Time Management for Mere Mortals (Part 6)

Three Tips to Taming the Telephone

by Brandon Jubar

In Parts 1 through 4 of this series, we discussed ways of tackling the disorder on your desk and in your computer, and in part 5 we examined how to create a plan for tomorrow today. In this installment, we'll focus on several steps you can take to help control that time-eating beast known as the telephone!

Tip #1: Schedule Time for Phone Calls.

If you're like most people these days, you have a cell phone or blackberry that never leaves your side. Unfortunately, what was once an item of great convenience has now become an incessant interruption, rarely allowing us to focus completely on the task at hand. So the first tip is to set aside a block of time each day to take and make your phone calls.

If someone needs to talk to you, give them a general time that you'll call them back. For instance, if you've set aside an hour, from 2 to 3pm, then tell the person you'll call him a little after 2pm today. If someone calls you during a different time, then either (a) do everything you can to end the conversation quickly, or (b) don't take the call and let it go to voicemail. Either way, call the person back during your phone call time.

Tip #2: Plan Phone Conversations Ahead of Time.

One of the reasons that many impromptu phone conversations take so long is that you're usually stuck having to "wing it". Because of this, it can take a long time to get to the crux of the issue. Another problem with "winging it" is that it's common for one or more points of discussion to get forgotten, thus forcing yet another call.

When you have a scheduled time to be on the phone, you are able to take a couple minutes to plan what needs to be discussed as well as how it should be discussed. Using these notes will help you say what you need to say and then move on to other tasks. And if you take good notes while on these planned phone calls, any truly necessary follow-up can also be handled efficiently.

Tip #3: Clearly Communicate a Time Limit.

There is nothing wrong with being polite. In fact, it's the preferred modus operandi. However, this doesn't mean that you need to engage in lots of idle chitchat with everyone before getting to the point of a call. Most people will spend time chatting with you, but most of them will also respect your time if you clearly communicate it.

When first starting a call, make it clear how much time you have. For example, thanking the person for talking to you and then saying "I'll only take 5 minutes of your time" will allow you to get immediately to the point of the call without seeming abrupt or rude. If you accept a call from someone who asks if you "have a minute", respond by saying, "Actually, I can give you about 3 minutes before I need to let you go. What's up?" Obviously, once you've set a time limit, you must stick to it. Not only will it help you be more efficient, it will also let people now that you're not kidding when you say that your time is limited.

Summing It Up

Setting aside an hour or two each day to take and make phone calls can greatly increase your overall efficiency by controlling interruptions and allowing your phone conversations to be well-planned. That efficiency is easier to ensure if you also remember to clearly set a time limit at the beginning of every call. The key to making these tips work, of course, is to stick to them. If people call throughout the day and you can't resolve the issue in a minute or less, then jot down a quick note and call the person back during your scheduled time. Follow these tips, stick to the time limits you set, and you'll be well on your way to taming the telephone!

Life Applications:

How often do you receive phone calls throughout the day?
What tactics do you currently use to screen phone calls?
What phone calls do you absolutely have to handle immediately?

Copyright 2008 by Brandon Jubar
All rights reserved.