FREE online courses on the Art Of Effective Time Management - Analyse Your Time - ANALYSIS – 4

 

TELEPHONE INTERRUPTIONS                     

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No.      PROBLEM (INTERNAL FACTORS)    Remedial actions (CREATIVE DISTANCING)

 

1.       No plan of handling phone calls       Develop/install system to screen/divert

calls to delegates

2.       Self importance                           Don't over-estimate your importance

3.       Lack of delegation/dependent/       Delegate / train staff                                                 confused responsibilities                  

4.       Fear of offending                         Be concerned with results

5.       Inability to terminate conversation Set time limit, foreshadow end of

(lack of self discipline)                  conversation, value your time

6.       Difficulty in managing secretary      Train or replace

7.       Omitting facts                             Keep facts within easy reach; train your

memory

8.       Unclear of purpose of incoming call  Ask, lay boundaries of conversation

9.       Drift into social areas                    Tell him you'll call him at home

10.     Unaware of the problem                Maintain phone log to measure wasted

time.

 

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No.      PROBLEM (EXTERNAL FACTORS)   Remedial actions

1.       Misdirected calls                          Politely express displeasure to

Secretary/operator

2.       Answer yourself                           Recognize time wastage and take

necessary action

3.       No secretary                               Install answering machine where you can

cut in if need arises.

4.       Poor telephone system                  Locate/install suitable system from wide                                                                                           choices available in the market