Phoning it in
(www.myorganizedbiz.com) – Phones are an integral part of our business. None of us can get by without calling a client or customer, a supplier, a colleague. As such, we place a high importance on phone calls, don’t we?
I have a friend who has to answer the phone every time it rings, even if she’s walking out the door to an appointment. It has made her late and frustrated the people who have to wait on her. She has voice mail and I’ve encouraged her many times to just let it go. But she can’t. She was taught that phone calls are of the utmost importance and that she must answer it. Maybe it stems from the days before voice mail and answering machines.
But it’s getting to the point where it hurts her rather than helping her. And that’s when it needs to change.
Your time is as important as your customer’s time. Let me repeat: your time is important, too. If you’re constantly getting interrupted, you are unable to give a project the attention it needs. That doesn’t serve you or your client.
It’s okay to set phone boundaries. Let people know you’re available via phone during certain hours and then only answer the phone during that time. The rest of the time, it can go to voice mail. I know this will take some getting used to. And yes, there are impatient people who want an answer right now. But as long as you are prompt in returning calls, most people will be fine.
So you answer the phone between 9 and 10.30 and again between 1.30 and 3. Any missed calls can be returned during those times, too. Use any windows of time that work for you.
You can also let all calls go to voice mail and take a few minutes to return calls in batches. The point is to not constantly be on the phone and to use your time wisely.
Once you’re not constantly on the phone, you’ll find you can attack a problem with more focus and you’ll actually get done quicker.
So unless your business is to be on the phone all day, try paring it down. Experiment a little and see what works – and what you’re comfortable with.
What works for you when it comes to managing your phone time? Do you find it better to answer the phone during certain hours, or just to return calls in batches? Have you lost work because you didn’t answer the phone?
Image: Image*After