Once you have your phone, pens, and message book in place, you can also create a system for following up on your phone calls. Perhaps it is at a specific time of day that you return calls: after accomplishing your top 5 things to do, when you know that it would be likely that you would be able to leave a voicemail for them, or when you have time in the car to call rather than waste precious time at your desk. Depending on the nature of the call, you need to decide when is the most productive time for you to return calls.

If you are returning business calls, obviously calling during business hours offers you the most likely time to get in touch with whoever called you. If you only need to reply to their message, calling at lunchtime or after hours offers you the best opportunity to just leave a voice message. Verizon offers the option of replying to a voicemail without having the other phone ring. This is a very efficient use of time when you are listening to your voicemail. It saves you from dialing them, or running the risk of having them answer when you just need to leave a brief reply message.

If you have clients or patients that you want to offer reminder calls as part of your business development, you can create a paper or electronic system to track client calls. One client developed a small recipe card box with the months of the year in it. Each month was divided into 4 weeks. She would create an index card for each client and move his or her card into the time period when it was best to contact the client for follow-up.

If you use an electronic calendar, you can create reminder notes for contacting clients. This would also be part of your time management 10-minute tidy: scheduling follow-up calls.

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It is so frustrating when you get an important business call and you can’t find what you need to write on. To make your life easier, and sound more professional on the phone, always keep pens and paper near your office phone. If you use a cordless or mobile phone, have the pens and paper near the base station or charger. If you tend to use lots of sticky notes for your phone messages, which then get lost, a phone message book with duplicate pages offers a simple solution for having all phone messages in one place.

When locating the phone, pens, and message book on your desk, consider which hand you answer the phone with and which hand you write with, so that each item is within easy reach.
I am often out and about when I get my business voice-mail messages, so I also carry a small notebook and pen in my purse. That way, when I am out of my office, all of my messages get written down in one place.

If you liked this tip, download the ebook today for only $2.99: http://www.10minutetidy.com/


10 Minute Office Tidy Tip 15: Sort a Desk Drawer

November 9, 2014

Ok, you have 10 minutes, pick a desk drawer and take out what doesn’t belong there. Perhaps you have old candy or gum in your top desk drawer. Throw away pens that don’t work, highlighters that are dried out, or random keys you haven’t used in a year. If you have more than 5 pads […]

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Time Management

October 27, 2014

Whether you choose a paper or electronic calendar, it is so important to keep and maintain one calendar that incorporates both your business and personal activities. At this point, the smartphone technology has become easier to learn and use, but for those of you who still appreciate the kinesthetic anchoring of writing things down, be […]

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10 Minute Tidy Office Tip 16: Responsible Scheduling

October 20, 2014

Most disorganized, overwhelmed people I know want more balance in their lives. I believe that it is just as important to schedule time for self-care as it is to schedule all your business appointments. Remember to put both your business and personal appointments into your calendar so that you have a balance of both professional […]

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10 Minute Tidy Office Tip 17: What Can You Delegate?

October 13, 2014

How good are you at delegating? Is there someone in your office that you could ask to help you? Perhaps there is a friend or family member that could take on some of your tasks. Even if it takes you 10 minutes to think about what you can delegate to whom. This may save you […]

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10 Minute Tidy Office Tip 18: Share Your Calendar Updates

October 6, 2014

Once set up, it only takes a few minutes to share your calendar updates with people at home or at work. Families may want to sync their calendars so that appointments don’t get missed, and coworkers may need to share calendars to keep up to date on project deadlines. Ehow.com gives you step-by-step instructions on […]

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10 Minute Tidy Office Tip 19: Most Important Tasks First

September 29, 2014

This seems obvious, doesn’t it? And yet we all want to do the easiest tasks first to have a sense of accomplishment. It is so easy to develop a routine of coming into your office, checking your voice-mail and e-mail, and having that decide what you should do today. Creating the habit of deciding your […]

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10 Minute Tidy Office Tip 20: Automatic Bill Pay

September 22, 2014

Paying regular bills automatically is the ultimate time saver. Not only is it very safe and secure to do online now, it saves you on checks, stamps, and time. Depending on your monthly cash flow, you can either try to have all bills due on the same date or to group them so that they […]

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10 Minute Tidy Office Tip 21: Productive Meetings

September 15, 2014

Oh, so many meetings, so little time! Doesn’t it feel that way some days? Try to make meetings more productive whether you are leading them or participating by following these simple steps: • Decide if you really need to be there. Could you get this information later or from someone else? If you don’t need […]

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