Holly Uverity CPO®, Office Organizers
Interruptions are a fact of life, whether you work in a corporate environment or out of a spare bedroom. It’s common to feel as if you are working but getting nothing done if you are always doing work on someone else’s agenda and nothing on yours. The truth is, however, that you have more control over how your day is spent than you might believe. The key is to decide to take that control back – accept what you can’t control but control what you can. If it’s necessary, handle it immediately; if it’s unnecessary, stop it or avoid it; if it’s untimely, reschedule it. Here are some strategies to get you started. You may not be able to implement all of them all of the time but utilizing just a few of them a few times will positively impact your workday.
Adjust your Attitude – Think of an interruption simply as a part of your job and try not to be irritated when it occurs. You’ll be less frustrated and more able to see the situation clearly, and therefore more able to control it.
Leave Holes in Your Day – Don’t over schedule yourself; leave about 40% of your time “open” so that when interruptions do occur, you have time enough in your day to deal with both the interruption and the work you had scheduled to do.
Set Goals to Keep You On Track – Setting goals provide focus and direction and filter out extraneous demands. As each interruption occurs, determine how it fits into your overall plan and make a decision about how to handle the interruption.
Make the Info Available – Many interruptions happen simply because people need information, so they come to you to get it. Keep track of the types of information that you are routinely asked for and make it available to those who need it.
Plan your Calls – Outgoing phone calls can also be interruptions; it’s easy to move into trivial talk if you don’t have an agenda and timeframe for the call before you pick up the phone. Begin your calls with “I only have a few minutes but I wanted to talk to you about . . . .” which will keep you on track.
Use your Voicemail – Establish times of the day when you take phone calls; send your phone to voicemail and put on a message that says that you return calls between 10 am and 2 pm each day. Your clients and co-workers will appreciate knowing when they can expect a return call and you won’t be interrupted all day by the telephone.
Get Organized – Organize your papers and projects. If your work is organized, when Joe drops in to talk to you about items on his agenda, you can also cover items on yours, thereby saving another phone call or email to him.
Rearrange Your Office – Remove guest chairs so people won’t be tempted to sit. If you have to keep the chairs, arrange them so a drop-in visitor will have to move one to sit down. (If you are expecting someone, place the chair in the appropriate spot before s/he arrives.) Situate your desk so it doesn’t face the door. People will be less likely to drop in if they can’t catch your eye as they walk past your door.
Understand what Open Door Policy Means – An Open Door Policy does not mean that your door is literally open all the time. An Open Door Policy simply means that you are accessible but you are not at the mercy of anyone who walks through the door. Be sure to create some boundaries pertaining to your “Open Door” and communicate them to your co-workers and staff.
Close Your Door – If someone knocks and asks if they can come in, tell them no and give them a time when you will be available. Ask What They Want. When someone drops in, ask what they want and how you can help them. Remember, they may be dropping in simply because they are bored or need a break. If what they need is not a priority, try to schedule another time to talk about it.
Stand Up – When someone enters your office, stand up. This is a non-verbal cue that they shouldn’t linger. If you’re trying to get the visitor to leave, simply begin walking out of your office.
Time It – Time the interruption. Let your visitor know that you’ll be happy to help but only for a certain period of time. Saying “Yes, I can do that but I only have 15 minutes” will help keep the visit short. Don’t be afraid to use an actual timer if you have to.
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Office Organizers is The Entrepreneur’s Organizer. Founded in 1993, they work with business people to create solutions to their organizational challenges. Contact them at 281.655.5022, www.OfficeOrganizers.com, or www.fb.com/OfficeOrganizers.
