Diary Management

Objectives

• Be able to identify features of email software

• Be able to describe a range of features of Diary Management software

• Be able to explain how Image Reflections can use Diary Management & Email Software

From the Scenario:…Customers who would like a set of photographs use the booking form on the Image Reflections website to book a photographic session. Staff at the Head Office then set a date for the session, allocate an available photographer and confirm with the customer via email.…Sean uses Diary Management Software to record each booking for a photographic session. To avoid clashes, he also records personal appointments on the same diary.

Exam Question1. Sean has been sent notification from the main office

that he has a new assignment of a photographic session.(a) Describe how Sean would add this appointment to his

diary management software. [2](b) Sometimes Sean needs to delete an appointment in

his diary management software. Describe a reason why Sean might have to do this. [1]

(c) Explain how Sean might use diary management software when organising a more complex session that requires an additional photographer. [2]

As we go through this lesson we’ll aim to answer this question

Diary Management Software

Diary software allows us to have a digital calendar. The major benefit is that it can be accessed on a range of devices by multiple people. The key features are:

• Creating appointments / meetings

• Invite people to the meetings/appointments

• Create a task or to-do lists

• Set reminders

Diary Management Software

You can:

• Be alerted on your computer or mobile

• Change appointments dynamically

• Share your diary with other people

• Change/move appointments quickly

• Alert your invited people quickly

• Access it anywhere, any time

Email Software

• Email software can be linked in to the Diary Management system so that the photographer and the customer are notified instantly

• Any changes will be sent through to both people

• Complex sessions might have more than one photographer; both can be added to the event in the calendar

Task 1

• Fill in the Student Task powerpoint form the VLE

• You’ll need to say step-by-step how Image Reflections would use different features of Diary Management and Email software

Sharing Calendars

• It’s useful to Image Reflections to share all the photographers’ calendars so they can see who’s busy on what days

• This helps them pick a photographer when a new session is booked and avoid clashes

• If calendars aren’t up to date then this will cause problems so it’s vital that everything is put on the calendar

Task 2

• Finish answering the Exam Question

• We’ll be peer marking in a few minutes!

Mark SchemeQuestion Answer Marks Guidance

1a TWO marks for a full explanation:e.g.:• He would find the correct date and

time(1), then type in the name of the customer(1)

• He would enter the details of the booking(1) including date, time, location and customer name

2 Must have at least two items of data entered to be awarded full marks

1b ONE mark for any appropriate reasone.g.:• A customer cancels the appointment

(1)• A different photographer is assigned

the session (1)• Sean has to cancel the session (plus

reason) (1)

1

Mark SchemeQuestion Answer Marks Guidance

1c TWO marks for a full explanation:e.g.: • In the ‘participants’ box, (1) Sean

would add the email address of the other photographer (1)

• Sean would find the contact details of the other photographer (1) and add them to the ‘participants’ of the event on the diary management software (1)

2 Do not accept ‘email the details to the other photographer’ Do not allow simply ‘add the email address’ without where in the software it should be added

Exam Technique

• I’ve kept reminding you but it’s VITAL that you get this: to get 2 marks out of 2 you have to make a second point that builds on the first thing you said – else there’s only 1 mark for you!

• Don’t forget: you need over 50% to get a ‘Pass’ grade – a ‘C’ equivalent