How to use the telephone effectively - and save time
The telephone is an essential tool of management. The phone means business. Even though it is one of the most effective time-saving tools, it is potentially one of the biggest time-wasters as well. So, to derive maximum benefit from the telephone, without becoming a slave to it, you’ll need to gain control over it - and here’s how you can...
1. Explore all available technologies.
Regularly review the technological advances made by the telecommunications industry. They provide opportunities to save you time while improving efficiency. Voice-mail, message bank, fax, call redirection, conference calls, call waiting, e-mail, and the Internet are just a few examples worth exploring. And the good news is that the competition among providers guarantees not only expanded technologies but also increasingly competitive rates for users.
2. Adopt screening procedures.
Many incoming calls can be dealt with more effectively by others - your personal assistant, secretary, associate, or clerk. Appropriately trained personnel should follow procedures that:
- ascertain the purpose of the call
- decide who can best deal with it
- redirect the call where necessary
- promise a response in a specific time if the required information is not immediately available.
Screening calls should not only save you time but also provide services more responsive to customers’ needs.
3. Discipline yourself to keep calls brief.
Limit the length of your calls by considering the following techniques:
- Use an eggtimer to remind you of a three- or six-minute maximum limit.
- Stand up when you make a call; sit down only after you hang up.
- Use a stopwatch to help you measure time taken for individual calls - you’ll soon find out who takes most of your time. Having done that, consider communicating with such people via a brief memo or e-mail - you could save a good deal of time.
- Make your calls when people are less likely to chat, such as just before lunch or closing time.
