MONTHLY  WORDS  OF  WISDOM

 

APRIL  2000

 

HOW  NOT  TO  WASTE  TIME  ON  TELEPHONE

 

Many of us spend a great deal of time on the telephone.  To avoid wasting time, consider the following points:

 

Making a Call

 

Ø      Jot down or list the points you want to cover.  Leave space on your list to write the answers or short comments about each point.

 

Ø      When you have your party on the line, and have identified yourself and greeted them, advise them that you have several points to discuss.

 

Ø      Let them know you do not have much time.

 

Ø      If you have a long list of points, consider asking the other party if this is a good time to discuss this subject(s).

 

Receiving a Call

 

Ø      Advise the caller right away as to your time constraints.

 

Ø      If not ready to discuss a subject, say so, and set a time and date for a call back. 

 

Ø      Stay on the purpose of the call or the points that the caller mentioned.  Beware of questions.  They may be used to introduce new topics.  If you ask questions, they also may introduce new topics.

 

Ø      Avoid shifts of topic.  Get back to the purpose of the call.

 

Ø      When you have achieved your goals for the call, or have answered the caller's question, initiate a "closing sequence".  Make it clear that the conversation is over.

 

Avoiding Unwanted Calls

 

Ø      Although having a secretary, or answering machine, or voice mail screen your phone calls may upset the caller, it does avoid unwanted calls.  If you return your calls within a reasonable period, people will accept the fact that you screen your calls.  A reasonable time period to return calls is probably within 24 hours.

 

Ø      When leaving a message or using voice mail, it does help to state your purpose in calling and the urgency of a response.

 

Ø      Using e-mail may also reduce the phone calls you receive, especially if you state to people that e-mail is your preferred means of communication.

 

 

        The ideas outlined above are from the "Redbook" used in our Project Management & Control seminar.  The Redbook is a reference and resource with many do's and don'ts about project management.

 

        Our PM&C seminar includes a session on individual time management because we believe that project leaders should organize their own time and work, as well as that of others.

 

        We welcome suggestions or comments about our Monthly Words of Wisdom.  Contact Paul Saunders at 615-367-1717 or Paul@SaundersSystems.com.