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Last updated on 2024年7月21日

What are some of the common diary management mistakes and how can you avoid them?

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Faye Patrick

Personal Assistant to CNIO, CCIO and CSO at The Newcastle Upon Tyne Hospitals NHS Foundation Trust
Zuned Qureshi

Doctorate, Lawyer, Educator, Management Consultant & Martial Artist.
Nicky Sargant

Alzheimer’s Advocate & Ambassador Championing Change & Creating Awareness | A modern approach to caring: a Journey of…

1 Overbooking or underbooking

One of the most common diary management mistakes is overbooking or underbooking your time. Overbooking means that you have too many appointments, meetings, or tasks in a given day or week, which can lead to stress, burnout, or missed deadlines. Underbooking means that you have too much free time or gaps in your schedule, which can lead to boredom, procrastination, or wasted opportunities. To avoid this mistake, you need to balance your workload and your availability, and use a realistic and flexible diary system that allows you to adjust your plans as needed.

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Nicky Sargant

Alzheimer’s Advocate & Ambassador Championing Change & Creating Awareness | A modern approach to caring: a Journey of Hope through Lifestyle Changes
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In my experience this is so true. I can only be the best I can when I am realistic about what I can and can not do in a day. Quality of time in connecting with clients is the best gift I can give them. I believe the world has lost touch the essence of a human being, with thoughts, feelings and emotions, not robotic and mechanical. Need to slow down and learn to be human again.

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2 Not setting boundaries or priorities

Another common diary management mistake is not setting boundaries or priorities for your time and tasks. Boundaries mean that you have clear and respectful rules for when and how you are available for others, and when and how you need to focus on your own work. Priorities mean that you have a clear and consistent way of ranking your tasks according to their importance, urgency, and impact. To avoid this mistake, you need to communicate your boundaries and priorities to your colleagues, clients, and managers, and use a diary system that helps you track and manage your tasks effectively.

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Nicky Sargant

Alzheimer’s Advocate & Ambassador Championing Change & Creating Awareness | A modern approach to caring: a Journey of Hope through Lifestyle Changes
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Absolutely true. More is less and less is more. It’s not about quality but rather the quality and the human connection to solving and connecting with levels of authenticity and integrity. Qualities that I often check themself on and believe to be vital to my work and interaction with others.

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3 Not updating or checking your diary

A third common diary management mistake is not updating or checking your diary regularly. Updating means that you add, edit, or delete any changes or new information to your diary as soon as possible, to avoid confusion, duplication, or errors. Checking means that you review your diary at the start and end of each day, and at regular intervals throughout the week, to ensure that you are aware of your schedule, deadlines, and commitments. To avoid this mistake, you need to make updating and checking your diary a habit, and use a diary system that syncs with your other devices and platforms.

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Faye Patrick

Personal Assistant to CNIO, CCIO and CSO at The Newcastle Upon Tyne Hospitals NHS Foundation Trust
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Check for the day and week ahead to look for gaps, double booking and any opportunities for meetings to be moved or re arranged.

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Nicky Sargant

Alzheimer’s Advocate & Ambassador Championing Change & Creating Awareness | A modern approach to caring: a Journey of Hope through Lifestyle Changes
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So true. Very often there are pending items attached to a previous diary entry, that will need to overflow into another day. This may involve additional time to be spent either seeking out or researching the next move. Not updating the diary at the end of the day is a common mistake often due to tiredness or family commitments. A much needed process in order to avoid unnecessary snowballing.

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4 Not using reminders or alerts

A fourth common diary management mistake is not using reminders or alerts for your diary entries. Reminders mean that you set up notifications or prompts for your appointments, meetings, or tasks, to help you prepare, attend, or complete them on time. Alerts mean that you set up warnings or alarms for any conflicts, changes, or issues that may affect your diary, to help you resolve, avoid, or mitigate them as soon as possible. To avoid this mistake, you need to use reminders and alerts that suit your preferences and needs, and use a diary system that integrates with your other tools and apps.

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5 Not sharing or delegating

A fifth common diary management mistake is not sharing or delegating your diary entries with others. Sharing means that you make your diary visible or accessible to your colleagues, clients, or managers, to help them coordinate, collaborate, or communicate with you more effectively. Delegating means that you assign or transfer some of your diary entries to others, to help you reduce your workload, free up your time, or leverage their skills or expertise. To avoid this mistake, you need to share or delegate your diary entries appropriately and responsibly, and use a diary system that allows you to grant or revoke permissions and access.

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6 Not reviewing or reflecting

A sixth common diary management mistake is not reviewing or reflecting on your diary entries regularly. Reviewing means that you evaluate your diary entries against your goals, expectations, or feedback, to help you measure your performance, progress, or outcomes. Reflecting means that you analyze your diary entries for any patterns, insights, or lessons, to help you improve your skills, habits, or strategies. To avoid this mistake, you need to review or reflect on your diary entries at the end of each week, month, or quarter, and use a diary system that helps you collect and organize data and feedback.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Zuned Qureshi

Doctorate, Lawyer, Educator, Management Consultant & Martial Artist.
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Inconsistent Entries: Solution: Set a daily or weekly reminder to keep entries regular. Lack of Detail: Solution: Include specific times, dates, and relevant details for clarity. Neglecting Prioritization: Solution: Use priority levels or categories to organize tasks and events. Overloading: Solution: Be realistic about what you can handle and avoid over-scheduling. Forgetting to Review: Solution: Regularly review and update your diary to stay on track. Ignoring Reflection: Solution: Set aside time to reflect on past entries for insights and improvements.

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What are some of the common diary management mistakes and how can you avoid them?

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1 Overbooking or underbooking

2 Not setting boundaries or priorities

3 Not updating or checking your diary

4 Not using reminders or alerts

5 Not sharing or delegating

6 Not reviewing or reflecting

7 Here’s what else to consider

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