Little Things Make a Difference
WMMM #035 - This week I share a tip that can make a significant difference in how others perceive you.
Jeff Keplar Newsletter September 23, 2023 3 min read
Phone SPAM
How often is your day interrupted by a phone call?
Once a day?
Once an hour?
I receive an unplanned call on my cell phone approximately once every sixty minutes. If I do not avoid these calls, my productivity diminishes, and my mental well-being is negatively affected.
And so, I handle the problem by:
Turning my ringer to Silent Mode
Not answering any call from a number I don’t recognize or not in my contact list
Using my phone’s Respond with Text feature to respond to an incoming call when I am unavailable to speak.
Assume that you are a professional with a full calendar.
Imagine a day when you answer your phone every time it rings.
The outcomes you can expect include:
Disrespected co-workers and clients as a result of having incoming phone calls interrupt their calls and video conferences already in progress with you
Unfinished action items from the interruptions during the day
Less than your best effort on problem-solving due to lost concentration
Frustration experienced by you due to all of the above.
Now, reverse the roles.
You are the one who needs to speak with someone.
The sooner you reach them, the quicker you can accomplish an action item tied to your objectives.
Why is it okay to merely call their cell when it’s convenient for you?
The person you are calling is likely burdened with a busy schedule.
Another unplanned interruption produces similar undesirable outcomes for them.
They may answer the phone but resent that you have interrupted them when you could have handled it differently.
But you are in sales.
You are expected to be an agent of change.
Your job is to make things happen.
Play offense, not defense.
Tips for You
Use a text message to set up a phone call.
Resist regressing to handling all of your interactions via email.
(While in-person interaction remains the most effective way to build rapport and establish trust, speaking over the phone has some advantages when you can’t be in person.)
When your desired communication is urgent or impromptu, send a text message to that person’s cell phone asking for a convenient time to speak.
(You will find this much more effective than merely calling and leaving a message in voicemail.)
Examples:
“Is now a good time for you to speak about XYZ?”
“Do you have time later this morning to speak about XYZ?”
“Does 11:30a work to discuss XYZ?”
Schedule your calls using a Calendar tool.
Send an invitation from your calendar to theirs (using their email address as an invitee) requesting time to speak.
(Enable your invitation to be modified if your proposed time doesn’t work for them.)
Use a scheduling assistant that allows you to send the person a link so they can look at your calendar for an opening that works for them.
(I use Acuity on my website: https://JeffKeplar.as.me/. Calendly is also a popular choice. Both allow you to link to and aggregate personal and work calendars to provide a complete view of all the openings available for a phone appointment with you.)
Summary
Whether you send a text message, a calendar invite, or a link to your scheduling assistant, it shows respect for the other person’s time. It displays your etiquette and professionalism when using the phone as a communication medium.
Even after arranging a convenient time to call, upon making the call, always confirm with your recipient by asking: “Is this still a good time for you?” You will find that you begin with a much more receptive individual.
Thank you for reading,
Jeff
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I possess the skills identified in this article and share them as part of my service.
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