Controlling Interruptions

By Maria Gracia

Excuse me. Can I waste your time for a minute? That's basically what most interruptions boil down to. Think about it. The last time someone interrupted you, was the building on fire or was some other emergency happening? Probably not. Interruptions, people and other, soak up our time like a sponge. They bar us from completing our projects and cause missed deadlines.

Avoid interruptions at all costs.

Tell people you're busy

Do you allow people to interrupt you because you're concerned about offending them? Use these kind phrases and most people will get the message that you're busy, without being insulted:

• Sorry, I'm not able to talk to you right now. Can I get back to you at noon?
• I'm on my way out the door. May I call you back tomorrow at ten, or would the afternoon be better for you?
• It's been great talking, but right now I need to complete a project. Let's pick up on this subject tomorrow or next week.

Schedule meeting times

Planners

If your business is one that requires frequent co–worker interaction, schedule specific time periods in your day for those meetings. For example, let everyone know that you're only available for one–on–one conversations between 2:00 and 4:00.

Encourage email

Encourage people to use email in the office, so you can answer questions and share ideas when it's convenient, rather than constantly being interrupted.

Know where you left off

When interrupted, jot down a small note to remind yourself where you left off. You'll get quickly back on track without wasting time.

Chairs encourage visits

Visitor chairs encourage people to stop and relax. Temporarily remove the chairs until you have a legitimate appointment.

Find a quiet room

Bring your project to a quieter spot where you're less likely to be interrupted, such as an unused office in your company, another room in your home, or the public library.

Circulate manuals

Do employees interrupt you with questions all day? That's because you don't have a system in place to handle these recurring inquiries. Create an Employee Policy Manual. Make employee checklists. Designate a few managers. Do everything you can so employees know company policies and can do their jobs independently.

Screen calls

Answering machines

Screen your telephone calls. In other words, let them all go into voicemail or your answering machine. Finish your project without any interruptions. Then simply return any calls later in the day, during your scheduled telephone hour.

Do not disturb

Keep your door closed, otherwise you're inviting interruption. Put up a DO NOT DISTURB sign.

Home office

If you have a home office, make sure your family — especially your children — understands that just because you're home, that doesn't mean you're not working. Don't give in to them, even though they may look at you with sad, irresistible faces. Send them away until you're finished with what you're working on.

Author information: Maria Gracia is the author of Finally Organized, Finally Free. For more information about organizing your office, home, or life, go to Gracia's Web site, Get Organized Now.

Back to top

The information contained in this article is only an overview of the subject matter made for general guidance to the reader, and is subject in all cases to limitations and disclaimers set forth in Staples' Legal Terms and Conditions.