How to Deal With Interrruptions At Work

Work is full of interruptions. They need to be dealt with, otherwise they can be time-wasting. Your colleagues might like a chat but you cannot afford to indulge them. This section explains how to save time by limiting interruptions and keeping the ones you have to deal with to a minimum.

How to Deal With Interrruptions At Work

1. Setting the limits

The first line of defense for dealing with interruptions is to set firm limits. People can only interrupt you if you allow them to you need to take charge of your time and make it clear that you value it. 

2. Take Control - Its your Time

The thing to remember about interruption is that unless there is an emergency, then the person who is interruption you is working to their schedule and managing time to their satisfaction, not yours. Then you can limit interruptions by making it clear that you actively welcome work related interruptions between certain times with clear implication that at other times your workspace is not to be interrupted.

3. Always ask Why

Dealing with interruptions, legitimate or otherwise, means you need to keep control of the situation. You should not let anyone interrupt you without discovering quickly what they want. So your first question should be 'What can I do for you?' If your visitor starts a long explanation cut them off with 'Can you put that in one sentence please?' If the answer is unclear or not precise, ask them to go away and return when they have clarified the problem.

4. Work according to your plan

Do not be embarrassed about making it clear that you will only deal with certain things when you wish to do so. It is your job to keep to your plan and therefore manage your time well. Have a copy of your timetable on the wall and flag the present work time in red so that visitors can see that you have a particular job on hand at that point. Another tip is to leave piles of books on any spare chairs so that it is difficult for visitors to sit down and make themselves comfortable. 

5. Just say ‘no’

Saying ‘no’ is one of the most difficult things to do but it is potentially one of the greatest time savers.First, when a colleague asks you to do something, determine how important it is to them and second, whether you really have the time to do it. If you have the time and the person asking doesn't usually abuse your good nature then agree. If, however, the person asking always asks you and not anyone else, or your time is taken up with an important project then you must say 'no'. You can say 'no' without being abrupt. 'Sorry, but I have got this project to finish urgently' or 'I'm afraid not, (the boss] has asked me to do this as a priority or even 'Sorry, not a chance, I'm snowed under.

6. Arrange a workspace to cut down time wasters

If you catch their eye, they won't pass by. Start by turning your desk so that you face away from the door when working. This makes it hard for passers-by (if you operate an open-door policy or work open-plan), or people who open your door to catch your eye. This discourages them from stopping and talking. Decide when you need uninterrupted time and put a sign on the door to make it clear that this time is inviolable unless it is an emergency. If you really cannot avoid people, try to find a quiet place like an empty office or even the park to work in.