How much time do you lose each day simply dealing with unwanted and unexpected interruptions? I refer to both unwanted and unexpected for these reasons. Some interruptions are unwelcome, for example, someone asking you to do something when you have enough to do already and when you are right in the middle of something else. Some may be unexpected yet welcome, such as when they distract you from a tedious task!
However, neither is likely to be timewise. Did you know that when someone interrupts your train of thought, it can take up to four times the length of the interruption to fully re-engage in what you were working on?
However, it is also important to recognise that some interruptions are essential, a part of your job or involve personal responsibility, such as responding to a crying child.
So what can you do to prevent, minimise or handle unwanted interruptions?
Here are practical tips for you to apply as relevant to your situation.
Five steps to manage your day
- Review/Assess
Keep a log for a day, either at work or at home, or both. Make four columns with these headings: Column 1 = TIME e.g. 8 am to 9 am. Column 2 = TASKS, the task or tasks you did, Column 3 = INTERRUPTION – what was it? Column 4 = WHO, i.e. who interrupted you, your boss, a colleague, a family member, a friend, you? Column 5 – HOW LONG the interruption lasted
Time of day | Task(s) | Interruption | Who | Length of interruption
Complete the columns at the end of each hour. You will get a clear picture of your interruptions: who and what is intruding on your time?
- Personal Quiz
When you’ve filled out your log, ask yourself these questions and note down the answers.
- – Who are your interrupters?
- – When were you the chief interrupter?
- – Which interruptions did you welcome?
- – Which interruptions were unwanted intrusions on your time or time-wasters & how much time was lost?
- Prevention
Protect your A-time as far as you can. A-time is the time your concentration and focus are at their highest and most productive. If you have a complex report to write and your best time is 10 am to 12 noon, do everything you can practically do to prevent someone intruding on it. For example, tell colleagues you will be available from 12 noon, put your phone on voice-mail with a message as to when you are available, ask someone else to take your calls or queries during the period you are unavailable.
Protect your time from unwanted conversations as far as you reasonably can. For example, if a friend calls you at work to have lengthy personal chat, explain you are unable to chat whilst you’re at work and say when you will be free. If they call you at home at an awkward time, be assertive – say politely and pleasantly you’re not free to speak and you’d be happy to call them back at a given time. Check first, of course, that it isn’t an emergency.
- Managing interrupters
When someone still walks into the room or phones you and you answer whilst you’re immersed in a vital piece of work, find a way to contain the conversation. Explain you are in the middle of something & say you can give them your full attention after 12 noon once you’ve finished the task in hand. Clarify if there is an immediate need to deal with their query (a deadline or an emergency) and otherwise offer them a later time. Some people will claim urgency when it isn’t so find out the facts.
However, there may be times when you will want to interrupt the interrupter, especially if they walk in or phone and talk in a torrent – politely intercept: “I’m going to interrupt you and ask you briefly what it is about, so that we can arrange a time to talk later. I am working to a tight deadline this morning”.
- Call to action
Here are suggested actions to manage interruptions and protect your time
- – Note one way you can stop interrupting yourself & how much time that will save
- – Note one way you can reasonably preventothers interrupting you
- – Note down what you will say to contain those interruptions that do occur
And remember….
Follow the 3 Ps: be practical; be precise; be polite.
