May
UPDATE: You can now get your weekly organizing mission delivered direct to your inbox. Learn More
Welcome to the fifth of our 52 Get Organized Missions. You can find the previous organizing missions here.
This week’s task will help you save time and increase productivity every single day – simply by being smarter and more proactive in your routine verbal communications.
Your challenge this week is to spend 30 minutes creating simple templates or scripts for routine communications, such as:
- Receiving messages (your own voicemail)
- Leaving messages (other people’s voicemail)
- Delegating
It may feel a little foreign at first to be so clear-headed about something as squishy as, well, talking, but the benefits will convert you. Try it and see for yourself!
Note: The sample messages are only for ideas. Of course you’ll want to come up with something that suits your role and personality.
Remember – you only have to spend 30 minutes to complete the basic mission. If you want to go further check out the Extended Organizing Mission Options below.
Ready?
Get Organized Mission #5: Become a Smart Verbal Communicator
1: Streamline your own voicemail message (10 minutes)
Circumvent time-wasting telephone tag by recording a smart message for yourself.
The important elements are:
- Identify yourself -> Avoids messages not for you
- Ask the caller to specify what they need from you –> Lets you have the answer/info ready when you call back
- Ask the caller to clarify if you need to call them back –> Avoids wasted calls if their message is information only
- Give indication of when you will call back, if needed –> Avoids follow ups from the caller if, say, you batch-return calls on Tuesday and Thursday afternoons
- Ask for contact details –> Saves time and error
Sample message
Hi, Michele from Get Organized Wizard here. Thanks for your call.
Please let me know what I can do for you. If you need a return contact, please also leave me your phone number or email.
I generally return calls on Tuesday and Thursday afternoons, so let me know if you need me to contact you before then.
Thanks, and bye!
Dos & Don’ts
- Do smile while recording your voicemail message – callers will hear it in your voice.
- Don’t try to squeeze in too much. It will be confusing.
2: Write a script for leaving voicemail (10 minutes)
The same principles apply in reverse to messages you leave for others. Write yourself a simple script for leaving messages and leave it right by the phone, or on a post it to stick on your cell phone.
The important elements are:
- Identify yourself -> Don’t expect them to know it’s you
- Specify what you need from them –> Lets them have the answer/info ready when they call back
- Clarify whether they need to call you back –> Avoids wasted calls if your message is information only
- Specify if you need them to call back by a certain day or time –> Helps avoid your having to follow up
- Repeat your phone or email contact details –> Saves time and error
Sample message
Hi Brad – Michele from Get Organized Wizard here.
I’d like to move the conference from September 12 to September 19. All other details remain the same.
Please call me to confirm if that’s OK with you. I need to book by Tuesday morning so please get back to me before then.
My number is 555 5555. That’s 555 5555.
Thanks, Brad!
Dos & Don’ts
- Do batch your phone calls to save more time.
- Do consider leaving an email address if it’s easy to understand – and repeat it.
- Don’t leave your email address if it’s a mouthful. Stick to a phone number.
3: Write a script for delegating (10 minutes)
Streamlining your delegating communication can save time and radically improve the task outcome. It’s worth preparing a little template script for yourself.
The important elements are:
- Specify the task clearly
- Specify any preferences or special requirements
- Specify what to do if there are problems
- Specify the deadline
- Specify what to do when the task is complete
- Give them a chance to ask questions
Sample message
Percy, could you please move our entire conference booking from September 12 to September 19 and advise all attendees?
If possible I’d like the same menu, but if not make an alternative selection that you like.
If there are any problems get Sam to help – he’s well known at the venue.
I need this rescheduled and all attendees notified by Thursday’s meeting. If you could email me confirmation that it’s done by then, I’d appreciate it.
Dos & Don’ts
- Do type up step-by-step notes for more difficult delegation tasks. It will take longer the first time, but make life much easier in the future.
