Question 1

What is the primary purpose of maintaining and managing a diary system in a business setting?

Accepted Answer

To prioritize and plan work for yourself and others.

Answer

To conduct financial audits.

Answer

To manage office supplies.

Answer

To handle customer complaints.

Question 2

Which type of diary system is described as being easy to use for all staff but bulky?

Accepted Answer

Desk diary.

Answer

Wallchart/planner/calendar.

Answer

Diary programs.

Answer

Electronic appointments systems.

Question 3

What is one major disadvantage of manual diary systems?

Accepted Answer

They are not easy to edit.

Answer

They can only be used by managers.

Answer

They have built-in reminder features.

Answer

They are visually appealing.

Question 4

What advantage do electronic diary systems provide over manual systems?

Accepted Answer

Entries can be searched, edited, and updated easily.

Answer

They require no power to function.

Answer

They cannot be accessed remotely.

Answer

They are always more portable than manual systems.

Question 5

Which type of diary system is specifically designed for viewing and scheduling appointments?

Accepted Answer

Electronic appointments systems.

Answer

PDAs.

Answer

Desk diary.

Answer

Wallchart/planner/calendar.

Question 6

What is necessary for electronic diary systems to be effective in an office setting?

Accepted Answer

All staff need to use the system.

Answer

They should only be used by administrative staff.

Answer

Only managers need access.

Answer

They must be printed daily.

Question 7

What feature of electronic diary systems helps prevent scheduling conflicts?

Accepted Answer

A feature that prevents double-booking.

Answer

Online access.

Answer

Ability to print entries.

Answer

Bank holiday reminders.

Question 8

What is one potential problem with using PDAs for diary management?

Accepted Answer

They can easily be lost, leading to lost information.

Answer

They are always too large to carry.

Answer

They cannot connect to main office systems.

Answer

They require constant power.

Question 9

What should be done to ensure clarity in a wallchart/planner/calendar?

Accepted Answer

One person should be responsible for updating the chart.

Answer

Everyone should update it at all times.

Answer

It should be displayed in multiple colors.

Answer

There should be no limit on the number of entries.

Question 10

What is a common feature of both manual and electronic appointment systems?

Accepted Answer

They both require neat and careful completion.

Answer

They have built-in alarms.

Answer

They are completely digital.

Answer

They can only be used by managers.

Question 11

What is the primary purpose of maintaining a diary system in an office?

Accepted Answer

To manage and coordinate tasks and appointments

Answer

To record financial transactions

Answer

To manage office supplies

Answer

To track employee performance

Question 12

Which of the following is NOT listed as a type of manual diary system?

Accepted Answer

Electronic appointments systems

Answer

Appointments book

Answer

Desk diary

Answer

Wallchart/planner/calendar

Question 13

What is a significant drawback of using a paper-based diary system?

Accepted Answer

It is not easy to edit or update

Answer

It is too portable

Answer

It is only suitable for one person

Answer

It cannot contain any extra information

Question 14

What advantage do electronic diary systems have over manual systems?

Accepted Answer

Entries can be searched, edited, deleted, and updated easily

Answer

They can be used without a computer

Answer

They are more portable than paper diaries

Answer

They require no power supply

Question 15

Which type of manual diary system is specifically mentioned as being used to record customer appointments?

Accepted Answer

Appointments book

Answer

Desk diary

Answer

Electronic appointments systems

Answer

Wallchart/planner/calendar

Question 16

What feature of electronic diary systems helps avoid double-booking?

Accepted Answer

A feature that shows blocks of free time

Answer

Manual entry adjustments

Answer

Color codes for different tasks

Answer

A physical calendar

Question 17

What can be done to improve the visibility of a wallchart/planner/calendar?

Accepted Answer

Using different colors for different staff or projects

Answer

Placing it in a drawer

Answer

Limiting its use to managers only

Answer

Using only black ink for clarity

Question 18

What is one risk associated with using Personal Digital Assistants (PDAs) for diary management?

Accepted Answer

They could easily be lost, resulting in lost information

Answer

They cannot sync with office calendars

Answer

They are too large to carry

Answer

They require constant internet access

Question 19

Why is it important for all staff to use the electronic diary system effectively?

Accepted Answer

To ensure all appointments and information are current and accessible

Answer

To avoid reliance on technology

Answer

To keep manual systems in use

Answer

To limit access to sensitive information

Question 20

What is a common feature of diary programs like Microsoft Outlook?

Accepted Answer

Setting reminder alarms for appointments

Answer

They do not allow for editing entries

Answer

They can only be used by one person

Answer

They are only accessible within the office

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