Depending
upon the position one occupies in a workplace there will always be people
wanting to meet you for quicker disposal of work, for paying homage or for
seeking clarification. At work, it is desirable to have some fixed time or
hours for visitors. There will always be unscheduled and unexpected visitors
who drop in beyond the scheduled timing. If you are a boss, it is best to notify
some guidelines about what matters and for whom you will be willing to
interrupt your work for and whom you will meet later on.
Before
seeing an unexpected visitor, get information regarding how much time the
visitor will need. Do not hesitate to ask the time frame, for an unscheduled
but an important meeting, so that you can it in
your other schedule. There was no way I could say no to any demand on my
time. I would calculate how much time a visitor wood need. Most of them would
ask for five or ten minutes. I would set apart one hour for meeting visitors
close to my chambers, which included five small meeting rooms. The visitors
would normally arrive a few minutes earlier for the appointment. They would be
served tea, coffee or cold drinks. I would walk into the meeting room and put
on my stop watch and tell a visitor that his time started then. Exactly
at the end of the time requested I would get up to leave. If the visitor said
that he had no finished what he wanted to, I would give him a minutes more to
listen to him. This would be apart from the written brief of request the visitors were requested to bring with
them. I would ensure that if I had promised that the visitor would have some
reply sent to his communication in seven days, he would have a reply personally
signed by me. I avoided unscheduled interruptions. In some cases, I would
delegate the tasks to be done but kept a tab on them so that my own credibility
was not affected. Instead of asking the visitor to go out the end of interview,
I would myself walk out of the room. This did not hurt the ego of the visitors
as they were never asked to go away. Instead, I would get up and shake hands
pleading that I had to see the next visitor. If at all I had to see somebody in
my office room which was rare, then I would receive them at my office door and
great them. This would give me control over the length of the time I wanted to spend with them as they
would already have been softened by my politeness. If some problem came to my
notice, I would decide to handle it right there and then. Only if I could not
completely handle it, would I plan to take care of it a later time, but
definitely, within the self-imposed time frame. In government offices in Indi,
senior executives let the visitors know that they are busy and are not to be disturbed by
placing a red light, at the top of their door which is a kind of ‘Do not
disturb’ sign. Everybody has his or her reasons to busy. He or she need not be
afraid to say ‘NO’ to people to protect his or her work time. One does not have
to be apologetic or need an excuse to be too busy. When interruptions occur,
use a system like a bookmark to remind you where you left. Have a definite
system of jogging your memory so that it will be easier to pick up where you
left off.
SAVE TIME
If you are
right-handed, put your phone on the left side of the desk so that you can hold
the phone to your ear and take notes at the same time, if required. It is not
necessary to answer the phone every time it rings, if you are busy with other
urgent work or cannot take the call for some reason. Have a system where all
such calls automatically go into the answering machine or into voice mail box.
This is also one way to avoid interruptions. The message on your answering
machine should be clear and to be the point.
Let people
know through your answering machine when you will return their calls. This will
also enable you to filter your calls so that you can avoid unnecessary high
pitched sales calls, irritating or crank calls. This is also a way to save
time. My own method is to let every call go into the answering machine even if
I am sitting next to the telephone. Only after the caller has identified
himself and stated his purpose I respond if I feel that I should. I use the
voice mail as a time saving tool. Alternatively, you can tell people through the
answering machine or the voice mail exactly what you need to know or how they
should contact you and the best time to reach you. When leaving messages, ask
the person who has received the call to repeat your message back to you to make
sure he has go it right. If you are going to be out for a long time or the
subject is dealt by somebody else you can also ask if some other person can
help the caller. Give the name and contact number of the other person with his
prior consent who can help the caller quickly. Respect your own time as well as
other people’s time. Collect all the information you need to take care of a
request before returning any phone call.
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