Self Help

Starting and running your own business takes discipline. It also takes expert time management to help your work flow and your time to be used wisely. In this article we will discuss several methods of streamlining your correspondence schedule for maximum output.

1. Set up an efficient routine for processing your mail. To cut time spent on correspondence, use postcards, response checklists on which people can quickly indicate their answers, and small letterheads for outgoing mail. Write your own responses to inquiries on the bottom of the original request and return it to the sender. Use stick-on notes, standardized forms, and form letters, and keep all correspondence materials together in a convenient location.

2. Use the phone instead of writing a letter when a call will accomplish the same thing in less time. Fax, or use electronic mail, instead of using regular mail whenever you can. Ask for information you need in a hurry to be faxed to you.

3. Keep time spent on errands to a minimum by doing as many things as possible in one trip. Do errands during your low-energy periods. Avoid rush-hour traffic and go when you are least likely to encounter lines and crowds. For example, avoid the post office while the twelve to two o’clock lunch crowd is there. Take other work with you to do while you’re waiting in lines you cannot avoid.

Call ahead to make sure the person or material you need is ready and available before you take the time to drive by. If you’re spending too much time on errands, schedule biweekly or monthly trips for supplies or consider finding an office-supply store that will deliver goods to you.

4. When making phone calls keep names and phone numbers current and within arm’s reach so you won’t have to spend time looking for the numbers you want to call. Use the auto-dialer feature available on most phones. It holds frequently called numbers in its memory with one-number codes. All you need to do is punch one number to put a call through. Or use the address-book feature of your time-management or contact-management software to dial your phone number for you. You can call up the names, addresses, and phone numbers of business contacts in your computer immediately even while you’re working in another file and keep a record of your conversations.

Keep phone conversations in bounds by having a set time of day for making and returning calls. Use an answering machine or service to protect yourself from untimely interruptions. In fact, you can use an answering machine to screen your calls, only picking up those that are high priority and returning all others at a designated time.

Limit time on the phone by telling callers you only have a few minutes. Rather than discussing points in detail over the phone, ask for or send written materials to be reviewed later. Arrange to call back after you or your caller has had time to think over ideas brought up. Also, learn to use closing comments like “Thank you for calling” and “I’ll get back to you soon” to bring the conversation to an end.