The many myth of communication is the confidence that it exists. Paraphrase people's comments to be sure you understand. Learn when to eliminate the "fat" from your conversations and get right to the "meat". Manufacture your conversations as you would a report: introduction, body and summary.
Set aside time for occasional free-flowing, creative-thinking, brainstorming sessions. Don't perambulate off on tangents. Keep steering the conversation back on track. Ask for good feedback to make sure population understand you correctly. Give good feedback so others will know you understand them too.
Fluke
Telephones
Instead of being angry when the phone rings, tell yourself, "That's my job calling". If you think of the telephone as your job calling, you will be less frustrated. Have someone screen incoming calls and offer to help callers on all habit matters. Report and analyze your telephone calls periodically. Find out what is of course happening on your telephone. Use voice mail systems or call-forwarding or answering machines when you are gone.
Use a timer on your telephone; it will help you keep conversations short. Reconsider alternatives to phone calls, such as fax, memos, or electronic mail. A good message includes, i.e.: name, number, conjecture for call, what you need from the persons, company, etc.
To end calls quickly, try saying to the caller :
"I was just walking out the door"
"There's someone in my office now"
"I am in the middle of meeting"
You don't have to acknowledge every call. It's okay to let your voice mail ideas pick up calls. Use the screening feature to see who is calling. Put the caller on hold to give yourself time to think, regroup, or Manufacture a strategy. About half of all business calls carry one-way information. Use fax or emails instead. If you're requesting action, make those calls early in the day, or late at night on their voice mail.
Telephone Tag
Telephone tag can't be eliminated, but it can be minimized. If the someone you are calling is not available, ask if someone else can help you. Reconsider alternative times and ways to reach people. Email is becoming popular. Use call forwarding so population can get to you when you're not in your office. Beeper, movable Phone & Sms may also help.
If possible, when you leave a message, tell the party why it's to his or her advantage to call you back.
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