An Extra Hour Every Day

Are you that you are familiar with all functions of your phone? Did you configure it that it saves you time? If not it is time to read its manual and to spend a little bit of time checking the following typical functionalities:

• Redial, return a call, put on hold, call forwarding
• Voice mail
• Speaker and teleconferencing
• Speed dial for frequently called number, address book
•  etc.

I know that reading manuals can be painful first, but I am sure that it will pay off when you find out and configure a few functions that might give a few minutes every day.

Related articles:

• Monitor call duration
• Close each phone call with a summary
• Use headset for your phone
• Put the speaker on when dialing
• How to manage a phone call list
• Message on your voice-box
• Telephone hour

Establish the habit of closing each telephone call with a summary of the discussion and especially of the next steps. Since you cannot see the caller’s body language it is a good idea to make sure that there is no misunderstanding and the responsibilities for the next steps are clear. It might require a little bit of extra time but it quickly pays off since it reduces potential clarification calls at a later stage.

Related articles:

• How to manage a phone call list
• Monitor phone call duration
• Schedule phone appointments
• Reduce incoming phone duration
• Closing a conversation
• Prepare your phone calls
• Have a telephone hour

If you make a lot of phone calls each day I recommend using a headset. It allows you to keep both hands free to do other things and you also keep your body in a healthy position compared to what having the speaker fixed with your neck.

Another positive side effect of a headset is that you speak more natural and with a lower voice since you also better hear your counterpart.

Related articles:

• Put the speaker on when dialing a number
• How to manage a phone call list
• Objects allowed on your desk

When you call someone by phone put the speaker function on. You can do something else until the phone is being picked up on the other side. This is especially true when you first need to go through a personal assistant or the switchboard or when you might have to queue on a call to a call center.

Related articles:

• How to manage a phone call list
• Have a fixed telephone hour
• Schedule phone appointments
• Monitor phone call duration
• Asking for a return call

Prepare a list of phone calls due for the day every morning with the names and phone number of the people you want to call. After you reached someone and completed the call you tick the name on the left side of the list.

In case you did not get through but left a message and asked to be called back you tick your list on the right side.

This very simple but effective method let’s you always know where you are with your phone calls, increasing chances to complete the list by the end of your working day.

Related articles:

• Asking for a return call
• Monitor phone call duration
• Have a fixed telephone hour