Learning Objective To Understand the features of DMS Learning Steps Step 3) Evaluate the different needs of DMS in relation to the persons position at the company Step 2) Demonstrate your knowledge of DMS different features Step 1) Identify why Image Reflections would use DMS Numeracy Literacy (key Words) Understand, Evaluate What is Diary Management Software? Advantages and Disadvantages Practical Question 1 Practical Question 2 Revision Idea(s) Use the links on the left to find out about Diary Management Software, practice at exam style questions and even get some revision tips for this section! main In business, we need Diary management software to help make sure people’s time is well planned and not wasted. It can be seen as an electronic, software version of your school planner. It is used to keep track of appointments and events, allows emails to be received, keeps contact lists organised and allows you to create reminders. It is very useful to the business to allow staff to plan their time and communicate effectively. (think about Image Reflections) main Calendar Arrange Meetings To Do and Task Lists Email Managing Contacts features next The image shows how appointments and events are set up in Outlook. Appointments can be made on certain days and timescales can be added. From here you can also create reminders, to make sure meetings are not missed. Note: You can also publish a calendar so all colleagues can see your schedule. previous Using Diary Management software you can arrange a meeting easily with a group of people. The time and date can be entered and then sent to the people that are invited. The calendar can then automatically update as people respond yes or no. Agenda’s can also be attached to these meetings – keeping all documents in one place! next previous Using Diary Management software we can list all the tasks we have to complete It keeps track of the progress you have made ( becomes more useful in big projects) Allows you to keep an eye on important deadlines next previous Collect and send emails via Diary Management software Can set up Diary Management software to pick up and send emails from all your accounts, work and home etc. E.g. You wouldn’t need to go onto the Internet and logon to hotmail separately. It could be checked at the same time as your work email. (remember that it is not professional to use your work email as your personal email) next previous Put basically, an electronic address book. Contact Lists can be set up with all of the contact details, such as: It Email Address Phone Number(s) – mobile, home, work, etc Full Name Postal Address is also possible to add a picture of the person to the contacts lists and details of their business and position. Contact details can also be shared between other people. main Advantages Disadvantages Staff time can be planned efficiently Over-reliance on computers: if the computers fail, there is not a record of staffs’ schedules Helps to stop meetings and appointments clashing Can be quite tricky to use: staff may require training It is possible to synchronise with mobile The software has to be bought and technology such as a PDA or SmartPhone installed on every PC, which has a cost Allows managers to easily keep track workers’ schedules May lead to lack of face-to-face communication Allows teams to easily communicate Time could be wasted emailing and planning appointments rather than getting on with a task. main Next Image Reflections has received a number of applications for a new trainee photographer. Last year, interviewers found that they were unable to contact applicants with interview dates as quickly as they would have liked. Make a presentation you could make to the course directors that will help them understand DMS: 1. 2. 3. 4. Describe two features of Diary Management Software (4) Explain two advantages to a business of the use of Diary Management Software (4) Explain two disadvantages to a business of the use of Diary Management software (4) Make a recommendation, with reasons, as to whether or not the (IR) should use Diary Management software for all their photographers & office staff(6) Aim for 30mins main A large charity, whose aim is to raise money to stop cruelty to children, has asked you to advise them on whether to buy Diary Management Software for the organisation. At the moment fundraisers often find themselves double-booked on meetings and communication is a problem. However, the organisation is a charity, therefore spending this money on installing the software and training staff has to be justified. Write an A4 leaflet in poster to advertise Diary Management software to them. Aim for 10mins main Your Outlook email account and your planners (paper) are both Diary Management Techniques – one electronic, the other a manual method. Try the features of Diary Management software. Using the list of advantages and disadvantages discuss whether you agree or disagree using your experiences of them.