Every day our society becomes more and more virtual, more digital.
We have less in-person conversations and more meetings over the phone
and through web conferencing. As transportation costs continue to rise,
this shift toward long-distance communication is becoming inevitable.
Unfortunately, the likelihood of switchtasking during these meetings also increases.
One of the biggest culprits of switchtasking occurs when we are talking
on the phone and working on our computer at the same time. How many
times have you heard the distant click-clack of keys through the phone?
How many times have you personally had to ask someone to repeat their
question because you were typing an email during a phone call?
Even worse, many carry the bad habits they practice in long-distance
communication into their face-to-face meetings! We experience this
daily when people interrupt our conversation to see who just called or
even check their email.
Building relationships of worth requires focusing completely on the individual, regardless of the method of communication.
Here are three suggestions to help you better focus on your conversations with others:
- Turn off your monitor.
If the conversation you are having does not require your computer then
turn off the monitor or get away from the screen. Personally, I like to
get up and pace while I have conversations on the phone. It helps me
have more energy and stay focused on the person on the phone. By
removing the computer distraction, you have less likelihood of trying
to jump through websites, answer emails, or check your calendar while
talking to someone. - Close your door.
If you’re working in an office that allows you to have a closed work
space make sure you close your door while engaged in a conversation.
This creates a physical barrier for others who may step in to interrupt
you. Then, after your conversation is finished, open up the door,
allowing other people to know you’re available to talk to them. Even
better: have a sign on your door that gives a clear expectation of what
time you will next be available. - Stay on one line.
Unfortunately, it has become culturally acceptable to interrupt your
current conversation and switch over to another phone call. Many even
interrupt a face-to-face conversation to answer their phone. Avoid
making the switch and, if possible, send new callers directly to
voicemail. The majority of these phone calls can be dealt with after
you’re finished with the current conversation. If you are expecting a
call to come in while you’re talking to someone, create that
expectation in advance so they know your conversation may need to be
cut short. Of course, if you are certain the incoming call is an
emergency then you can politely let the person know that you need to
answer it. However, this should be the exception, not the rule.