How do you prioritize calls with a busy schedule?

1 Know your goals

Before you start your day, review your sales goals and identify the most urgent and important calls you need to make or take. These could be calls to close a deal, resolve a complaint, or confirm an appointment. Prioritize these calls over less critical ones, such as prospecting, checking in, or soliciting feedback. You can also group similar calls together to save time and avoid switching contexts.

2 Use a calendar and a CRM

A calendar and a customer relationship management (CRM) system are essential tools to help you organize and track your calls. Use your calendar to schedule your calls in advance, block out time for other tasks, and set reminders and notifications. Use your CRM to record and update your call details, such as the contact information, the purpose, the outcome, and the next steps. This way, you can avoid missing or duplicating calls, and have all the information you need at your fingertips.

3 Set expectations and boundaries

When you make or receive a call, be clear and courteous about your availability and intentions. For example, you can start by greeting the caller, introducing yourself, stating the reason for the call, and asking if it is a good time to talk. If not, you can offer to reschedule or leave a message. Similarly, if you are busy or unavailable, you can use a voicemail or an autoresponder to inform the caller when you will return their call and what they can do in the meantime. You can also set boundaries by limiting the duration of your calls, avoiding distractions, and focusing on the main points.

4 Follow up and follow through

After each call, make sure you follow up and follow through on your commitments. For example, you can send a summary email, a thank-you note, a proposal, or an invoice, depending on the nature and stage of the call. You can also set a date and time for the next call, if needed, and add it to your calendar and CRM. By following up and following through, you can show your professionalism, build trust, and move the sales process forward.

5 Evaluate and improve

Finally, you can prioritize your calls with a busy schedule by evaluating and improving your phone etiquette and skills. You can do this by asking for feedback from your customers, colleagues, or managers, or by reviewing your call recordings or notes. You can also seek training, coaching, or mentoring opportunities to learn new techniques, strategies, or best practices. By evaluating and improving your phone etiquette and skills, you can enhance your communication, rapport, and persuasion abilities, and ultimately, your sales results.

6 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?