What are some effective ways to manage your time when you have to handle a lot of phone calls and emails?

I have heard people say one task at a time. But for me, I have always felt working parallel on things works better. But please make sure that you note down tasks that have to be done or else it would be lost among the choas.

It's important to set priorities and get organized. It is a fact that when "multitasking" in reality at least one of the things is not very well done. There's the illusion you're doing several things at the same time, but what about quality? Organization is a must.

For me, prioritising is key! The urgent emails and calls are handled first. A task list or 'to do' list really helps me too and ensures that important tasks can be put before not so urgent ones. Blocking out time for calls is also a good idea.

A way that I handle tasks is to block out time on my calendar. I do set the calendar as tentative. Meaning that I have scheduled time to complete those tasks but the time is available if someone needs to schedule a meeting. Another way that I have tackled days that were full was to "mind dump" everything that needed to be done that day or even thought that might need to be completed. Then I would score the tasks 1 through 3. One (1) would be the tasks that needed to be completed and three (3) would be the tasks that I wanted to complete but were okay to move to another day if I could not get to them. I find that organizing my day helps keep focus on what is important.

First respond to calls set a time to do so then reply to emails setting a time limit so one can manage both things then work on the task given it will get done before the deadline things workout better.

-Prioritize - Prioritize - Prioritize - Be organized and prioritize whats important, and follow up on emails and always comminicate!

Prioritisation and communication are key. I'm also a big fan of To Do lists to keep me organised! If you are extra overwhelmed just take 5 minutes away from your desk. Go for a walk around the block or chat to someone at the water cooler about something other than work. This relaxes me just enough that I feel I can come back and tackle my objectives.

List the work/ tasks according to priority and deadline. Then divide your time accordingly too...but do not forget to deliver quality work.

When U have A lot of Pressure Stay Calm and walk for 5 mintes to think about wht's inmportant and Than u can easily reduced stress of work also called stress managment...

First, Phone calls are fast to respond to hence they will always be handled first especially in customer service/administration/ clerical work environments,second - phone calls directly indicates a need to communicate urgently . Emails give an ample amount of time to respond , it is a natural occurrence for personal to communicate through email when they do not expect a quick response. It is important to be professionally proactive in classifying emails as some may require a response within 5 minutes while others within an hour.

I use my email tools to flag and sort emails and decide a due date if one isn't stated in the email and also write notes for myself.

It is very important to understand the impact of each task before decide which one will be prioritized. I always like to use a 'to do list' to have clear to me what still pending to be done. I also block some time in my agenda for admin errands, and make them at this time, with no external disturbance. And don't forget, if you are not able to finish, communicate with the related person or ask for assistance. It helps to manage expectations and minimize impacts.

Sort tasks by what needs attention first, set specific times for emails and calls, use tools to stay organized, group similar tasks, and make sure to take breaks to keep things chill and avoid burnout.

In my experience, it is incredibly important to use the right tools as you respond to emails and phone calls. On a basic level, this helps you track where you are in your workload. Ideally, you should also take notes about your calls, such as reminders about following up on a conversation. You can also add information about the date or conversation so that you can easily remember the phone call if you need to in the future.

OneNote can be a valuable tool when tracking any project, particularly one as fluid as calls and emails. I keep the app open on my desktop all the time, and can quickly tab over to record calls, to-do items, and other trackable tasks during the day. Be sure to pause during your day to review your notes and make certain you are following up as needed, or creating future tasks to avoid things slipping through the cracks.

I believe a lot of this goes hand-in-hand with knowing how you work and what tools are available to support keeping yourself organized. Each tool and method will have their pros and cons, so knowing this can potentially help someone improve of they're looking to do so. For example, many choose to keep track of things with pen and paper. Often times, that means using a notebook of some sort or having sheets of paper organized in a file. Others who are more tech-savy take these same principles and apply it to a technology like a smartphone app or a computer-based data application like Excel, OneNote or Notion (entirely web-based). In sum, don't be afraid to try new things that could potentially help with keeping track of your work.

Voice mails are very helpful. Flagging emails that do not require immediate attention could help track tasks for 24 or 48hrs. To do lists help create and manage time. Dedicating a certain bandwith for answering emails is helpful. Creating quick responses like ‘I will respond within 24hrs’ is helpful too.

To organize my emails, flags and tags are a very effective method for me. I use Microsoft's new Outlook, but the old one is exactly the same. Several times a day, quickly scanning all incoming mails and assigning a flag to those that require an action or response, help me filter the important ones. Then I set a deadline eg. today or next week so I can prioritize the urgent first. Combining these tools with Microsoft To Do, you can then track the pending jobs or you can add steps to them eg. call X for clarification etc. I also use tags to categorize them eg. using red color I tag my manager's emails and other colours to indicate the sender or the action required. So using all these together can provide a very organized way of working.??

1. Task switching eats time. Batch similar activities when you can. Dedicate half an hour to responding to emails or handling phone calls, not both. Work in order of priority. 2. Keep moving. If you're waiting for input from someone else, work on a different task while you wait to maximize your time. If you need to, set a reminder to revisit the original task at an appropriate time.

One thing I have found helpful in keeping organized, is to label/tag/categorized each email. Every hour on the dot, for 5 minutes I quickly scan through my unread emails, tag and pin them to my TO DO LIST. Here are a few examples of tags I use: Invoice to Process, Purchase Requisition Request, Timesheets to Action, Follow Up Action Required, Senior Management Request, etc. Each day I dedicate 2 full hours to addressing all emails. When I commence this task, I have already established all emails that requires urgent attention before the day is finished and it is also easier to pick up where I left off for the next day. When I am fully engaged in completing a task, it is more fulfilling when I am able to achieve completion.

May I add: 1. Limit Distractions: We need to minimize distractions. During designated work periods, we must silence notifications, closing unnecessary browser tabs, specially social media. I often set aside and put my mobile phone on silent mode. 2. Take a Break: we must remember that in order to stay focused, we must take regular breaks. To help reduce stress and improve productivity, we must step away from the phone and emails even for a short period of time.

To manage time effectively across roles and time zones, integrate strategic planning with boundary setting. Align your work schedule with the overlapping hours of different regions for collaborative tasks, and designate specific times for independent work. Utilize role-based time blocks and digital calendars to organize and prioritize your responsibilities. Set realistic deadlines with buffer times to manage unexpected delays. Implement clear communication protocols about your availability and use technology to automate reminders. Crucially, make handwritten notes for managing calls and emails to ensure no detail is forgotten, addressing a significant part of your management strategy.