Chapter 10 Scheduling Appointments and Receiving Visitors

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  • Slide 1
  • Chapter 10 Scheduling Appointments and Receiving Visitors
  • Slide 2
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 2 Scheduling Appointments and Receiving Visitors Making Appointments Receiving Visitors Managing Diverse Situations Office Security Ethics and Visitors Hosting International Visitors
  • Slide 3
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 3 Making Appointments Keeping an appointment schedule You and your manager should each keep an appointment schedule Learn managers preference for scheduling appointments Which appointments should be given priority How much time for appointments
  • Slide 4
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 4 Making Appointments (continued) Learn managers work habits Become aware of who managers business associates and friends are Learn how manager works in peaks and valleys of his or her job
  • Slide 5
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 5 Making Appointments (continued) Appointments made by telephone or e- mail Confirm whether manager is person caller should see Does manager approve all appointments? If so, check before confirming If not, indicate a follow-up call only if a conflict exits Confirm date, time, and location
  • Slide 6
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 6 Making Appointments (continued) Using Calendars Microsoft Outlook Online Web Calendar Paper Calendars
  • Slide 7
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 7 Making Appointments (continued) Using an electronic calendar Located on personal computer or network Switches easily to from another application Allows accurate, up-to-the-minute schedule Can be shared by you and manager
  • Slide 8
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 8 Web based calendar
  • Slide 9
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 9 Making Appointments (continued) Software, such as Microsoft Outlook, takes you beyond a typical calendar Combines several functions with calendar Allows you to connect, communicate, and collaborate Schedules group meetings Manages client informationtracks location and schedules meeting Others?
  • Slide 10
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 10 Making Appointments (continued) Using Web-based calendars Available for use free on Internet Useful for the following reasons Stores information online Is communal, plugged in, and wired to the world Is available in various languages Is integrated with e-mail, address books, instant messaging and areas where community groups can publish material
  • Slide 11
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 11 Web based calendar
  • Slide 12
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 12 Making Appointments (continued) Useful for the following reasons contd. Events can be either Totally private Visible to everyone on the Web Allow people to see which time slots are booked, but cant see purpose Features Share your schedule Can access calendar on the go Never forget another event again Schedule meetings and track RSVPs Sync with your desktop applications Work offline
  • Slide 13
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 13 Making Appointments (continued) Using paper desk calendars Computer software is not the answer in all situations Limited computer capacity Manager may keep own calendar and not take time to enter information on computer
  • Slide 14
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 14 Paper desk calendar
  • Slide 15
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 15 Making Appointments (continued) Choose appointment calendars and yearbooks that meet both you and your managers needs Page for a month Page for each week Page for each day
  • Slide 16
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 16 Making Appointments (continued) Executive appointment books and calendars Consider managers commitment Make appointments months in advance Need a full month calendar displayed on one page Make several appointments in one day Need a daily appointment calendar Electronic organizers Includes calendar, schedule, and address area
  • Slide 17
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 17 Making Appointments (continued) Office professionals daily appointment calendar Preprinted desktop calendar divided into 15- or 30-minute segments Use to enter everything within a given time slot Managers appointments Things to be taken care of by manager Things to be taken care of by you To-do list of tasks you must perform
  • Slide 18
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 18 Making Appointments (continued) Making entries in desk calendars Appointments should be entered in your and your managers calendars Adopt system for making entries Make tentative entries in pencil Make confirmed entries in ink Once meeting or task is complete, draw a diagonal line through it
  • Slide 19
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 19 Making Appointments (continued) Record appointments confirmed Incoming letters and e-mail messages Outgoing letters and e-mail messages Compare appointments daily Transfer informationmanagers and your calendars should be identical Discuss incomplete items Transfer any item that still needs attention to next day
  • Slide 20
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 20 Making Appointments (continued) Type a separate note on each one when not sure manager Returned phone calls or made promises to call Ask manager of status on each Discard unnecessary notes Give your manager others as reminders Once a week, check your follow-up file for entire week
  • Slide 21
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 21 Making Appointments (continued) Canceling appointments When someone calls to cancel Offer to schedule another appointment Update all calendars When you cancel an appointment for your manager Notify person appointment is with at once Give general reason without stating any confidential information Express regret and offer to re-schedule
  • Slide 22
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 22 Making Appointments (continued) Preparing a list of appointments Provide manager with appointment list For each day Place on form he or she prefers Print a copy of computer calendar Information provided should state Time, name of caller, affiliation, purpose of visit Include dinner meetings or commitments Locationif not in managers office
  • Slide 23
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 23 Receiving Visitors Greet a visitor the minute he or she arrives Stop what you are doing immediately If on the phone, nod and smilelet visitor know you are aware of his or her presence Keep materials on your desk out of sight
  • Slide 24
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Education, Upper Saddle River, NJ 07458. All Rights Reserved. 24 Receiving Visitors (continued) Greeting visitors Greet visitor by name If name is unknown, wait for them to introduce themselves Do not call manager by first name when visitors are present Use managers last name When speaking of your manager When addressing your manager in presence of others
  • Slide 25
  • Office Procedures for the 21 st Century Burton and Shelton 2011 Pearson Higher Educatio