Manage Diary Systems

Face to face duration: 1 day

Course Objectives

This one (1) day course is designed to equip participants with the skills and knowledge required to manage appointments and diaries for personnel within an organisation, using manual and electronic diaries, schedules and other appointment systems.

Learning Outcomes

Upon completion of this course, students will be able to:

  1. Identify organisational requirements related to diary systems and a variety of appointments
  2. Identify diary and schedule requirements for differing personnel
  3. Establish appointment priorities
  4. Identify reoccurring appointments and schedule these in accordance with individual and company requirements
  5. Schedule appointments taking into consideration the availability of all parties involved
  6. Schedule appointments taking into consideration set deadlines
  7. Change appointment details effectively and negotiate alternative arrangements when necessary
  8. Record appointments and manage diary systems in line with organisational policies and procedures


  • Understanding diary systems
  • Identifying the different types of appointments
  • Understanding the role of organisational requirements in the diary management process
  • Understanding that scheduling and appointment making process vary according to the people involved
  • Learning to establish appointment priorities
  • Identifying patterns in dairy management
  • Understanding the role and limitations of availability in the appointment making process
  • Identifying the importance of deadlines when scheduling appointments
  • Learning ways in which to change appointments
  • Understanding methods to negotiate alternative meeting arrangements
  • Understanding the role of organisational policies and procedures when managing diary systems


  • What is a diary system and why is it necessary?
  • Managing diaries in line with organisational expectations and requirements
  • Appointment types
  • Scheduling appointments
  • Appointment priorities
  • Considering policies and procedures when making appointments
  • Patterns in diary management
  • The role of deadlines in the appointment making process
  • Changing appointments
  • Negotiating alternative arrangements


  • Anyone who requires skills and knowledge related to managing and/or maintaining diary systems (manual and electronic) for themselves or on behalf of others within a professional organisation.


  • Individual, pair and group activities
  • Self reflection activities
  • Videos
  • Role plays of making, cancelling and re-scheduling appointments

Program Outline

Day One

  • Using diary systems within organisational requirements
  • Types of appointments
  • Diary and scheduling requirements
  • Appointment priorities
  • Reoccurring appointments
  • The importance of availability
  • Considering deadlines
  • Changing appointments and negotiating alternative arrangements
  • Recording appointments


"The Student Manual is a logical, carefully thought through and well presented document. The face-to-face facilitators are helpful, patient, knowledgeable and passionate. Thank you for the time and effort that blueVisions have put into preparing and supporting this course."

David Thorpe iiNet Australia

"Your personal contribution to our training has been invaluable. Your infectious high spirits and genuine want for our success have shone through. I sincerely thank you for your efforts over the past two years."

Stephen Davies Group Manager, Construction Services Group, NSW

"Your course made me realise how irrelevant what I was learning through my university course actually was to my job. Due to this, I will be seeking to complete the remainder of the modules in this diploma through blueVisions."

Damien Bleeker Project Coordinator, Liverpool City Council, NSW

"Thank you for a wonderful course....This has been by far the best development course I've ever been a part of."

David Darcy LSPSPO - Defence Materiel Organisation

"Having sat in at various times in both courses, as well as being present for the final summary and feedback sessions I was really impressed with the positive feedback and outcomes. The blueVisions trainers did an awesome job and really motivated and inspired both groups. The level of the course was spot on for each group."

Brian Clarke Leadership Development Coordinator, Gasco