Time Management - Marc Mancini
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The Art of Anticipating 105<br />
time management writer Michael LeBoeuf, seems a little<br />
drastic. Yet it’s probably a very effective way for some to<br />
discipline their conversations.<br />
• Buy a phone that tracks time spent on a conversation.<br />
There’s something persuasive about that LCD screen on<br />
phones that clicks off elapsed time. It’s almost like a taxi<br />
meter. And like a meter, it reminds you that this call is<br />
costing you, both in time and money.<br />
Setback 2: Forgetting what was said. Once spoken, words tend<br />
to evaporate. You think you’ll remember what was covered,<br />
then later you realize that you have no reference to the points<br />
made or actions required. The solution is a telephone communications<br />
record, like Figure 8-1 on the next page.<br />
The use of this form is rather self-explanatory. One clarification:<br />
in the “by” columns, put “me” or the initials of the other<br />
person.<br />
Make copies of the document: keep them in a ring binder for<br />
future reference. They can serve to track a call’s content, as<br />
well as map out a call in advance.<br />
Setback 3: Misunderstanding the message. You’ve outlined your<br />
conversation, clarified each point, and even summarized to the<br />
other person what you agreed on. What are the odds that your<br />
message was fully and accurately comprehended? One study’s<br />
conclusion: there’s a 90% chance that your message will be<br />
understood incompletely.<br />
You can do only so much to prevent misunderstandings.<br />
First, as discussed, outline the conversation, keep it brief, and<br />
make a record of it. But the best solution is to create a short follow-up<br />
note, letter, fax, or e-mail from your telephone communications<br />
record and send it to the other person. If there’s any<br />
miscommunication (and if the person is responsible enough to<br />
read your follow-up), you’re sure to get a call to straighten out<br />
the misunderstanding.<br />
Setback 4: Being stuck on hold. The average person is kept on<br />
hold for 15 minutes a day and 60 hours a year. If you liberate