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. 

Feeling buried in notifications, emails, and endless to-do lists? If constant digital distractions leave you anxious and frazzled by 3 p.m., you’re not alone – 60% of Canadian employees suffer from workplace-related stress. 

While there are many causes of workplace stress, digital overload can scramble our ability to focus, make decisions, and feel in control.

Why does this happen? Our brains are wired to handle occasional stress, but ongoing interruptions trigger a survival response – fight, flight, or freeze – that shuts down the part of the brain responsible for clear thinking and problem solving.

The result: frustration, black-and-white thinking, and poor decisions.

The key isn’t working harder; it’s slowing down and using these four questions whenever overwhelm strikes:

1. What am I thinking about right now?

 Pause and check in with your thoughts. Naming them helps regain focus.

2. How do I feel?

Notice and accept your feelings without judgment. Acknowledgment diffuses anxiety’s power.

3. What else could be true?

Challenge your assumptions. Is your workload impossible, or just a lot today? Could talking to your boss help?

4. What action will I take?

Decide on one next step, even if it’s simply resting for the day and tackling the issue anew tomorrow.

Want to know if it’s working? Check if you’re clear on your next step, confident in your plan, and feeling calm. Write these four questions somewhere visible in your workspace.

Use them often. They’ll help you break the cycle of stress, regain clarity, and work with more calm and control, even as technology’s demands keep growing.

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.