It doesn’t matter how focused you are, when the phone buzzes on your screen, we feel compelled to check it. Clients, prospects and co-workers can get in touch with you through a variety of ways. We have so much diversity of communication and we almost always default to letting it interrupt us.

When you are in the middle of a task, answering a phone call or checking your emails can be a significant waste of time. Indeed, an average worker needs 20 to 30 minutes to get back to the appropriate mindset after an interruption. All it takes is a few interuptions during the day to register a substantial drop in productivity, regardless of the duration of the disruption. That’s precisely why you need to establish a system that handles day-to-day communication requirements for you.

You can’t tame your inbox, but you can outsmart it

If you’ve been trying to establish an inbox zero strategy, you need to change your approach. You can’t finish your inbox, because, ultimately, there will always be someone trying to get in touch with you. Your inbox regenerates, so as long as you accept that you don’t need to answer emails immediately.

If you have planned the day for working on a specific project, then let the email wait and focus on the project that’s on your list. It takes training to perceive the difference between looking busy because you’re checking emails, and looking busy because you’re actually working. Scheduling email time can help you to manage your work effectively throughout the day.

How do you handle your post?

If you’re in the process of launching your company, you’ve probably struggled with the idea of renting an office near you to get out of the busyness of the house. We’ve been helping a refugee family lately with child care which has meant 5 kids in my house. Focus has been much harder to come by with the extra noise.

However, for small businesses, a physical company address can be time-demanding. Aside from the communication that needs to be sorted out – which may often consist in marketing messages at first – there’s the necessary exercise of archiving confidential and important documents. While, if you opt for an online business address for rent, you can use a virtual mailbox that keeps your postal mail online.

Every critical information can be archived and indexed effectively, so that all it takes to find it is to use the search bar. In short, you don’t have to dread going through the idle pile of letters on your desk before you start work in the morning or to worry about what happens when you’re on holiday. Everything can be sorted out automatically, including setting up alerts!

Are all phone calls important?

Are you the kind of person who feels the need to pick up the phone as soon as it rings, regardless of what you’re doing? While it can be easy when you’re a freelancer, it’s murder for your business. In fact, it can be challenging, and time-demanding to keep up with phone calls in a company. That’s precisely why you can gain precious time by hiring a professional receptionist. Small businesses can use a virtual service that keeps the business organized and takes messages when you are busy.

Who’s got time to handle social media interactions?

If you’re using social media platforms to reach out to your audience, you’ve probably figured out that it can be difficult to maintain an active presence when you’ve busy finishing projects. However, as more and more customers turn to social media for business queries, you can’t afford to miss out on this opportunity to engage with your audience.

As your business scales it becomes harder to manage your day-to-day tasks and keep Twitter and Facebook active. However, a social media manager can maintain your business presence for you. Indeed, they can build a loyal community, handle social engagement, answer questions and manage the overall reputation of your company.

Stop chasing clients to organize appointments

How long do you spend organizing a meeting with your clients? Indeed, most customers don’t like to feel pressured into agreeing on a meeting. They want to feel they are in charge. Consequently, using an online appointment scheduling tool can help you to give your client the upper hand. They can choose a date and location that suit them best. While it’s fair to say that a sale representative can spend several days setting a meeting up with a potential client, it only takes the same client a few seconds to do the same thing online.

In conclusion, managing communication within your company can save you a lot of time in the long term. From changing your inbox mindset to letting clients plan their appointments, you can rely on smart solutions and strategies to make the most of your productive time.

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Photo by: isherwoodchris