With the number of distractions we all have, business owner, sales professional, employee, or even stay-at-home parents, it can feel impossible to stay on top of it all. Here are some quick tips to manage your communications more effectively and ensure you’re not missing any, while staying sane…
1. Make rules for communications.
Most people suggest you never look at your phone first thing, I suggest you decide what works for you. Some mornings after a late night, I sleep in, then feel panicked when I wake up. If I want to feel less rushed, I quickly check my messages to determine if there is actually a panic or if I’m imagining one.
2. Set hours you check emails.
Make when you respond to emails known with an auto-responder. It takes the pressure off you and puts the onus on the sender to reach out another way if it’s urgent.
3. Check your junk mail regularly.
Make it a habit to check your junk folder every day you check email, or at least weekdays! It’s shocking how many people don’t do this regularly, missing important client emails!
4. Turn OFF notifications.
Do not have your email auto-check on your phone and turn off all social media notifications, on your phone and your computer. You have set hours for email, so no need right?
5. Mute your mobile devices.
Leave your device on silent when working. You’ll be amazed at how much more focused you are without all the incessant dinging and binging.
6. Separate work and personal mobiles.
Have a separate business cell number from your personal one. You can carry one phone and have your business line ring through an app that is automatically muted after hours.
7. Stop and breathe.
I am more anxious these days and as soon as I start spiraling and feel confused about what I need to do next, I stop moving. I just breathe for a minute. It makes all the difference.
8. Stall. If you aren’t sure, stall.
Don’t want to commit to something in the moment? Instead of committing when your gut is telling you not to, just let them know you’ll get back to them. But, do get back to them. Or say, “I’ll let you know if I can commit to that”.
9. Know your boundaries, stick to them.
I’ve heard people tell me, ‘I never do that, but I said yes for some reason!’ many times! Make rules for every area of your work and life! I was at a stationery store today…I have enough stationery to start a boutique already. The RULE that I made for myself is that I’m not allowed to buy more if I have that item. It might not be exactly the same, but if I still have notepads, I’m not allowed to buy more notepads. Yes, I talk to myself at the store like I’m talking to a five year old, but it saves money and guilt!
10. Ask yourself if it’s fact or fiction.
What am I talking about? ALL the things we make-up when we ‘get called to the teacher’s office’. Ever get a vague email from a client then make up a huge story in your head as to why they want to talk to you? Why are they usually negative and stressful? Ask yourself if what you are thinking is fact. You’ll quickly realize you cannot possibly know, so why waste time on a fairytale? Just get it over with, rip that band aid off and call them immediately. You cannot know anything until you speak to them. Leave room for it to be a positive, even great conversation!
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