Managing phone calls when working part time

Do you want to create a perception of being available full time whilst working part time? Here are a few tips on managing phone calls and emails that have served me well along the way.

At some point in your soloist journey, you may want to create a perception to your market of being full-time, whilst only working part time. For most of us, this perception of availability is important as it’s linked to feeling credible and legitimate as a business.

I have been in this phase twice during my personal journey.

The first time was during the start up phase, when I held down a four day a week normal job whilst building my coaching business.

Secondly (and currently), following the birth of my first child I chose to take six months maternity leave from clients and then only return two days a week.

One of the challenges has been keeping on top of and managing phone calls and emails when working part-time, while still create the perception that I’m a full-time business.

Here’s what I do.

Managing phone calls

1. If an unknown number calls your mobile when you are home with children, let it go to message bank, although try and answer the call later that same day.

2. Structure times that you can return calls in peace and quiet. If you still have your “office job” this might be at lunchtime. If you have children it might be during their sleep time. Or respond via email instead.

3. Consider a Virtual Phone Number - this can be especially helpful if you work from home and don’t want children picking up a business-related call. A virtual number can be as simple as a voicemail that then sends an audio file to your computer. Or you can have a service where a person will answer the calls for you.

4. Set realistic yet professional standards for returning calls. Your voicemail might let a caller know that you are currently unavailable however you will return their call within 24 hours. That will reduce the pressure you feel to call back straight away whilst making the caller feel they will be taken care of.

Managing emails

1. I never let business emails leave my inbox after 7pm or on weekends. I don’t want my clients to think I am always available and I want to project an image of a business that operates in business hours. Does this mean I never check emails after 7pm or on the weekend? No … but what I do is draft all my replies, save them in my draft folder, and then hit send the following morning.

2. Block out set times to respond to emails as you will be more efficient working in a block of time instead of constantly jumping in and out.

3. Consider having an auto-responder that will outline what response time will be to emails – 12 hours, 24 hours, 48 hours … the number doesn’t really matter. The important factor is creating expectations for the people emailing you that you can easily meet.

Only being available part-time as a soloist can definitely feel like a juggling act. The clearer you can be with yourself about standards and processes, the easier it will be.

Do you have any tips on mamaging phone calls and emails when working part time? Post them via a comment.

Linda Anderson is a Certified Professional Coach dedicated to helping people live bold and rewarding lives. Linda has an energetic and direct style of coaching which suits people who like to be challenged.

22 Jul 09

Print this item

11 comments | Add your own 1 2 | Next» View all»

Usefull Tips Linda.I myself feel the pressure of answering phone calls and replying emails all the time.Although I dnt like missing phone calls during Business Hours but at times its unavoidable.
Tips which I use.
1)Forwarding All Emails (info,sales,your personal) in just one account makes my life easier.I recently started using gmail labels and tasks.
2)I have also used call forward facility by Telstra on my Business LAND LINE so that its gets forwarded on my Mobile.(so that no one else picks it up when I am outside) Viv from Sydney
Great advice Linda.
I think a lot of people struggle with this. I don't like to miss a phone call, however sometimes it is unavoidable.
I think if you respond within a couple of hours it is fine, depending on the nature of the call. However in my business, most of my phone calls are of urgency!
As you mentioned, there are services that can send all your vmail messages and even faxes to your email inbox in a file.
This means if you're out and about with children or with clients, you can quickly listen to the message on your iPhone or Crackberry and action it immediately with a quick and polite email letting the client know that you have received their message and will respond as soon as possible.
Perhaps this email could be set up as a template and therefore requires little effort to send it through. Then follow up later on, when you can. Bronwen OBrien from Australia
Thanks Linda, good advice.
I like the e-mail idea, I think I will try that one.
I am often away from phone coverage or cannot use a phone in my other job so I subscribe to an answer service that e-mails me with caller details. From there I can respond almost as quickly as if I had taken the call. Daniel McNaughton from Hervey Bay Qld
Can anyone recommend a reasonably priced service offering - a virtual number that can be as simple as a voicemail that then sends an audio file to your computer - for people based in Brisbane? Heather Smith from CAMP HILL, Brisbane, QLD | Read my articles
Heather - I use www.mbox.com.au and find very good and economical. Also useful for a virtual fax number that sends PDF files to you ... you can also send faxes online Linda Anderson from Sydney, Australia | Read my articles
Another, and the one I use is www.officehq.com.au. Daniel McNaughton from Hervey Bay Qld

11 comments | Add your own 1 2 | Next» View all»

Add Your comments

Preview comment

Name

Website *

Town / city and country

Email (never sold, displayed or given away)

* This will link your name to your site. So please avoid self promotion elsewhere! We delete spam, disrespectful or off-topic comments.