Your CEO is worried that excessive productivity is being lost when employees call each other and end up directed to voicemail. He is asking if there’s a way to address this issue. What do you recommend?

To address the concern of the CEO regarding productivity loss due to employees frequently reaching voicemail, several strategies can be implemented:

1. Establish Clear Communication Guidelines: Create a company policy where employees are encouraged to check schedules and availability before calling. Using shared calendars can help with this.

2. Implement Collaboration Tools: Introduce an instant messaging system or collaboration platform such as Slack, Microsoft Teams, or Google Chat. These tools allow employees to see who is online and available for a quick chat, reducing the chances of calls going to voicemail.

3. Enhanced Voicemail System: Upgrade the existing voicemail system to transcribe messages to text or email. This allows recipients to quickly understand the content without having to listen to the entire message.

4. Scheduled Call Times: Encourage teams to schedule dedicated times for calls or check-ins. This ensures that everyone is prepared and available for communication, minimizing missed calls.

5. Presence Information: Use a phone system that includes presence information, showing when employees are on a call, in a meeting, or available, thus avoiding calls during busy times.

6. Training: Educate employees on effective communication practices such as when to call vs. when to send an email or message, and how to properly leave detailed and actionable voicemail messages.

By implementing these practices, the company can significantly reduce the time employees waste reaching voicemail and enhance overall productivity.