Guest guest Posted March 30, 2005 Report Share Posted March 30, 2005 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 Quote Link to comment Share on other sites More sharing options...
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