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TAME THE TELEPHONE

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TAME THE TELEPHONE

 

Your telephone can be one of your most valuable business tools. Or it can become

a time management handicap - incessantly demanding your attention and be coming

more of an intrusive interruption than an asset. And it can cost you hours of

precious time. FOR MOST of us, the telephone is an indispensable convenience.

It can also be a relentless timewaster, interruption, and distraction…

 

Learn to control the telephone, or it will control you. Regard your telephone as

a business tool and not as a social one. Make it your practice to have quickly

and to-the point conversations. Write down your agenda, in your diary, before

you call.

 

Terminate long-winded conversations by simply saying ‘I’m sorry to interrupt,

but I must go.’ Don’t use the telephone unless you really have to - send an

e-mail. Allocate a specific time to take or make calls, particularly if you

have work that requires your utmost concentration. If your telephone works

against you, as much as for you, here are some ways to turn the tables.

 

1 Is it really necessary to answer your phone each time it rings? If not, let

your answering machine or voice mail answer it for you.

 

2 Leave a short greeting on your answering machine or voice mail. Some people

won’t wait to leave a message if your greeting is too long. Also, in your

greeting, ask people to leave a detailed message so you’ll be better prepared

for your return call.

 

3 Make sure you have everything you need before you make or return your calls,

for instance, customer files, price lists, order forms, a pen.

 

4 Make or return calls during a certain block of time. Anytime you group

activities together, it’s a time saver.

 

5 Make or return calls between 4 and 5 p.m. Most people end their business day

around 5 p.m., so they will be more inclined to get down to business rather

than chat.

 

6 Use a timer. When you answer or make a phone call, set your timer for a

certain amount of time. When the timer goes off, it’s time to wind up the call.

 

 

7 Do other “busy” work while you’re on the phone. Stuff envelopes, sign letters,

staple reports, etc.

 

8 Try standing while you talk to limit the length of a call. Your voice will

take on a more ‘urgent tone’ and encourage people to be more to the point.

 

9 Don’t feel trapped if someone calls at a bad time or if a notorious

talk-aholic calls. Explain you’re in the middle of something and ask if you can

phone back. Call the talk-aholic back in 10 minutes before you know they need to

leave for a meeting or to pick up the kids at school.

 

10 Make outgoing calls in groups. Have the numbers, a note of what you want to

say or ask, and any information you will need, at hand. Respect the other

person’s time by asking ‘Are you free to talk for a few minutes?” Use voice

mail to ensure an hour or so of concentration time or ‘me time’. Don’t leave it

on permanently because this wastes the time of people attempting to contact you.

 

 

11 Use a speaker phone or headset. With your hands free, you can be far more

productive. It’s much easier and faster to check files, use the computer, and

take notes or other necessary tasks.

 

12 Leave a detailed message when you get an answering machine or voice mail

during your outgoing calls. This lets the other person be prepared when they

return your call. If your message is detailed enough, it may eliminate the need

for a call-back altogether.

 

Control your time on the phone and you will save valuable time.

 

Remember, in one hour of uninterrupted time, you can get as much done as you

would in 2 hours of interruptible time. Think about it (but not too long - you

have work to do!

 

Make your home page

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