Phone Management
Perhaps you feel like you need a PA to manage your phone! You constantly get to your cell phone only to find a number of missed calls, voice messages and SMSes. A cluttered phone can make you feel discouraged, exhausted and overwhelmed. Here are just a few tips for phone management – you can do it without the help of a personal assistant!
Voicemails
To avoid phoning and missing people and them phoning you and missing you (called phone tagging), leave a voicemail with clear questions and ask the person to leave a reply when they reach your voicemail – otherwise you will have to phone them back and you might just miss them again! A small thing such as this, telephone tagging, can spoil your day and be extremely counter-productive.
You should also consider letting people know in advance when you will be away on holiday or in a long meeting – in this way you can avoid reaching your phone and finding fifteen missed calls and twenty SMSes!
Try not to avoid answering calls as they happen, as this will only lead to a pile up of messages to which you must reply later.
SMSes
The moment you have opened and read an SMS, delete it! If you want to keep an SMS for the important information it contains, create a folder on your phone to store messages such as these. Every now and then, go through this folder and delete messages that you will no longer need.
Be very strict when it comes to jokes and sentimental messages – only keep them if you really feel you have to, as these can easily fill up your inbox. For general day-to-day SMSing and replies, do delete the message the moment you have finished reading it. This will prevent you from having to delete 400 messages at one time at a later stage. You will have to go through these messages one by one, as you won’t be able to remember whether a certain message contains any important information.
Quick Replies
It often happens that we are so busy that we simply cannot tend to a message immediately. You don’t have to go into much detail replying, just tell the person that you have received the message and that you will reply as soon as possible. This will let the person know that you have received their message – avoiding more messages on your phone. You will also have peace of mind knowing that you have made contact and that you can tend to the matter later when you find the time.
Phone management can make all the difference! Make sure your phone is de-cluttered at all times and you will feel less exhausted and have more energy to put into doing a good job!
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