At a suitable point during the day, the Manager would be well advised to gather all relevant documents, letters and papers together.
He or she could then take the phone calls together, one after the other and make any necessary notes after each call.
Being available for routine matters, at a particular time and days in the week, for people to contact him or her is helpful.
A Secretary may collect all the letters to be signed together and present them in a batch, a practice well established.
Correspondence may be organised on its arrival into various groupings, as follows:-
- Urgent or immediate
- Interesting and needs consideration
- Long term
- For Filing
Having attended to these matters, planning each day in advance can then begin to become a reality, with time set aside for appointments, paperwork and rationalisation, answering correspondence and what ever other requirements is made of one's time.