which you think would be appropriate for the rescheduled appointment. You should bear in mind that the required timeline for the new meeting will probably be short, as you know your boss has to travel interstate at the end of the month. He is, however, keen to have the meeting with the new clients before his departure. Make a note of the appropriate dates and times you have identified as a starting point. Seek approval before proceeding At this stage, it would be a good idea to discuss the dates you have identified with your boss, in case he has any objections. It would not be wise for you to just choose what appear to be several suitable dates and then proceed to contact the other people concerned to begin negotiating the new appointment without consulting your boss. He could, for example, be considering making some other commitments within that time frame. During your discussion, encourage him to identify at least two or even three alternatives for you to present to the others for their consideration. Check availability to find agreeable dates Next, contact your boss s manager or her secretary and ask about some possible dates and times when she would be available for a rescheduled appointment. Give her the dates and times your boss has agreed would be suitable for him. Try to come to an agreement on two convenient dates when the manager would be available, so you can propose these to the clients when you contact them. Finally, you phone or each of the clients, present the suggested dates and times to them and hope that they find one or the other to be suitable. Advise others of the new appointment When you have the clients agreement on a date and time for the new appointment, you will naturally advise your boss s manager or her secretary immediately, and then write the new appointment in your boss s diary. It would also be appropriate for you to tell him of the new arrangement. The foregoing is simply an example of the procedure you would follow for rescheduling new appointments. As always, you would adhere to any company requirements and protocols that apply in your workplace. Foregoing that which precedes or goes before Page 64 BSBADM307B Organise Schedules

6 Manage schedules Establish availability of attendees and schedule new appointments Exercise 19 Read through the steps described on page 64 for rescheduling new appointments, then, in point form, briefly describe the steps required. Also, note any important details about how the steps are to be done BSBADM307B Organise Schedules Page 65

7 Using Microsoft Outlook 2013 Millbank Investments Ltd, NZ, 2014 The Software Publications Writing Team ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Millbank Investments Ltd, NZ or Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. Software Publications Pty Ltd (ABN ) Head Office - Sydney Unit Gibbes Street Chatswood NSW Published and printed in Australia

8 Outlook 2013 Microsoft Outlook is an organiser application that includes an facility, allowing s to be sent and received. Outlook provides a means of recording, storing and sorting appointment details, tasks and contacts. Starting Outlook Exercise 1 1 Ensure the Windows 8.1 Start screen is displayed. If the Start screen is not displayed, press the Windows key. 2 If you have an Outlook 2013 icon on your desktop, click on it once to launch Outlook. 3 If the Outlook 2013 icon is not displayed, type: Outlook. The Search pane will display at the right of the screen. 4 Select to launch Outlook. If Outlook is already set up on your computer, the Outlook screen will display. 5 Check or is selected from the Navigation bar at the bottom left of the screen. 6 Go to Exercise 3. Millbank Investments Ltd, 2014 Outlook

9 Exercise 32 1 Check the Home Ribbon is displayed. 2 From the Delete Group, click on the Junk button. 3 Select Junk Options The Junk Options dialog box will display. The default option is No Automatic Filtering; only the most obvious malware is sent to the Junk folder. 4 Select the High option. More malware will be caught with this option. 5 Click on OK. Tip If you find that you no longer receive automatic responses, try setting your Junk setting to Low. Blocking s/senders It is possible to block s from a certain address so that all s received from that person or domain are automatically diverted to the Junk folder. Exercise 33 1 Display the contents of the Inbox. 2 Right click on the received from David Cameron. 3 Select Junk then click on Block Sender. The following message will display. 4 Click on OK. 5 Click on in the Folder Pane. The from David Cameron will be in the folder. 34 Outlook 2013 Millbank Investments Ltd, 2014

10 Unblocking s/senders Exercise 34 1 Right click on the from David Cameron in the Junk folder. 2 Select Junk, Not Junk. The following message will display. 3 Click on OK. 4 Display the contents of the Inbox. The from David Cameron should be there. Trust Center The Trust Center contains options for controlling how Outlook deals with dangerous files. The Macro Settings determine how Outlook deals with any macro files that are received. It is recommended that you do not change the Trust Center settings unless you are an IT professional. When you change macro settings in one Office application, they are changed for all applications. In the following exercise you will view your current settings for dealing with macros. Exercise 35 1 Click on and click on. 2 Select from the list at the left. 3 Click on. 4 Select from the list at the left to display the current Macro Settings. 5 Click on twice. Millbank Investments Ltd, 2014 Outlook

11 Calendar Outlook s Calendar View is used to organise schedules. Exercise 52 Ctrl 2 1 Click on on the Navigation bar. 2 With the Home Ribbon displayed click on the Week button from the Arrange Group. Date Navigator Appointment Area Appointment Area Displays the selected day(s). Date Navigator Select the day(s) you wish to view. The day(s) selected will appear in the Appointment Area. You can also scroll through and view different months. Adding an appointment Exercise 53 1 In Calendar View, move to two weeks in the future by clicking on next to the date at the top of the Appointment Area. 2 Select from 9 am to 10 am on Monday. 50 Outlook 2013 Millbank Investments Ltd, 2014

12 Notes The Notes feature allows you to create online sticky notes. Adding notes to the Navigation bar By default, Notes will not be included on the Navigation bar. If Notes is already displayed on your Navigation bar, go to Exercise 69. Exercise 68 1 On the Navigation bar, click on the ellipses and select Navigation Options. The Navigation Options dialog box will display. 2 Click on the Maximum number of visible items: to increase the number to 5. 3 Check Notes is the 5 th item in the list. Use the Move Up or Move Down button if required. 4 Click on OK. Check has been added to the Navigation bar. Creating a note Exercise 69 1 On the Navigation bar click on. The Notes screen will display. 2 From the Home Ribbon, click on. A new note will open. 3 Type the following: Team Leaders Seminar 4 Press Enter. Millbank Investments Ltd, 2014 Outlook