What do you do when suddenly a colleague walks into your office and kindly but firmly asks you for help? You were just concentrated on working on an important report and you have to do 2 urgent calls. Do you drop every task at hand to run to run to the rescue of your colleague? Or will you say that you're in the middle of something urgent and import and ask to come back later?
How to deal effectively with interruptions
What do you do when suddenly a colleague walks into your office and kindly but firmly asks you for help? You were just concentrated on working on an important report and you have to do 2 urgent calls. Do you drop every task at hand to run to run to the rescue of your colleague? Or will you say that you're in the middle of something urgent and import and ask to come back later?
Fact is, these interruptions cost much time and energy and they keep you from doing the important task that improve your life and career. A simple numerical example makes things clear:
• Suppose you get 10 interruptions on an average day
• And suppose any interruption lasts 7 min.
• Add to that another 5 min of extra time you spend to get back focused on your work. This is 12 minutes per interruption.
• 10 x 12 minutes = 120 minutes
This will cost you 2 hours per day!
Interruptions are part of of life, but they should not determine your work day.
The key is to be prepared and not to respond to every interruption. Make sure you have prepared a standard response when someone asks if you have a minute.
Here are some tips to gain more control over these interruptions.
1. Plan time for important tasks
Plan time slots in which you do not want to be disturbed. Put these moments in your diary. Mark them as a meeting so that colleagues see that you're not available. Put your phone on voicemail (or switch it off) and close your email client. If you have the opportunity, then effectively set up your work space in a meeting room or in a place where you can work undisturbed. If you have your own office you can close the door. This will help you to work undisturbed and concentrated at important tasks.
2. Ask if there are alternatives
Sometimes colleagues ask you to do things that someone else can handle perfectly. So ask yourself whether you are the right person for this question. You do not have to say no immediately, but you can suggest that another colleague might be better placed to do it. Another possibility is for the jammer to ask if he wants to put his request on mail. So you can continue your work and handle the mail later when it suits you better.
3. Discourage toxic colleagues
You know this situations: a colleague comes in and starts telling the story of here life. Sometimes it is difficult or even rude to interrupt, but you have a deadline to meet. A good tip is to stand up or to go sit on the edge of your desk to make a barrier and discourage the interfering colleague to stay. If that fails, walk quietly while listening friendly towards toilets. Your colleague will no doubt understand that your message is more urgent than hers!
4. Practice a few exit phrases
Have a few handy phrases handy to respond to non-urgent interruptions and requests.
For example:
I'm in the middle of something urgent right now, we can talk about this later this afternoon? Or can I call you back later?
I would love to help you today ... but I really do not have the time. I'm on a deadline.
Shall we make an appointment for [....] so we can discuss this better?
A combination of these phrases is also possible.
5. Interruptions will happen
Keep in mind to reserve at least 20% of your time for daily interruptions and unforeseen issues. It may seem a lot but it will give you more peace to get your work done with less stress.
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