What is the best way to multitask on the phone without losing productivity?

1 Plan ahead

Before you start your phone tasks, make sure you have a clear plan of what you need to do, how much time you have, and what your priorities are. You can use a calendar, a to-do list, or a timer to organize your schedule and set reminders. Also, prepare any materials, notes, or information you might need for your calls or messages, so you don't have to waste time looking for them later.

2 Use technology wisely

Technology can be a great ally or a great distraction when it comes to multitasking on the phone. You can use features like call waiting, voicemail, mute, speakerphone, or headphones to manage your calls more efficiently and hands-free. However, you should also avoid checking your social media, browsing the web, or playing games while on the phone, as they can reduce your attention and performance. If possible, turn off any notifications or alerts that are not relevant or urgent.

3 Communicate clearly

One of the most important aspects of phone etiquette is to communicate clearly and politely with your callers or recipients. You should always greet them warmly, introduce yourself and your purpose, and ask for their permission before putting them on hold or transferring them. You should also avoid interrupting them, speaking too fast or too slow, or using slang or jargon. If you need to take notes, repeat or summarize what they said, or ask for clarification, do so in a respectful and professional manner.

4 Balance quality and quantity

While multitasking on the phone can help you get more done in less time, you should not sacrifice the quality of your work or your relationships for the sake of quantity. You should always pay attention to what your callers or recipients are saying, listen actively, and show empathy and interest. You should also avoid rushing through your calls or messages, as this can make you sound rude or impatient. Instead, try to find a balance between being efficient and being courteous.

5 Take breaks

Multitasking on the phone can be mentally and physically exhausting, especially if you have to deal with complex, stressful, or emotional situations. That's why it's important to take breaks regularly and recharge your energy and focus. You can use your breaks to stretch, relax, hydrate, or do something else that makes you happy and calm. You can also use your breaks to review your progress, check your feedback, or adjust your plan if needed.

6 Learn from feedback

The last tip on how to multitask on the phone without losing productivity is to learn from feedback. Feedback can come from different sources, such as your callers or recipients, your colleagues, your managers, or yourself. You can use feedback to identify your strengths and weaknesses, improve your skills and techniques, and avoid repeating the same mistakes. You can also use feedback to celebrate your achievements, reward yourself, and motivate yourself to keep improving.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?