5 Tips for Effective Phone Management
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The telephone has been a part of our lives for so long we probably don’t even think of it as technology. The telephone is a great communication tool. However, like any other tool, the telephone needs to be used properly to be effective. Here are some ways to manage your telephone use:
- Schedule time for outgoing calls. Place them together in a single block of time, when possible. If you have a number of calls to make in a particular day, it’s more efficient to make them all in one hour than to make one or two, then make another three calls an hour later, and another two 45 minutes after that.
- Make notes of the things you need to discuss. Think about what you need to accomplish with this call and make note of it. It can help to write down your “talking points”. Make note of any questions that you need to ask.
- Make sure you have your documents organized. If there are files or documents you need to refer to during the call, have them ready and accessible before placing the call.
- Schedule a time for the phone call. If you seem to be playing “phone tag” with the person you need to call, set an appointment to talk to them. If you get their voice mail, let them know specific times you are available for a return call. If necessary, call an assistant and schedule at time to make the call.
- Make effective use of voice mail. If you reach voice mail, leave a complete message that gives your telephone number twice and states the reason you’re calling. Stating your telephone number twice gives the recipient of the message a much better chance of getting it right and getting it written down without replaying the message.
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Great tips!