Time Management: How to Minimize Interruptions
If you're like most busy executives, you know that interruptions
are a big drain on your productivity. While all interruptions
can't (and shouldn't) be prevented, here are some ways you can
minimize them and gain more control over your time.
* Identify your priorities. If there's a key project you need to
give uninterrupted time to, earmark an hour or two early in the
morning to work on it. Do it before you handle client calls,
check email, etc. Consciously creating space for your top
priorities is an excellent way to manage your time.
* Let your colleagues and subordinates know that you come in
early to office and prefer to spend the initial hour or so
(e.g., till 9:00 am) working alone on your projects. Let
everyone know you are available for meetings only after that
time.
* Where possible, create a certain amount of isolation while
you're working on something important. You might choose to close
your door, or even work inside a conference room for a short
while.
* It's a good idea to arrange your office / desk so that you
don't face the traffic or are in the midst of traffic. This
helps you concentrate better and minimize interruptions.
* If there are files or resources in your area that others
frequently access, shift them.
I knew one manager who had a photocopy machine right in front of
his desk, with only a clear glass partition in between. It was a
huge distraction for him because people were using the machine
continually. On top of that, when they see him at his desk, many
would stop by to chat as well!
You can imagine the waste of time that meant. He found it much
easier to work after he had the photocopier shifted elsewhere.
* If you have a secretary or other assistant, let him know that
no interruptions are permitted during the time you've blocked
off for key projects. Also let them know what interruptions are
ok at other times. Give them the authority to schedule meetings
for you during blocks of time you set up for the purpose.
* Where possible, tell subordinates to bunch together problems
they want to discuss with you so that you can deal with all
those issues in a single meeting. Of course, this may not always
be feasible.
* When someone asks you for a short meeting, offer to drop into
their office at a specific time. That way, you're in control of
the time. And you avoid the possibility of their dropping into
your office and spending an inordinate amount of time there.
* If they need to meet you immediately, ask them for an estimate
of how much time they need. Agree to meet them for that amount
of time. This puts them under a certain amount of pressure to
finish the meeting at the earliest. Don't try this with your
boss!
* If someone comes to your office and rambles on beyond what is
necessary, tell him that you have to go elsewhere for a meeting
right now. Or invent some other plausible reason for making an
exit.
An organization can function effectively only if there is a
significant amount of interaction among team members. So do make
sure that your attempts to gain productive time are not at the
expense of the real needs of your organization.