Handling Incoming Communication

Posted by Ian McKenzie
January 10, 2007

You should work to manage of your incoming data with the fewest possible moves; including e-mail, voice mail, real-time phone calls and regular mail. It’s doesn’t take long for incoming data to constantly demand your attention and drain your day. Good workplace habits come from working smart and with control.

If you receive new e-mails and voice mails all day long, schedule a couple of times per day to check them. (E.G., first thing in the morning and right after lunch.) Read or listen to messages and determine their priority; particularly with regard to current schedules. If necessary or appropriate, send off a prompt answer (promising follow-up, when required).

Finally, don’t get into the habit of reading every e-mail, as it arrives, or even answering the phone every time it rings. Answer calls from people you are waiting for. Otherwise, use voice mail. Your goal is to have systems in place to ensure that you manage incoming communication within your schedule, rather than letting it manage or even overwhelm your schedule.

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Comments

yes, good tips. I’m looking forward to getting my iPhone when they come out so I can be even more productive. :)

Comment by Phil Laeger on January 11, 2007 @ 9:09 am

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