Business

A Guide To Managing Your Business Diary

Business Diary

Managing your business diary is at the core of every business and is essential to help you and your team complete every task at hand. Good diary management doesn’t just keep your business running smoothly; it also helps supervise your staff and manage your own personal time when off the clock.

A well-managed work diary displays everything in one place, such as deadlines, meetings, conference calls, staff holidays, and a manner of other appointments which need documenting.

It is vitally important that you have a system in place to keep your work diary up to date. Otherwise, it will have a direct influence on the company’s work ethic and many times, on a business’ profitability.

Your diary is pivotal for you and your workforce, too; by keeping it up to date, your team can see when you’re busy, when you’re free or when you’re on annual leave, or if you have a deadline that you’re working on completing.

Meaning your colleagues can co-manage their diaries around you and your schedule, making it easier for them to approach you when they need assistance.

Keep reading for other ways and tips in which you can keep your business diary managed and make the most of your time. 

Scheduling Time for Breaks, Travel Time or Preparation

Arguably, in a business diary, the essential activities to be scheduled are appointments, meetings, and deadlines; however, it is equally as important to schedule time in-between these to allow time for yourself to rest or plan for your next appointment.

Studies have shown that adding an interval to your work calendar helps you maintain performance throughout the day; it can also bolster your mood after stressful situations and prevents your body from completely shutting down at the end of the day. 

If you’re someone who struggles to allow time for breaks, try using one of these techniques; 

  • Set aside time to review your work calendar and pinpoint the events you need extra time for preparation or note-making. It may also be a sound idea to prioritise the events, so you’re making sure these have your undivided attention. For instance, you may have booked the time in for a meeting or a remote session but have you given yourself time before and after the activity is finished for the necessary prep’ work? Without this scheduled time, you could find yourself rushing into your next planned event, which may leave you feeling like you are not as prepared as you could be. 
  • If you are aware that you need to travel for a meeting, account for travel time and don’t be spontaneous. It’s always better to over-prepare than to wish you’d done more.  
  • Schedule yourself a half-an-hour lunch break halfway through your workday; this will break up your shift and allow you to feel more energized for the next half. 

Colour Code Your Business Diary 

Another valuable tool to manage your business diary is colour-coding. Colour helps the brain process information at a glance, and when done correctly, it can help prioritise events and catch errors that may have gone unnoticed in a body of text.

Often believed to generally provoke particular emotions using specific colours can help you differentiate between events. Below is an example of how to do this;

  • Red for appointments that require your utmost attention and for prioritising tasks that need immediate action.
  • Blue for breaks.
  • Green for preparation time, checking emails, and note-taking.
  • Yellow for team meetings, and so forth.

Improves Your Customer Service 

Managing your business diary efficiently not only helps you from a company standard, but it also improves your customer relations. Sharing your business diary reaps many benefits. For instance, if a potential or existing client calls when you are out of the office, one of your team members can advise when you’ll next be available, or they can schedule a meeting between you and the customer at a more convenient time.

As a result of this, the client feels valued, and it demonstrates good communication between you and your workforce, making the customer want to invest in your business more as your operational skills have proven to be professional and efficient.

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Managing Workplace Tasks and Updates

Aside from using your business diary to manage yourself and clients, if you have a physical office, it may also be beneficial to take time to schedule utilities, software checks, and the organisation of your tech stack.

Embedding these tasks into your business diary can help you organise when you or another staff member can carry these out or if these can be completed around your current workload.

If you struggle to take time out to do this and would like more advice on managing your tech stack, check out Vendr’s guide to gain some valuable tips and tricks. 

Create Reminders 

Make the most out of technology and use the ‘Reminders’ feature on your laptop/phone to help you keep on top of deadlines and future events, don’t just rely on writing it on a Post-It note or paper, as these can easily get discarded or lost.

Studies have shown that most people act positively to receiving a reminder, as they act as a cue to counteract memory failure and therefore aid people in completing tasks on time or letting them know when completion is approaching.

Utilising tools like this is vital for task management, as there is nothing worse than discovering you’ve forgotten about a meeting or a major deadline than having to rush to complete or, worse, miss it altogether. 

Be As Precise As Possible 

When managing your business diary, it can be tempting to condense information for ease of time. For example, when scheduling an appointment in your journal, make sure you don’t just note down who it is with.

You will also need to note where the meeting will be held, what time it takes place, what you will be discussing during the session, any other attendees, and their contact details.

It can be easy to think that you have all this information to hand at the time of scheduling, but it can be difficult to recall at a later date. Adding these details to your diary means that you can access it anywhere and at any time and won’t have to worry about losing it if stored electronically etc.

Final Thoughts

In conclusion, many different factors go into managing your business diary effectively. As a result, having proper diary management in place allows you and the people around you to work smarter instead of harder.

Diary management can significantly reduce procrastination, plus any chances of error, by outlining your daily tasks and workload and making sure that you know when they need to be completed.

If you remain regimented in your business diary management, it will have a tremendous impact on your work and social life and allow you to balance the two seamlessly.

Quality of working life will also increase as your teammates will understand your schedule and know when you’ll be free to offer support, therefore eliminating any crossed wires. Honing these time-management skills can be a profitable asset to yourself and your workforce and makes you a better worker overall.

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