So, you have an important report to write or, you need to work through your accounts or prepare that large quotation, but you just cannot avoid the interruptions. It is possible to turn down the noise and avoid interruptions from colleagues, the telephone and your customers and here are four tips to help you get some quiet time to get important jobs done.
1 Move to an alternative location – Your desk is the place where everyone knows where to find you and it also houses your telephone. In order to take time out to write a lengthy report or complete a quote, ideally you don’t want to be found or interrupted unless it’s urgent. Whenever possible, find an alternative quiet location to work away from others, so that you cannot be found or contacted.
2 Communicate with colleagues – Unless you tell them otherwise, your colleagues will always contact you. Tell them you are unavailable, giving them a timeframe so that they know you cannot be contacted. You should also give them some instructions to let them know what to do with you telephone calls or how to handle situations that may arise whilst you are unavailable.
3 Switch off your email notifications – Technology is a wonderful thing, we can stay in touch wherever we are and our instant reactions to messages and notifications is effective, but it becomes habitual. Not every message or notification is critical, many can wait. My advice is that you should switch these off when you need quiet time. Then it takes away the temptation to look at them and read an email as it arrives.
4 Switch off your phone – Everyone expects to have access to you 24/7, but this is simply not efficient or effective if you need to complete lengthy tasks. Tell key people that you will be unavailable and either switch off your phone or leave it behind when going off to complete reports, accounts, quotations, etc.
I’ve told you to leave your phone behind, but I would also advise you not to let your calls be answered by voicemail when you are unavailable. Whilst you need quiet time to complete lengthy tasks, you can rely on our telephone answering service to pick up your calls. We can advise clients of your unavailability, we may be able to instantly answer their questions and deal with their enquiries, but at the very least we can take a detailed message from them to allow you to call them back once you are available.
Message Takers offers you a professional telephone answering service that is affordable and really easy to set up. Call me today on 01858 439000