When it comes to productivity and profits, again and again we fall prey to the everlasting trap of time wasters and profit sinks. For small business owners especially, some of these are so simple, we don’t even realize we’re killing our bottom line and productivity. The smaller your business, the more likely you’ll be doing it all – without a gate keeper to stop distractions from “ringing” in your ear all day long.
We need to find solutions, ways to avoid each productivity trap – or at least minimize the negative impacts. When it comes to productivity, many new skills wrap around improved Time Management. Productivity suffers tremendously when time traps are not neutralized. So, without further time loss, consider learning a few techniques to solve one of the worst productivity traps: the telephone.
Remember, phone calls are a potential time trap on both incoming AND outgoing calls. As far as standard business outbound calls, plan the calls in groups, set the time aside for each call, stay on topic and within the planned time frame. Consider that the best time to call is when the other person will have limited time to prolong the call or in need to get off the phone quickly. For each important call, however, do pick a time that the other person will be able to give you full attention. Make an appointment for important calls and stick to it. If you don’t, you’ll just end up in a follow-up call to answer questions or close loose ends – or worse, a round robin of emails to interrupt your day 15 times.
For incoming calls, check your caller ID and decide to avoid distraction or answer the call and immediately set a timer to stay on track. You will be surprised at the time spent on these innocent calls. Develop the urge to keep them within a more productive and well managed time frame. At the least, become aware of your precious time, gone – with or without your permission! If you’re expecting the call, be ready for the discussion noting key points and decisions to cover; believe me you will score appreciation points with the caller and hugely increase your own productivity. You will increase their productivity as well by not wasting their time.
Consider using the phone standing or walking around when able to; research shows this will make your calls shorter. Have your call agenda on hand and keep checking off items discussed. Get agreement on each item and quickly move on. Review all agreed action items and dates at the end.
For calls that do not need your full attention (conference calls that move on to other topics beside what was on your agenda), politely excuse yourself or have some mindless task planned to complete. It’s a good idea to be ready with parting questions like “So, before we part is there anything else you need from me” or something similar. At any rate, it is not the other person’s fault because they like to go on and on, it is about you showing your ability to restrain, follow a simple plan and value your time. Your productivity. Your profits.
Final tip: Consider starting all calls with: “I just have a quick minute,” to set the stage for your exit!
Donna Marie Thompson, PhD
Creating your best profit is my highest priority.
http://www.ExpertProfitSolutions.com
PS: For more information please click here and get my free Special Report: “3 Profit Pitfalls and How To Avoid Them.”
PSS: Go to http://www.officetime.net for a no-cost 21-day trial of the desktop version of OfficeTime or for the free version of their App. You cannot measure productivity until you know the value of an hour!