Time is valuable. The more time you have available, the more you can spend time on what is most important to you. If you would like to be a more productive with telephone calls, consider these recommendations.

1. Purchase a telephone message log. Use this book not only to jot down voicemail messages left for you but to write down notes during telephone conversations. This way you’ll have a record of all calls and conversations. Your notes will be in one organized place instead of small pieces of paper everywhere. When buying a telephone message book, select one that offers a duplicate page behind the original. This way you can tear off the top copy to take a message with you or handoff to another person.

2. Before placing a telephone call jot down what you would like to discuss or ask during the call. Studies show by doing this you will save 5 minutes per telephone call.

3, Avoid a game of telephone-tag. When leaving a voicemail message, leave enough information so the person you are calling can complete the call with a voicemail message if need be. For example, don’t leave a message, that states, “Hi Bob, this Mary, could you please return my call?” Instead state, “Hi Bob, this Mary, could you please provide me the date and time of our conference call with John Smith.” In the later case, the call can be finalized with one return call.

4. When leaving a voicemail message, speak slowly when stating your name and telephone number. Picture someone writing down the information as you are saying it. Repeat your name and number. This way if there was an interruption due to the beep of an incoming call or poor reception from a cellular phone, your name and number will still be audible.

5. Consider the time of day that you are placing the call. Are you calling the person when they most likely will be available? Is it too early or too late for them to be in their office? Keep in mind that if you reach the person instead of their voicemail there will be no game of telephone-tag and all information can be exchanged immediately. Perhaps a list of area codes with time zones would be helpful. You can keep the list as a document or link on our computer, or print out a list to keep at your desk. A time zone list is crucial if you are calling a customer at home. You’ll want to avoid calling before 9:00 AM and after 9:00 PM. If you’re dying to get the call of your task list but the time of day is not appropriate, consider sending an email if you have an email address available.

Happy calling!

Does time just fly by when you are on the computer? Does your time on the computer end up being less productive than you’d like it to be?  The likely culprit is the Internet. If you’re the type that easily gets caught up in reading the latest news and celebrity headline stories, here is a quick fix:

Make those irresistible headlines disappear! After all, if you can’t see them, you can’t and won’t be tempted to click on them. All you need to do is change the settings for your Internet Browser’s default home page. If this sounds complicated, don’t worry, it’s really simple to do.

First, you’ll need to decide if you want your Internet browser to open up to a blank page (no website) or a home page of a website that you use often, or would like to use. If you are choosing a web site, you must be careful to choose one that will not waste your time. I would recommend choosing one that has no reading material. But if you must, perhaps you can find one with quick, simple and beneficial tips. My recommendation, of course, would be http://www.dianealbright.com/blog, but if a blog causes you to waste too much time or has no immediate benefit, avoid it.  

Next, you’ll need to make changes to your Internet browser’s defaults or settings. I’ll take you through the steps for Internet Explorer (if you do not have the latest version of Internet Explorer, you may need to update it):

1. Open Internet Explorer (you probably already have it open if you are reading this).

2. Select Tools (normally on the far right, at the top).

3. Select Internet Options.

4. Select the General tab at the top.

5. Fill in the box at the top under Home. (See photo below) Enter the web address beginning with http:// and then enter the address. You may enter multiple addresses, but they each must be entered on a separate line. If you enter more than one web address, each individual web site will open up under a new tab on Internet Explorer. If you prefer that Internet Explorer does not open up to any web sites, remove the web address and leave the area blank.

6. Once the web addresses have been removed or entered, click OK to save the changes. The next time you open up Internet Explorer the changes should take effect.

Happy time-saving!