“Ring…ring! Answer me! Answer me!” Can you let the phone go to voice mail without experiencing stress? Or are you the type of person who can’t stand not answering the phone every time it rings?
You have to take control of telephone interruptions. If you’re expecting an urgently important call, by all means screen your calls using your secretary or caller ID and/or if possible listen to the message as they leave it on your answering machine so you can determine whether or not to answer it.
If you’re not expecting an urgently important phone call, turn off your phone (and email) for certain periods of time throughout your day, called “block time,” so you can get things done. Most phones have an off switch or you can simply unplug a landline. If you want to turn it back on after this time period, fine.
Here are some other tips for better telephone management.
1. Return phone calls when you know they won’t be in. That way you won’t have to spend time chit-chatting and it only takes about a minute to leave a message.
2. Pre-compose your message so you’re not rambling or repeating yourself when you leave the message. If they answer the phone, you’ll know exactly what you want to say as concisely as possible.
3. Leave your name and number at the beginning and end of the message. They may have your number, but it makes it convenient for them to return your call without having to lookup your number. Also, if part of your message was cut off, for example due to a call waiting tone or bad cell zone, your name and number should still be clearly communicated.
4. S-L-O-W D-O-W-N when leaving your phone number on voice mail. Because we know the number so well, we usually unconsciously speed up when giving the phone number, which makes it harder for them to understand what we said.
5. Have your secretary (if you have one) screen your calls. Give them strict instructions on how to categorize and deal with all calls: A = put them through no matter what (family emergency, an important call you’re expecting, etc.); B = if the caller is on a list you’ve specified, let you know who it is before you agree to take the call; C = take a message for all others.
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