With almost all new technological breakthroughs there is a period when the new device is heralded as the answer to all our problems, followed quickly by a learning period during which we figure out how to best capitalize on the new approach to working. Voice-mail fits this paradigm and is the culprit that heightens “telephone tag” to an art form.

Voice-mail also creates a new opportunity for people to duck your calls, as many people rarely answer a phone when it rings. Instead, you have to slog through the voice-mail menu and leave a message so that the person can decide whether or not to call you back. Of course when your call is returned, the person gets your voice-mail and then you have to listen to that message and decide whether or not to return that call. Fortunately, there are several ways to combat telephone tag and get your work accomplished.

Use an Alternative to the Telephone

Fax or e-mail your message, or even use a first class letter. Some of those ‘old’ methods are better than the new technology.

Leave an Intriguing Message

Want someone to call you back? Use a little intrigue by not giving the entire spiel in your voice-mail. Less is more, such as “Debbie, please give me a call to talk about how to make your job easier, ” instead of “Debbie, I found a new online course for only $259 that will show us how to get a lot more done in less time with a lot less stress. The problem is I can’t afford to buy it on my own. Would you be willing to kick in half of this and we could share the program? Let me know if you want to do this.”

Set a Time for Your Return Call

If you want a return call, be specific with the time you would like to have the call returned. Don’t end with “Call me as soon as possible” or “Call me when you can.” These vague requests wind up in the “as soon as possible” pile of things that rarely get done. Instead, give a specific date and time to call back such as “Joe, this is Don. I need to speak to you about how to make the Anderson research run more smoothly. Give me a call back on Tuesday, the fifth at 9 a.m. I blocked that time for you. If this doesn’t work for you, please give me a call to reschedule and leave a message on my voice-mail with at least two alternate dates and times for us to talk.”

Most of the time you will not hear back from the person to change the date and time you have selected.

Incorporating these few tips will go along way in reducing or eliminating phone tag, making for a much more productive workday.

For more information on time management, contact Dr. Wetmore by phone at 203.386.8062 or by e-mail at ctsem@ msn.com. Also visit www.balancetime.com.