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CHAPTER 3



               4.  To correctly keep a calendar, make sure to understand the following:


                       I.   To what extent do you have authority to make appointments for others?

                      II.   When should you check with others before making appointments?
                      III.   At what regular times are appointments not to be made, such as the

                                First half-hour of the day?

                     IV.    To what extent will the manager or co-workers make appointments
                                without checking with you?

                      V.    Does the person for whom the appointment is made want to know the
                                purpose of each appointment you schedule?



               5.  Guidelines when making appointment are:


                        •  Do  not  schedule  overlapping  appointments.  Make  an  effort  to
                            estimate how much time each one will require. In order to accommodate

                            meetings that go longer than expected, to return calls, or to get ready for

                            the next appointment, allow some time in between appointments.
                        •  Keep a complete calendar. Record names, telephone numbers, e-mail

                        •  addresses, and other related information.

                        •  Use clear handwriting to record entries on handwritten calendars.
                            Do not mark out and reschedule entries that you have scratched out. To

                            facilitate modifications, jot down the appointment details in pencil.

                        •  When  scheduling  a  meeting  with  a  manager or colleague,  you might
                            need  to  choose  a  time  and  then  get  their  confirmation.  To  show

                            confirmed appointments, use a symbol.

                            Keep a record of the symbol as appointments are confirmed.
                        •  If you are in charge of managing someone else's calendar, send out a

                            daily schedule of events and reminders at the start of the workday.

                        •  Keep  the  previous  year’s  appointment  data.  You  may  find  it
                            necessary to refer back to the data to find needed information.






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