How can you avoid multitasking during phone conversations with virtual team members?

1 Prepare in advance

Before you dial or answer a phone call, make sure you have everything you need for the conversation. This could include your agenda, notes, documents, or any other relevant information. Having these materials ready will prevent you from scrambling to find them or switching between different windows or tabs during the call. It will also help you stay on track and avoid unnecessary interruptions or delays.

2 Set clear expectations

At the beginning of the call, establish the purpose, goals, and duration of the conversation with your team members. This will help you set the scope and boundaries of the discussion and avoid going off on tangents or irrelevant topics. It will also help you manage your time and prioritize the most important issues or tasks. If you have any questions or concerns, raise them early and clarify them with your team members.

3 Eliminate distractions

One of the biggest challenges of avoiding multitasking during phone conversations is dealing with the distractions that surround you. These could include emails, notifications, messages, or other sounds or visuals that compete for your attention. To eliminate these distractions, turn off or mute any devices or applications that are not related to the call. Find a quiet and comfortable place to make or take the call, and let others know that you are not available for interruptions. If possible, use headphones or earphones to block out any background noise and improve your audio quality.

4 Engage actively

Another way to avoid multitasking during phone conversations is to engage actively with your team members. This means listening attentively, asking questions, providing feedback, and expressing your opinions or ideas. Active engagement will help you stay focused, involved, and interested in the conversation. It will also help you build rapport, trust, and understanding with your team members. To show your engagement, use verbal and non-verbal cues, such as nodding, smiling, or saying "yes" or "I see" when appropriate.

5 Take notes

Taking notes during phone conversations can help you avoid multitasking in two ways. First, it can help you remember and organize the key points, action items, or decisions that are made during the call. This will help you follow up and execute on your tasks or responsibilities more effectively. Second, it can help you keep your mind from wandering or drifting to other things that are not related to the call. Taking notes can also help you review and reflect on the conversation later and identify any areas for improvement or clarification.

6 Take breaks

Finally, one of the best ways to avoid multitasking during phone conversations is to take breaks. Phone conversations can be mentally and physically draining, especially if they are long, complex, or challenging. Taking breaks can help you recharge your energy, refresh your mind, and relax your body. Breaks can also help you prevent boredom, fatigue, or frustration that can lead to multitasking. To take breaks, schedule them in advance, communicate them with your team members, and use them wisely. For example, you can use breaks to stretch, hydrate, snack, or meditate.

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?