- Do address what should be done if problems arise. Delegation often fails because a task gets stuck. Provide a what-to-do-if safety net.
- Don’t assume no news is good news. Specify what should happen when the task is complete, especially if you’re delegating to a new person.
Extended Organizing Mission Options
Want to go beyond this 30-minute organizing mission?
- See if others in your office or business want to join you in planning smarter verbal communications. The whole team will enjoy time and productivity gains.
- If you have kids, teach them to be informative in their messages and texts by including details like where they are, what time they need to be picked up, etc. You’ll be showing them how to be proactive communicators.
- If you send many similar emails or email replies, prepare a few template emails and save them into your drafts folder. Then you have a starting point for your regular missives.
Ready, Set, Go!
Remember – move quickly, act fast, don’t overthink.
Before You Go – Please Check In
You’re now accountable to your organizing mission-mates! Once you’ve completed this week’s Get Organized Mission please add a comment to let us know you’ve done your assignment and you’re keeping your commitment. (Click ‘Comment’ at the very top of this post or scroll down to the bottom. Depending on how you’re viewing this post, one of those options will be available for you.)
And see you back here next week!
UPDATE:
You can now get your weekly organizing mission delivered to your inbox. Click here to sign up for 52 Organizing Missions.
Image by Torley
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Related posts:
- Get Organized Mission #13: Organize Your Emergency Contacts [With Free Emergency Phone Contact List]
- Getting Organized for a Better Memory: Use Smart Reminders
- Get Organized Mission #3: Organize Your Bill Payment
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Hi Michelle: I’ve been volunteer teaching Organizational Skills to a Peer Support Mental Health Center here in Cincinnati Ohio. My group is looking forward to using your material starting in June.
Terry Wood
That’s fabulous, Terry!
I hope you’ll pass on some feedback to let us all know how it goes.
Ciao for now,
Michele
RT @micheleconnolly Get Organized Mission #5: Become a Smart Verbal Communicator | Get Organized Wizard http://bit.ly/hOIE (via @tweetmeme)
I got a little behind on the missions, but now I can check this off! Done. now I’ll go change my voicemail message with the new script I wrote!!
My voicemail isn’t too bad but I found the clear format for the ‘leaving a voicemail’ useful. It’s easy to have that ‘Umm-err’ moment after the beep!
I’m self-employed – only got me to delegate to, I’m afraid – but always looking for ways to work smarter. Looking forward to my next challenge. Thank you!
I had never thought about communication as something that could be improved upon with regards to being organised. Thank you for the great ideas.
Challenge completed!
Thank you for the tip- I have changed my voicemail at home and at work.
I am striving for better communications at work to help ease my work load by understanding clearly the first time.
Thank you
Done!
Task completed. I too go err and hum when I have to leave a message but now no more.
Thank you.
Hadn’t thought about this before now ! Very effective. Thank you
Done, done, and Done!
Done.
Darn it. Another mission I cant do. My mom is in charge of that stuff.
Done!
complete
done!
love the part about when to expect a return call! your so smart
Done!!
done
Great idea. Thanks. #6 mission . Done !!
Ok already done # 5.
Done for work and home. Email wasn’t really needed, but phone definitely was.
Done!
done!
Done.
Unfortunately I am not receiving the emails?
done
Thanks Michele – great idea. I look forward to the imporved efficiencies!
I’m a bit behind. Lesson 4 was a struggle – mainly with the mental clutter. I’m sure I’ll have to get more in depth on that one.
Lesson 5 had very cool tips!
Karen
done
done
Have written my script, but still need to record it onto my phone. Might need a bit of help with that, it’s been so long since I last recorded one. Looking forward to the next challenge.
Love this one! Did and done!
done
Hi Michelle,
Thank you for developing this system of 52 missions. It’s not only easy to follow but very realistic and achievable. A sure help for everyone who wants a fresh start and gain real order in their daily life. Brilliant ideas! More power!
Best,
Ynah
I have updated my answering machine and cell phone messages.
