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Time Management
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Here are a few tactics to consider:
• Make a precise time appointment to call the person.
• If someone reaches you via a second line or the call-wait-
ing option, tell the person you’ll get right back, specify
when (e.g., “in 10 minutes” or “by 5:30”)—and then hold
yourself to it.
• Find out the person’s schedule, write it down, and tele-
phone accordingly. This works especially well for people
you must contact often.
• Ask the person the best time to call—a time when he or
she is free but least likely to be busy.
• If an assistant or receptionist says the person you want is
on another call, ask if you can remain on hold. At least
you know that the person is there.
• If the person is the type who deflects calls via an
assistant, telephone at lunchtime or after 5 p.m. There’s a
good chance that the assistant won’t be there and the
person you seek will pick up the phone.
• Determine if the person has a direct, private line. Tell the
person when you’ll definitely be available.
• If you need to convey only a small bit of information,
leave it with the assistant or on voice mail. Doing so will
save you both plenty of time, since a live conversation
will take much longer to convey the information than a
bare-boned message.
Conversely, if you have an assistant, bring her or him up-to-
date about what people may want to discuss with you. That
way, the assistant may be able to conduct the communication
for you.

The Ultimate Setbacks

These strategies will help you manage time, avert problems,
and control damages. Such tactics take on more importance
when dealing with vital documents.