"Gotta Minute?" Tips for Minimizing Interruptions and Maximizing Your Time

Focus Newsletter, July 2007

It can be like getting pecked to death by a chicken… The never-ending question from your colleagues or your staff… "Gotta minute?”…“Gotta minute?”… “Gotta minute?”

 I'm sure sometimes you're thinking, "NO! I don’t have a minute! Not right now!" or

"YES! But you can't have it!" 

Well, yes… you need to address their questions, thoughts, comments, etc., etc., etc. but you also need a PLAN. A plan for the future so that you can manage these external interruptions and the information they provide a bit more effectively. It’s time to become a little less reactive and more proactive and more in control of interruptions.

It's true that interruptions will never stop altogether and it's also true that interruptions from your peers and direct reports can be a wealth of information (or entertainment) and chock full of great ideas and opportunities. Many of these interruptions can be very productive.

However, timing is everything during your work day and while too much structure can put a damper on your day, some structure is absolutely necessary for you to be productive and stay that way, so that you can freely take those interruptions without losing ground on your productivity.  You can manage the intrusions in different ways so you can actually have the time to make the most of the exchange between you and the other person.

Some of my clients have heard me say over and over that leaders (or managers, directors…) you are paid to get interrupted about 80% of the time because you are there to lead, to guide, to mentor, to serve, etc., but you must guard the other 20% with your life. Even if you have no staff, the same is true. That 20% should be yours and the more you can get for yourself, the better. Make that 20% (or more) your best and most focused quality time for getting your things done.

Here are a few tips to think about the next time your day flies by and you don’t have much to show for it due to being in the unfortunate position of being constantly interrupted. And remember that being in that position is not your fate or destiny. It is truly changeable and below I’ve offered some first steps to making these changes. These tips relate to getting and keeping the 20% you need for greater focus and productivity each day.

1.)  REMOVE YOURSELF
It may be possible to work more from home, use a conference room in the office or simply close your office door to reduce external interruptions. I work with clients who do some of these to protect their time each day. Maybe you have other tactics to protect your time in addition to these choices.

2.)  SET (or RE-SET) EXPECTATIONS
Discuss your new approach with your staff or colleagues and remember that you don’t have to fall victim to the “but we’ve always done it this way” attitude. Just because your predecessor was always accessible doesn’t mean that you have to be, too. Also remember that we’re only talking about 20% of your time each day.   Everyone can still reach you 80% of the time, so you’re not shutting people out.      You’re managing your time more effectively.

3.)  CLOSING YOUR DOOR
If you decide to close your door for uninterrupted time, let people know that unless there’s a true emergency (building is on fire, someone’s bleeding…) that you do not wish to be interrupted. Be sure to define emergency… in your own terms.

4.)  DEFINING YOUR TIME
Set a limit for your uninterrupted time and communicate to others when you will be available and unavailable. Put a note on your door, send out an email or simply tell others if you only have a few people to tell. If you take the same time each day or each week, then others will get to know your routine sooner than later.

5.)  SUPPORT
If you have administrative support, have him or her help you to reinforce or communicate to others that you are unavailable for a period of time. If they can assist the caller/visitor, then all the better. Otherwise, you are available by appointment or you can call the person back at a specified time. Be sure to tell your administrative assistant the time frame in which you will be returning calls in order for them to communicate this to the caller.

6.)   DECIDE AHEAD OF TIME whether you will be answering the phone or looking at email during your focused time. If you do not predetermine the outcomes of these decisions, you will fall victim to them every time you experience an occurrence of these interruptions.