Back to Time Management Index Time Management

Organizing Phone Calls

by Maria Gracia Updated November 1, 2024 Join our newsletter to be notified when new content is added to our website. Managing phone calls doesn’t have to feel like a constant interruption. With a few small changes, you can streamline your communication and free up your day for other priorities. Let’s look at how to make your phone life easier… 1. Prepare Before You Call: Imagine you’re calling the plumber to schedule a visit, only to find yourself fumbling for your calendar and forgetting half the things you need to ask. Before you pick up the phone, take a moment to gather everything—your calendar, questions, and maybe a note about that weird pipe sound under the sink. Jot down a list of points you want to cover. That way, you can check off each item as you discuss it, and the call will go smoothly. 2. Set a Time for Phone Calls: Let’s say it’s Monday morning and you’re trying to finish a report, but the phone keeps ringing—your kid’s school, your dentist confirming an appointment, a friend just checking in. Instead of stopping and starting all day long, block off an hour in the afternoon for non-urgent calls. This way, you can return everyone’s calls in one go and avoid distractions while you’re in “work mode.” 3. Batch Your Calls by Priority: Picture this: you’ve got a long to-do list, including calling the doctor, returning a missed call from your boss, and catching up with an old friend. Which do you do first? Tackle them by priority. Call the doctor and boss first—they’re time-sensitive. Your friend will appreciate the chat more when you’re not stressed or pressed for time. 4. Eliminate Distractions: You’re in the middle of helping your kids with homework when your phone rings. You answer, and now the kids are restless, and you’ve lost your place in their math workbook. To avoid these chaotic moments, let non-urgent calls go to voicemail during family time. You can return them when it’s quieter, and you can focus. You’ll be more present both for your family and during the call. 5. Use a Calendar to Schedule Calls: Ever played phone tag with a colleague or client? It feels like a never-ending cycle of missed connections. Instead, treat phone calls like meetings—schedule them! Send a quick email or message: "Can we chat at 2 pm on Thursday?" It keeps things professional and ensures both parties are ready for the conversation, saving you the frustration of playing phone hide-and-seek. 6. Have Voicemail Work for You: You’re out grabbing groceries when you get a call from the contractor who’s renovating your kitchen. You can’t answer right away, but you’ve set up your voicemail to let them know you’ll return the call by the end of the day. It’s a simple way to let people know you’re not ignoring them—you’re just handling life! When you call back later, they’ll appreciate the prompt response. 7. Follow Up with Email: Ever finish a long phone call and realize afterward you forgot half of what was said? Maybe you just had a long chat with a vendor about an upcoming event, and there were tons of details. Send a quick follow-up email with the key points discussed: "Just to recap, we agreed on XYZ, and you'll send over the contract tomorrow." It clears up any confusion and helps you both stay organized. 8. Use a Phone Organizer App: Last weekend, you had a marathon of calls to make—your car insurance, the pharmacy, and your favorite pizza place. By the end, your head was spinning. Using a phone organizer app could’ve saved you some stress. Apps like these help you track who you need to call, set reminders, and even prioritize by urgency. It’s like having a personal assistant in your pocket. 9. Keep Calls Short and Sweet: You’re calling to schedule a haircut, but the conversation drifts into a 20-minute chat about your stylist’s vacation plans. While it’s nice to catch up, time is ticking. Politely guide the conversation back to business: "Sounds like a fun trip! Let’s get that haircut on the books." Keeping things short and to the point ensures you don’t lose half your day to friendly but unnecessary chatter. 10. Review and Reflect: Ever had one of those days where you finish work and realize you spent more time on the phone than you planned? At the end of the day or week, review your phone habits. Did any calls take longer than expected? Were there missed calls you still need to return? Reflecting on what worked (and what didn’t) helps you refine your strategy and use your time more wisely in the future. With these tips—and a bit of planning—managing your phone calls will feel less like a chore and more like an organized part of your day. Try them out and see how much smoother your week goes! Back to Time Management Index