You’ve Got Clutter
by Dera DeRoche-Jolet

"You’ve got mail," says your computer. Of course that means you’ve also got clutter.
It’s a sure bet that you don’t have enough time during the day to respond to all the messages from cell phones, e-mail, faxes and voice mail others send to you and at the same time do everything else your job demands. It’s easy to get caught up in the "busy" stuff and put other things on the side.

Actually, it's impossible to respond to all the e-mails, voice mail, faxes, and other interruptions every day and still do a superior job. If you don’t handle the communications glut the right way your business or your position with the company will most likely suffer. The more time you spend on the telephone or glued to your computer is one less minute you have for your employees and customers.

Here are a few helpful hints for dealing with all the modern day communications:

1. Be aware of how much time you spend working on communications.

2. Have an assistant screen your messages.

To reduce the number of unnecessary interruptions, give your assistant directions on how to screen your messages. For example: A) Is this a question or problem that can or should be handled by another person? If so, forward it to the appropriate person. B) Is this a question or problem that can wait until later? If so, save it until then. C) Is this a question or problem that does not require your action, but it is a something you should be aware of? If so, save it for later. D) Is this an urgent question or problem that requires your immediate attention? If so, interrupt you (but it better be important!).

3. Take time out of your office and interact with your people.

If you are a manager, you’ll be able to give others your undivided attention and not be interrupted. You’ll have more face-to-face time with your people, which will help you build stronger relationships with them. It will also ensure that you are interacting each day with all of your people, not just the ones that needed your help.

4. Create a company-wide e-mail policy.

Most employees, as well as management, are frustrated about the number of e-mails they receive. For example, when should you "cc" the boss or supervisor? By agreeing on standards, you’ll see a drop in the number of e-mails everyone receives. That will give everybody more time to do his or her job.

5. Schedule set callback times each day.

For calls that are not emergencies, choose two time periods to return calls each day, one period in the morning, the other in the late afternoon. The grouping of your return calls will reduce the number of interruptions you experience and, it will allow time for some callers to possibly resolve the issue themselves. By setting aside a specific time, you’ll be able to handle your communications and have the rest of the day for taking care of the rest of your job.

6. Don't always immediately answer your employees’ questions.

When you immediately answer the questions of your employees you’re taking away their responsibility and their opportunity of showing you and themselves their capabilities. That’s why I like to answer their questions with a question of my own. For example, if someone comes to you with a important issue, you could ask, "What do you think should be done?" In this way, you are requiring your people to bring you at least one possible solution for each problem.

I’ve also noticed that many of the issues that come at me when I'm in the office seem to get resolved by others when I'm out of the office - and unavailable.

Our time is precious. By following these tips, the next time your computer tells you that you’ve got mail, you’ll also know that you’ve got time.