Thanks for your help/
I don’t spend much time on the phone, nor do I have many voicemails, but I am going to keep this idea filed away for future reference or to pass on to my husband.
Done!
did it thanks good tips to teach the kids!
Love it……..short, concise & informative!
I don’t spend a lot of time on the phone but I have forwarded it to my husband who does.
This one really caused me some anxiety! I spent my 30 minutes checking voicemails. I know. Crazy. But I had to start somewhere! I have way too many old messages that I keep saving at the expiration because I never have a pen handy. Note to self: never check voicemails while driving again! I literally use one phone, my cell. It serves as my home phone and also serves as my office phone that I use to work from home (2 part time jobs). Then there’s the physical office line that I rarely use, so I tend to forget to check the messages! So, after much procrastination, I had to sort back through old messages, listen to all the new ones, jot down pertinet info, handle, and delete the rest. I dread changing my generic voicemail and writing the scripts, but I know I need to do it! I’ll have to work on an extended mission to complete the actual mission… pitiful!
I loved the deligation script ,it will work great to get my gkids to leave all info needed when they need picked up . I finished my phone message both home and cell.
Great exercise. Turned out to be a lot easier than I thought. Thanks a lot
Okay, this one is done and under control!
done
Changed all my voicemail greetings and now have a solid plan for leaving future messages. Now if I could just find someone to delegate to…
I’ve written out both my formats, now that I have my cellphone back from the repair place I will change my voicemail message. Will be so nice to not hear confusion from people phoning about my children!
Done!
It’s all done! :}
0 minutes on this one – not a problem for me.
Mission #5 finished. I’m realizing that I’m more organized than I thought. Onward!
Done!
Done
No need for this one. I know how to use the phone properly.
Yep, this one not really a problem for me but I registered the tip for creating template emails and have already got one organised. I plan to think about which work responses I can do this for during the week. I spent half an hour going through some old financial paperwork instead and have a carrier bag full of junk for the recycling tomorrow. Good!
Finished! It was fun and much needed to record a new voicemail message.
@Abigail: I love refreshing my messages every now and then.
mission # 5 completed. I haven´t got a voicemail on either cell phone or house phone, but I have decided to leave a message next time I get to an answering machine. I have never liked doing it, but now I know how to be clear and specific and it will probably feel easier now that I have thought it through. I will have this mission in mind for when I go back to work in august. I think it will be more useful for me there.
Done! I’ve always had a good personal phone manner, but I realized that by changing my voicemail message I’m circumventing other people’s communication skills (good or bad) by giving them almost a list of things they need to say after the beep. Great stuff.
Done!
@Sophie-Jane: I call it ‘defensive organizing’ – taking a proactive approach that helps you stay organized, despite other people’s habits – good or bad!
I have finally come back to catch up on the missions I have missed…I’m so far behind where I should be.
I have written my scripts up for when I have to speak to an answering machine, they include one for when calling friends for a chat to catch up and one for when I call them to let them know something, and then one for businesses – for asking questions and the last one for replying to someone’s call that I have missed. I plan on changing my voice messages tomorrow when I am at home alone and it’s quiet. I am also going to type them up and laminate the sheet so I can blu-tak it to the wall near the phone, so everyone in the family can use them.
done
no more spending 30 minutes re-recording my voice msgs over & over again!!
done
I don’t find myself leaving or receiving many messages except with close family members and friends. As a teacher, I occassionally have to call a parent and I like the idea of making a script before calling to initiate the conversation or to leave a message if they are not available. We mostly communicate through email or face to face conferences, which are scheduled for us. I can see where this mission would be very suitable for most professions, but I just don’t find myself making many phone calls. However, when I do, I will certainly take your advice! : )
i don’t even have a voicemail
some time ago i got rid of my cell phone completely and i don’t miss it at all.
done I wrote a script for a polite, brief response to unwanted “charity” phone calls.