Minimize the effects of interruptions

Minimize the effects of interruptions

Dealing with office interruptions

1. Be clear as to what is more important, the task in hand or the interruption.
2. Don’t get trapped into the detail of the interruption – take control and set up a separate meeting or ask them to come back later.
3. Ask your assistant to screen visitors.
4. Train your staff to say “Is now a good time?” as they interrupt or call you.
5. Specify a set time for the interruption and keep to it (“I can give you five minutes!”).
6. Get people to submit a list of points in advance when they ask for an appointment so that your time is not wasted on irrele­vant matters.
7. Use another office for ‘thinking’ or important creative work.
8. Don’t be afraid to offend people, say “no” more often (“Sorry I have another urgent appointment”).
9. Suggest that someone else meets the visitor.
10. Remain standing up; sitting down can lead to the interruption becoming a long meeting.
11. Whilst an open door policy represents a positive attitude it should not be interpreted literally for every minute of the day.
12. Be direct and honest with time-wasters. (“I’m sorry I don’t have the time to deal with this at the moment”).