Telephone time management is important because the telephone is still the primary communications tool for most small businesses. But much of the time that businesses spend using the telephone is a waste of time. Instead of communicating with the people we want to communicate with, we fritter away time talking to other people or machines, playing endless rounds of telephone tag.
Having a telephone in your office is a bit like having a spoiled pet. You wouldn't want to be without it, but sometimes you wonder who's actually running the asylum. If your telephone has turned into a tyrant, use these time management telephone tips to tame the beast.
Time Management Telephone Tips For Outgoing Calls
1) Whether they're suppliers, regular clients, or contractors, many of us call the same people repeatedly. Keep your contact information updated with time-saving details so you don't waste time trying to reach people who aren't available. For instance, if I know that a particular person that I want to reach takes a lunch from 1 to 2 p.m. each day, I know not to waste my time trying to call her during this time.
2) Program the numbers for those you call regularly into your telephone. I'm always amazed by people who don't do this, as the time you save when you're not looking up numbers and dialing them is equally amazing.
3) Plan your outgoing telephone calls. Before you call, jot down the main goal of the goal and the key points you want to cover. This will help you stick to the point when you call and ensure that you cover everything you want to cover, saving time during the call and avoiding having to call again because of something you forgot.
4) If you're calling someone who is entered into your contacts database, have all the information about the person you're calling in front of you when you call. Whether you're using a computer software program, a PDA or a Rolodex, this is a great memory aid during the call and gives you the option of making notes during the call, saving even more time.
5) Of course, if you want to make notes during a call (or do anything else while you're speaking on the telephone), a good speakerphone is essential. Freeing your hands can free up a lot of time.
Continue on to the next page of this article to read more time management tips for handling outgoing telephone calls.
