Diary Management Software (DMS)

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What is diary management software?

Diary management software (DMS) enables employees, whatever their location, to co-ordinate their diaries but also to keep some things private.

DMS lets employees:

  • Check that everyone who is needed can attend an appointment/meeting
  • Make sure that appointments/meetings do not clash
  • Set reminders to make sure that meetings/appointments are not missed
  • Plan and track the progress of team projects
  • Allocate tasks to different members of the team
  • Communicate with each other to make sure that all tasks are completed
  • Share files and documents which are needed during the project
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What can diary management software do?

A DMS can do the following:

  • Create appointments/meetings - a DMS can create and store a list of appointments and who will be attending. Clashes between appointments/meetings will be shown and alternative times can be suggested
  • Invite participants - When an appointment/meeting has been created, the DMS can invite, by email, the people who need to attend it
  • Create tasks/projects - A DMS can provide a task list including who is to complete it and the deadline. The priority can also be set. Task lists can be shared with access to the lists controlled.
  • Create to-do lists - These are usually small tasks which need to be completed and could be used as reminders - an electronic post-it note!
  • Set reminders - reminders can be set to automatically remind people of an appointment/meeting. These can be set to activate at different times prior to the appointment/meeting. Reminders can be attached to tasks, and the people who need to complete the tasks.
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How is diary management software accessed?

Many DMS systems are now cloud software applications - accessed through a web browser or mobile application. A mobile application (mobile app) is a software application which is ususally designed to run on smartphones.

The DMS would be stored and accessed through servers at a remote location to the business - the cloud. Changes made to the DMS and files which need to be accessed by users are also stored on these servers. 

Employees who work remotely could access and use the DMS and any files/documents they need through a mobile app and the cloud environment.

A DMS can be closed or open.

  • A closed DMS means that it is possible for just those people who have the access logins and passwords to have access.
  • An open DMS means it can be accessed by anyone who is given the web address.

The access rights to the DMS are granted whether the access is:

  • Closed - people would be able to view, add or amend the facilities of the DMS
  • Open - people are only allowed to view the DMS.
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