How to get better at phone-based conversation?

I am really struggling with my Japanese language phone-skills. I don't know if I'm just stupid, or what is going on.

I've lived in Japan for about 7 years, have a Japanese spouse and work at a Japanese company, but in certain contexts I still have issues remembering information in Japanese. In particular, when taking phone calls at my company, I immediately become lost upon hearing the caller's greeting of 'I'm so and so from so and so and so company in so and so-town'. I find myself stumbling over myself trying to write down and remember the initial information that by the time the caller is moving on to more pertinent information, I'm already playing catch-up.

It's not so much a manners issue, it's more of a information absorption problem when speaking on the phone.

In daily face-to-face conversation I dont really have any problems, because I can ask for clarification in immediately. However I'm starting to feel like I'm a burden to my coworkers and people around me by not being able to do these basic tasks as well as a native-speaker might. It's really weighing on me and I feel depressed and useless.

Am I overreacting? Is this common? Is there anyone who's had similar difficulties speaking / remembering info on the phone?

by Main-Surprise7770

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