Today we are busier than ever. Our systems need to work with us to make the most of our time.
Telephone and Voice mail usage has increased and being able to effectively manage the tools is what this article is about. Here are 9 tips to help you make the most of this great tool.
Keep Contact Information In One Spot
Keep stationery and correspondence in one place, and write new numbers you receive in your address book or type into your contact database. Multiple systems — such as an address book, Outlook and a Rolodex only add to the confusion. Take the system that you like the most and consolidate so that you don't have to search!
Placement of Your Phone is Important
If you are right-handed, put your phone on the left side of the desk — so you can hold the phone and take notes at the same time. Vis versa for left-handed individuals.
Try Not to Answer the Phone Every Time it Rings
It is okay to let a call go to voice mail if you are working and don't want to be interrupted. The best strategy is to turn the ringer off. If you would like, you could leave a message telling the caller that you are in meetings, but will be available after X time.
Ask People to Repeat Your Message
When leaving messages with a human being, ask that person to repeat your message back to you to make sure they got it right.
Respect Other People's Time
Ensure you have all of the information you need and questions you want to ask prior to making your phone call.
Learn to Use All of Your Phone Functionality
Most phones now come with multiple functions such as call forwarding, do not disturb, and conferencing. Know how to use all of the functions so that you can be as effective as possible at work.
Time Enhancers – Multitask on the Phone
If your time is scarce, use it efficiently. Make a list of mindless chores and do them while you are talking on the phone. Cordless phones are the best for this type of work, but there are things you can do from your chair as well. Some examples include, sorting paper, putting stamps on envelopes, polishing your nails, sorting the laundry, and dusting your living room.
Smart Address Listings — D is for Discount
Whether you use a Rolodex or a Palm Pilot, make an entry under “D” for “discount.” List all the discount numbers available to you (shopping cards, travel cards, annual sales information, etc.) Include any membership numbers or sales codes you need to provide to activate the discounts.
Choosing the Proper Supplies Will Make Your Office Run Smoothly
Telephone Headset or Speaker Phone – When you're talking on the phone, it is essential to have your hands free to take notes. Today headsets are getting smaller and smaller and with fantastic quality.
What do you think? Will these tips work? What do you do?
To your success!