An appointment schedule is a simple sheet that is used to manage meetings and appointments on regular basis. In a quick glance, this sheet can tell you how your day is going to go depending on who you are meeting with and when each meeting is scheduled.
Importance of a proper Appointment Schedule:
Let’s say that you work in an office where you don’t get to see lots of visitors per day which means when someone suggests you should use an appointment schedule, it will not make any sense to you. But, suppose you have to meet with more than 2 dozen people on daily basis or you have appointments with important people on specific time and date. In this case, you are not going to remember details and specifics of each meeting. This is where an appointment schedule comes handy because it includes all the important details regarding meetings and people who you are going to meet with so you don’t have to remember every little detail by heart. You can just take a look at the appointment schedule and see that next week at 11am; you are going to meet with supply chain manager to discuss production timeline. Keeping and updating an appointment schedule also ensures that you don’t miss an important meeting or give more time to a visitor than required.
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Types of Appointment Schedules:
Daily Appointment Schedule:
As the name suggests; this is a schedule made for day to day appointments. It is best suited for persons who meet with multiple visitors on daily basis which means this schedule is divided in hours for each day to adjust all guests coming in for meetings.
Weekly Appointment Schedule:
This appointment schedule format is suitable for workers or employees who either confirm meetings on weekly basis or give time in more than 1 branch office. This means each week, they sit in a different branch and that’s why an appointment schedule with weekly format has more benefits for them.
Monthly Appointment Schedule:
A monthly appointment schedule is not very common and it’s only suited for executives or high level employees in a company. This schedule is usually filled with monthly meetings, board meetings, conferences and seminars that only occur once a month.
General Appointment Schedule:
In case you are not sure if you need weekly appointment schedule or daily schedule, it’s better to go with a general schedule that is made to cover basic information for each appointment either it’s on daily basis or weekly basis.
Guidelines for create an Appointment Schedule:
Creating a rough Draft First:
If you have done this before, you can easily add all the important details in the appointment schedule but if this is your first time, you should try different methods and formats before settling on one particular design. When you are working with rough drafts, it will allow you to make sure all the details are added in the final design and you didn’t miss a crucial detail.
Choose between Daily, Weekly or Monthly Schedule:
As stated above, there are basically three different types of appointment schedules that you can choose from. The choice depends on number of meetings or visitors that you have per day or per week. For instance, if you meet with dozens of people on daily basis, you will benefit more from daily appoint schedule as compared to a weekly appointment schedule and vice versa.
Make Space for all Relevant Data:
An appointment schedule will be considered incomplete if it doesn’t have all the necessary information added on the sheet. If you require adding name of the person who has made an appointment with you, the appointment schedule needs to have space for the name. This goes for basically all the relevant data i.e. serial No., name of the visitor, date and time of meeting and purpose of meeting.