Page 20 - eBOOK_OFFICE ADMINISTRATION 2_Vol 2 2024

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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