Interruptions are part and parcel of having an office. The key is to accept the uncontrollable and control what you can.

Interruptions include the telephone, colleagues popping in for a chat, demands from co-workers and managers, meetings, socialising and even frequent requests for charitable donations. Interruptions rob you of time, distract your attention and make you lose focus. All this may lead to irritation, not being able to meet deadlines and a decrease in productivity. So, what can you do about it?

Keep interruptions short

    • Get the message across, at the outset, that you are really busy
    • Tell the caller/visitor about your most important priority
    • Keep a pen or pencil in your hand
    • When someone drops in, stay standing. If they sit down either stay standing or sit on your desk
    • Meet at an impersonal venue or the other person’s office so you can leave when you want to
    • Do not use interruptions as excuses to procrastinate
    • To keep the interruption short, say something like “Could we continue this when I’m not so overloaded?” or “Let’s sleep on it – OK? I won’t take any more of your time now”
    • Glance at the clock a few times. Mention your next appointment. Stand up. Hold out your hand. Ease the visitor toward the door and say something like “Well, that does it!”

Prevent interruptions

    • Keep your office setting business-like and keep regular office hours
    • Keep your office door closed when you have important tasks to complete
    • Don’t have spare chairs in your office
    • Have a clock in a prominent place
    • Have a “Do not disturb” sign that you can put on your door – preferably a humorous one!
    • Remove yourself by going to work in a meeting room or the library, or anywhere that you can work uninterrupted
    • Tell friends and family ahead of time what you will be doing and discourage them from contacting you during office hours
    • Schedule “no appointment days” or set aside a portion of the day for no appointments
    • Politely accept only clients who have made appointments. Clients are usually willing to comply and respect you all the more for acting professionally
    • Check your email two or three times a day and not every time a new message comes in
    • Use your voice mail to screen telephone calls. Attend to the calls you have to immediately and the others when you have the time
    • Pre-empt interruptions by holding routine meetings with people that you work with. They will save up their issues and discussion points when they know that they can rely on your attention during these meetings.

 

Sources
Kroon, J. (ed.) Algemene bestuur. Kagiso tersiêr. 1996
http://www.mindtools.com/