Oct

13

Handling Interruptions

Filed Under Time management, Working smarter not harder | Leave a Comment

Interruptions are part of life and work never ends. Those who accept these two facts have an easier time coping and don’t add to their stress.

The average person in an office is interrupted almost six times an hour, all day long. Six times an hour!

Most people I talk to feel helpless when it comes to handling interruptions. People often complain about how much longer it takes to complete a task because of getting interrupted all the time. So, what can you do to help yourself stay focused and complete your tasks?

To begin with, it’s important to know what or who interrupts you the most in the course of a day. Is your main source of interruption other people, your own working habits, or both?

If it’s other people who constantly come to you with questions, requests, or just to chat, consider how you can minimize interruptions without undermining your relationships and effectiveness at work.

  •  Schedule regular, short, meetings with your staff during which your can review the work load, check on progress, and answer questions
  • Suggest that people bunch their questions together instead of coming to you every time they have something to ask
  • Utilize email more effectively. Suggest that people email you a list of questions and promise to reply by a certain time in the day
  • Let your staff know when it’s not a good time to interrupt. Open-door policy promotes communication and it doesn’t mean that you have to be at the mercy of everyone who decides to walk through your door
  • When people come to you and it’s not a good time, let them know and give them an alternative time when they can have your undivided attention
  • Model the behavior you expect from others and don’t interrupt your staff constantly
  • Allow time for interruptions throughout your day
  • Allow time for social interaction.

If, on the other hand, your own habits, such as constantly checking email or always picking up the phone when it rings, are becoming a nuisance, try:

  • Checking your email and voice mail at specific times of the day. For example, when you first go to the office, before and after lunch, and around 3 pm
  • Schedule 5-15 minute time periods throughout your day to reply to messages. You will be amazed at how much you can accomplish in 5 minutes
  • When you email or leave a voice mail for someone else, be very specific as to why you are calling, what you want, and when you want it by
  • Discipline yourself to get back on task as soon as you are through with an interruption.

Are you facing the challenge of being constantly interrupted and how do you handle it?

Comments

Leave a Reply