Growing up, I remember the constant battle at home to use the phone. And when you did get it, you dragged the cord as far as you could to get some modicum of privacy to talk to your friends…sometimes for hours.

Today, most of us carry a phone with us at all times. So it’s ironic that we talk on it less and less. Text, email, and chat are preferred methods of communication, but in business, these aren’t always the most effective.

Sure, some blame Gen Z, COVID-19, or introversion, but the truth is, phone aversion isn’t new. Even before texting and Slack, people avoided calls.

Many team members today experience “telephonophobia” – that hesitation or anxiety around picking up the phone.  But a quick, realtime conversation can often clear up issues and get agreement faster than a flurry of DMs can.

Overcoming Telephonophobia

Phones get a bad rep as time-wasters, irrelevant, or less efficient than email and chats. These myths often stem from misunderstanding and a lack of practical phone skills. Just like any tool, the phone can solve problems much faster than threads of emails when it’s used well.

My rule of thumb: If something takes more than 3 DMs or emails, it’s time for a meeting or a phone call.

By the way, making a call to someone these days is so novel, it can actually set you apart from others. Even if you have to leave a voicemail (horrors!) it shows the person on the other side that you are indeed human.

Use the Phone as a Tool

A phone call can be quick, scheduled as needed, and used as a tool to gain clarity. On a phone call, there’s no need for a camera like a Zoom or Teams meeting, it’s just voice conversation. 

When DMs and emails are firing at a rapid pace, ask the participants to get on the phone for a chat to get agreement on next steps. 

• Strategic Scheduling: A quick text can set up a call and flag the issues to discuss, making the whole process feel more purposeful and less stressful. It also allows people to find a space where they can talk openly.

• Clear Boundaries: Be upfront about timing. For example, “I’ve got 15 minutes for this call”. Then stick to it. Polite boundaries turn phone calls into focused, time-saving interactions.

• Issue specific: Encourage team members to jot down key points or desired outcomes before making a call. This helps keep conversations on track and saves time.

Skills for Smooth Calls

• Check-In First: Start every call with, “Is now a good time?” Respect for others’ time builds better working relationships.

• Polite Interruptions: It’s okay to interrupt if someone’s going on too long. A gentle reminder about the time keeps things productive.

• Follow Up: After the call, send a recap email to document decisions and next steps, keeping everyone aligned.

The Bottom Line

Text and email are great, but they have limits. The phone isn’t obsolete; it’s an underutilized tool. 

Weekly team meetings don’t have to be the routine check-ins that everyone dreads. In fact, when done right, they can become a powerful engine for team efficiency and morale. Yet, according to a Harvard Business Review study, 71% of senior managers view meetings as unproductive and inefficient. So how can you break this cycle and make your meetings something your team actually looks forward to?

The key is to reimagine your meetings as dynamic, interactive sessions that foster engagement and collaboration. Here are five practical ways to elevate your weekly team meetings and drive real results:

1. Start with Informal Conversations

Kick things off by breaking the ice. Spend the first few minutes chatting about something unrelated to work, like a favourite TV show, a recent vacation, or weekend plans. This simple ritual helps build camaraderie, puts everyone at ease, and sets a positive tone for the rest of the meeting.

2. Share Progress and Celebrate Milestones

Give each team member a chance to share recent achievements or progress. Recognizing accomplishments – big or small – not only keeps everyone informed but also cultivates a culture of appreciation and accountability. It’s a great way to motivate your team and highlight the impact of their work.

3. Address Questions and Challenges Together

Create a safe space for team members to voice any challenges or questions they’re facing. Use this time for collaborative problem-solving and brainstorming. When people feel supported and heard, they’re more likely to contribute ideas and solutions, strengthening team cohesion.

4. Realign with Team Goals and Vision

Take a moment to revisit your team’s objectives and long-term vision. This regular reminder reinforces a shared sense of purpose and ensures everyone stays aligned with the bigger picture. It’s an effective way to keep motivation high and priorities clear.

5. Clarify Action Items and Next Steps

Wrap up your meeting by summarizing key decisions, assigning responsibilities, and setting deadlines. Clear action items and follow-ups help ensure accountability and keep everyone moving in the same direction between meetings.

By weaving these elements into your weekly routine, your team meetings can become a cornerstone of engagement, growth, and collective success. Instead of a box to check off, they’ll become a valuable opportunity for connection, collaboration, and progress.

Lead from Within

Elevate your team meetings beyond a simple agenda. Transform them into meaningful moments that drive your team forward, together.

Everyone faces pressure, but staying calm isn’t about acting tough – it’s about being mentally strong and prepared. Here’s how you can keep your cool when it matters most:

1. Forget the Tough Talk

Mental toughness isn’t about bravado or bulldozing through problems. Instead, it’s about self-awareness: understanding your emotions, strengths, and weaknesses. When you recognize and manage your feelings – especially under stress – you’re less likely to panic and more likely to respond thoughtfully.

Tip: Practice self-reflection to gain a deeper understanding of your emotional triggers and responses.

2. Prioritize Wisely

When everything feels urgent, it’s easy to get overwhelmed. Mentally tough people focus on what’s truly important right now. Use a prioritization tool like the Eisenhower Matrix to sort tasks by urgency and importance. This helps you tackle critical issues first and avoid being distracted by less important ones.

Tip: Ask yourself, “What needs my attention most right now?” and focus your energy there.

3. Plan for the Worst

Things rarely go as planned. Mentally strong leaders always have a Plan B (and sometimes a Plan C). By thinking through “what if” scenarios, you can respond calmly to surprises instead of reacting with fear or frustration.

Tip: Before a big meeting or project, consider possible setbacks and decide how you’ll handle them.

4. Work in Sprints

Our brains work best in cycles – about 90 minutes of focus followed by a short break. Pushing through without rest leads to stress and mistakes. Instead, work hard for 60–90 minutes, then take a 15–20 minute break to recharge.

Tip: Schedule your toughest tasks for your peak focus periods, and don’t skip your breaks.