This is a common habit for many people because their phone number is so familiar to them. If you need to speak directly to the person, always let them know the best time to call back so you can avoid telephone tag. Make sure there is a set time of day that your visitors and phone calls will be handled by someone else, so that you can steal that quiet time for working uninterruptedly. Consolidate desk space for the answering machine and telephone. Invest in a phone caddy.
Most people are familiar with the standard form used to record voice mail messages.
Most voice-mail message pads have a standardized order in which to record information. So now you find yourself jumping from section to section in order to capture the pertinent information. Hewlett-Packard Executive VP Administrative Assistant Information overload is caused by widespread distribution of information through easy to use distribution channels. The average office has 19 copies of each document. For most business of any size, fax is second only to the telephone as the communication method of choice.