How do you deal with boring and low-priority calls?

1 Identify the purpose

The first step is to identify the purpose of the call and whether it is relevant to your work or not. Sometimes, you may receive calls from salespeople, surveyors, or solicitors who are trying to sell you something or get your opinion. Other times, you may get calls from colleagues or clients who just want to chat or vent. If the call is not related to your tasks or goals, you can politely decline or redirect it to someone else who can handle it better.

2 Set a time limit

The second step is to set a time limit for the call and stick to it. If the call is related to your work but not urgent or important, you can still take it but let the caller know that you have other priorities and can only talk for a few minutes. You can also use a timer or an alarm to remind you when the time is up and wrap up the conversation gracefully. This way, you can avoid getting distracted or bored by the call and focus on your main tasks.

3 Use scripts and templates

The third step is to use scripts and templates for the call and follow them consistently. If you have to deal with boring and low-priority calls frequently, you can prepare some scripts and templates for different scenarios and types of callers. For example, you can have a script for rejecting a sales pitch, a template for answering a survey, or a script for ending a chat. By using scripts and templates, you can save time and energy and avoid repeating yourself or saying something inappropriate.

4 Delegate or automate

The fourth step is to delegate or automate the call if possible and appropriate. If you have a team or a supervisor who can handle the call better than you, you can transfer or forward the call to them and explain the situation briefly. If you have a voicemail system or an autoresponder that can answer the call for you, you can use them and leave a message with your contact information and availability. By delegating or automating the call, you can free up your time and attention for more important and interesting tasks.

5 Learn and improve

The fifth step is to learn and improve from the call and use it as an opportunity to grow your skills and knowledge. Even if the call is boring and low-priority, you can still learn something from it, such as how to communicate effectively, how to handle difficult callers, or how to improve your customer service. You can also use the call as a feedback tool and ask yourself what you did well and what you can do better next time. By learning and improving from the call, you can enhance your performance and satisfaction as an administrative assistant.

6 Reward yourself

The sixth and final step is to reward yourself for dealing with the call and acknowledge your effort and achievement. Dealing with boring and low-priority calls can be draining and frustrating, so you deserve some recognition and appreciation for doing it. You can reward yourself by taking a short break, having a snack, listening to music, or doing something else that makes you happy and relaxed. By rewarding yourself, you can boost your mood and motivation and prepare yourself for the next challenge.

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?