How to Avoid Playing Phone Tag at Work

Опубликовал Admin
10-11-2016, 16:30
1 053
0
Phone tag sounds like a fun game, but it's not, especially when you need to call someone regarding your work. If the other person isn't at her desk when you call, and you're not at your desk when she calls back, etc., it can be extremely frustrating and detrimental to productivity. Sometimes it may take several days before you're able to talk to the other person, and you may not be able to complete your work in the meantime.

Calling at the Best Times

  1. Avoid calling at inconvenient times. The start of the work day, just before or just after lunch, or at the end of the day are the times when an office employee is most likely to be away from her desk or have her mind on other things. Give her a chance to settle in after arriving in the office and don't try to catch her as she's trying to wrap up her work and leave.
  2. Call at a variety of times. Don’t repeatedly call at the same time of day, if you don’t get a response. Even if that’s the time you’ve set aside for phone calls, respect the other person, and call at other times during the day.
  3. Ask for the best time to call. If you leave a message or catch the person on the way out, ask when you can call back at a more convenient time. You’ll be surprised how many people set aside specific times for phone calls each day.
  4. Give the person a specific call back time. Make sure you're at your desk during that time. She is probably as frustrated with playing phone tag as you are. If you demonstrate that you will be available at the specified time, she'll be encouraged to call you at that time.
  5. Make a presumptive appointment in your voicemail message. Tell the person you want to contact that you will call back at a specific time. This gives her the opportunity to arrange her schedule so she'll be available when you call back.
  6. Set aside blocks of time each day for phone calls. If you’re not a “phone person” that’s okay. Set aside an hour or two each day to take and return phone calls. Be available during this time as often as possible, so your coworkers known when they can reach you. Learn if others are available to talk on the phone at specific times, and contact them during this time.
  7. Consider using the Internet to find out when the other person is at her desk. If she's logged into a company-wide instant messaging or phone system, you may be able to tell when she’s at her desk. You can also use these services to send a quick text message first, asking if she's available to take a phone call.

Leaving Messages that Get Answers

  1. Leave a message. Before leaving a message with an assistant, ask if this is the best way to get in touch. Some people would prefer to touch base with an assistant, but others are more likely to listen to a voicemail. Leave your message using the other person’s preferred method.
  2. Include your name and phone number. By including this information in every message, you ensure the other person won't have to look it up before calling you back. State your name and number at least two times in a message. If the person does not know you personally, spell your name, so you’re sure they know who’s called them.
  3. Speak slowly and clearly. Some voicemails garble messages, and you don’t want to miss an opportunity to talk just because your message was misunderstood. Repeat any important information to ensure it is received by the person you’re contacting.
  4. Provide an estimated call time. If they don’t know how long a call will last, people start to dread returning a phone call. Include an estimated call time in your message. Most importantly, stick to it. Don’t ask for ten minutes and take an hour. Make sure your estimate is accurate.
    • Consider saying something like, “I need 10 minutes of your time.”
    • Ask for an amount of time, “When can we schedule 15 minutes to discuss our project?”
    • Take the other person’s schedule into consideration, “Are you available to set aside thirty minutes to talk about this?”
  5. Offer an “agenda” for the call. If there are specific questions or topics you need to answer on the call, email or text these to your coworker in advance. This allows her to feel better prepared for the conversation, and will keep the length of the call brief.
  6. Tell the person how quickly you need the information. Don’t assume your coworkers know your deadlines. Let the person you’re calling know, “I need this information to complete the project by Friday, the 17th.”

Changing Your Contact Method

  1. Invite the other person to leave the information on your voicemail. Be specific about what you need and when in your message to her, rather than simply saying, "Give me a call." This way, your coworker can leave the information on your voicemail, if they don’t have the time to talk when you’re available.
  2. Contact the person via email or instant message instead. If you’ve done everything you can to call and talk to the person on the phone with no luck, it’s time to change your contact method. Some people simply don’t return phone calls. Change your contact method to accommodate the person you need to talk to.
    • Millennials only listen to their voicemails 39% of the time, and respond to them 9% of the time. Know your audience and change to text or email.
    • If you truly need to talk to someone who you’re unable to get on the phone, switch gears to email, text, or instant message, and ask them to call you back.
  3. Ask for the person’s preferred contact method. Just because you prefer talking on the phone, that doesn’t mean that the person you need to contact has the same preferences. Rather than asking for phone time, ask how she would prefer you to contact her, and respect her wishes.
Теги:
Information
Users of Guests are not allowed to comment this publication.