KBM 03 Termin-, Reise- und Veranstaltungsplanung (EN)

Appointment, Travel, and Event Planning

In this module, you will learn the efficient management of appointments, travels, and events using modern digital tools. You will master the calendar functions of Outlook, know alternatives to Doodle for appointment scheduling, and understand the legal requirements for travel expense and entertainment reimbursement.

You will acquire practical skills for organizing business trips, documenting entertainment expenses, and correctly claiming expenses. These competencies are essential for professional office communication and financial management in companies.

Concepts and Background

Appointment Management

The systematic planning, coordination, and monitoring of appointments considering resources, availability, and priorities.

Travel Expense Reimbursement

The formal documentation and reimbursement of business-related travel expenses, including transportation costs, accommodation, meals, and other expenses.

Entertainment Receipts

Documentation for business entertainment of clients or business partners that must meet specific content and format requirements to be tax-deductible.

Appointment Scheduling Tools

Digital applications for coordinating appointments among multiple participants that query availability and suggest optimal times.

Outlook Calendar

A central tool for appointment planning and management with functions for invitations, resource booking, reminders, and calendar sharing.

Practical Steps

1. Set up Outlook Calendar: Create separate calendars for personal and business appointments as well as for resources such as meeting rooms or company vehicles.
2. Create appointment templates: Define standard templates for recurring appointment types such as weekly team meetings or monthly client visits.
3. Prepare travel expense reimbursement: Before the trip, collect all necessary information such as duration, destination, purpose, and expected costs.
4. Digitally capture entertainment receipts: Use apps like "Quick Receipt" or "Sage SE" to immediately digitize receipts and link them to relevant business events.
5. Schedule appointments with Doodle alternatives: Test tools like "When2meet" or "Calendly" for efficiently coordinating appointments with multiple participants.
6. Submit travel expense reimbursement in SAP Fiori: Use the "Travel and Expense" area for the digital capture and submission of travel expenses.
7. Set up automatic reminders: Set reminders for all important appointments and deadlines in Outlook or other tools.
8. Manage calendar sharing: Define clear policies for the visibility of calendar data and the invitation of external participants.

Common Pitfalls

Further Resources

• Microsoft Documentation: Managing Outlook Calendar
• Federal Ministry of Finance: Information on Entertainment Expenses
• When2meet: Alternative to Doodle for Appointment Scheduling
• Sage SE: Digital Travel Expense Reimbursement
• Calendly: Professional Appointment Scheduling

Knowledge Check

Four questions for self-assessment. Click on each question to see the correct answer and explanation.

What is the main purpose of effective appointment management in office communication?

• A) Maximizing the number of appointments per day
• B) Systematic planning considering resources, availability, and priorities
• C) Minimizing calendar sharing with colleagues
• D) Eliminating buffer times between appointments

Correct Answer: B. Appointment management aims for systematic planning that considers resources, availability, and priorities, not for maximizing or eliminating appointments.

Which function is characteristic of the Outlook Calendar compared to other appointment scheduling tools?

• A) Automatic reminders for all users
• B) Integration with email and other Microsoft services
• C) Ability to schedule appointments with multiple participants
• D) Availability of templates for recurring appointments

Correct Answer: B. Integration with email and other Microsoft services is the distinguishing feature of the Outlook Calendar, while the other functions are also offered by other tools.

What is an essential characteristic of valid entertainment receipts for tax recognition?

• A) Must always be in paper form
• B) Must contain the name of the company
• C) Must contain date, location, occasion, number and names of participants, and amount
• D) Must be created within 24 hours after the entertainment

Correct Answer: C. Valid entertainment receipts must contain specific information to be tax-deductible, regardless of format or creation time.

What is the first step in preparing a travel expense reimbursement?

• A) Collecting all receipts after the trip
• B) Creating a detailed travel expense forecast
• C) Obtaining written approval for the trip
• D) Collecting all necessary information before the trip begins

Correct Answer: D. An efficient travel expense reimbursement begins with collecting all necessary information before the trip begins, not after