"These technologies have certainly allowed you to expand the scope of your operations from outside the four walls of your office," says Robert Gillelan, president of G2-Group Inc. in Toronto, ON. "However, on the negative side, there has been the intrusion of these devices into meetings when they should have been turned off."

This month, consultants Gillelan and Frances McGuckin offer some tips on dealing with the barrage of calls and e-mails.

1. Stick to what you know
If your Palm Pilot never sees the light of day, while your cell phone seems permanently attached to your ear, then your needs are clear. Just because so many choices are available, you don't need them all, says Gillelan. "You almost need a utility belt for your phone, your RIM, your Palm Pilot and any other device you may use." Rely on your most often used devices for efficiency and eliminate wasting time on gadgets you have to re-learn every time you use them.

2. Try discretion
If people can find you anywhere and everywhere, they will take advantage of that, warns Gillelan. As a small business owner just starting out, you may give out all your phone numbers and e-mail addresses to everyone you meet in your eagerness to build a customer base. Reserve some contact points for tried and true customers.

3. Get organized
After you choose the communication devices that work best for you, the next step is learning to manage all your messages and requests. For McGuckin, the best way to get organized is to log each call or e-mail and set a deadline for your reply.

4. Prioritize
Once you're properly organized, McGuckin suggests making a list with urgent items at the top. If you use e-mail, set up separate folders for each project. Moving down the list systematically will keep you focused on the work. As soon as you reply to a request, delete the message or e-mail so the seemingly endless stream doesn't overwhelm you.

5. Lose or forget
Despite our best intentions, e-mails, phone calls, and faxes can get lost or forgotten. If you're sending e-mails and waiting days for some kind of response, you could lose ground and fall back into old habits. The way to avoid this, says McGuckin, is with a timely phone call to ensure the communication was received.

6. What customers want
Just because you pick up new technologies easily, your customers may not be online or connected the way you are. If you find customers prefer to deal with you by phone or even regular mail, adapt to their needs, says Gillelan.

7. Service excellence
"Put the personal touch back into your business by answering voicemails and e-mails promptly," says McGuckin. Call people back when you say you will. If you're going to be away, leave a message on your machine or via e-mail stating when you will return. Addressing your customers' needs in a personal and prompt way could give you a competitive edge.

8. Resist the urge
Many people want to check e-mail and phone messages all day every day. This compulsion can cause you to lose focus, waste time, and get sidetracked, says McGuckin. Designate a particular time of day for when you will check for new messages. Depending on the quantity of messages, check-in times could be throughout the day or only in the morning and the evening. At the end of each day, McGuckin recommends reviewing and rewriting a priority list to keep you organized and focused in the morning.

9. No junk mail
Just as you are busy and inundated with e-mails and phone calls, so are other people. Don't send spam mail. Each letter or e-mail you send should be personalized and have a purpose, says McGuckin.

10. Take a breather
It's a major faux pas, says Gillelan, to answer a cell phone call when you are in a meeting with another client. This rule also works in your personal life. Your work will always be there, waiting for you, so find the time to shut things down at the end of the day.

"The reality is that very few messages are so absolutely vital that they have to get answered right then."