Oct 6, 2008
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How to Handle Interruptions -The Dreaded Monster of Time Management
Interruptions are the monster of time management.
How many times have you been sitting at your desk trying to get your work done and in pops someone to talk? They’re not talking about anything major or important. It’s just idle chit chat. So, you chat, you get them on their way and then the phone rings. You stop and take time to handle the call, which is also not that important. This happens so often that your work just gets further and further behind. If it weren’t for these constant interruptions you might actually get something done.
It is true communication is important. But these kind of communications can hinder your work and can easily get you off track -unless you know how to handle them.
Handling Interrupters
So what do you do when someone interrupts you and you simply don’t have the time, but don’t want to say no? How about saying no with out saying no? Use a three part response instead.
- First, acknowledge and empathize with the person who interrupted you.
- Next, interject a situation statement.
- Last but not least, end with an action statement.
For example:
“Rick, I’m sure this is really important. However, I have to finish this project by 11 a.m. Can we get together at lunch and talk?”
By using this kind of response you are telling the person that you want to hear what they have to say but just at a later time. You’re validating how they feel and letting them know that what they have to say is important. But you’ve moved it to a time that is better for you. You’ve said no with saying no and have regained control of your time.
The Chronic Interrupter
Then, there is the person who is not that easy to handle: The chronic interrupter. You know the one who “always” drops by or calls. They have no reason to interrupt other than to kill some time so they pick you to interrupt. With these type of people you have to take a more aggressive approach to gaining control of your time, while still being professional. For example, when this person asks if you have some time respond with something like:
“Actually I am right in the middle of something, can I call you back later?” Or you can try:
“Can this wait? I have to get this project done right away?”
In both cases you are very direct in telling them that you don’t have the time. You need to be direct to gain control of your time.
Some tactics for these situations:
- Talk to them outside of your office. By inviting them into your office you’re allowing them to come into your space and sit down for a gab fest. Standing outside your office says “I want to hear what you have to say but I also have to get back to work. So make it quick.”
- Be Direct. If you have that chronic interrupter, don’t feel that you have to entertain them. Be civil but also be direct in stating you have things to do. Again, set up a time to talk with them at a later time but nip the constant interruptions right away.
Constant interruptions can be a major headache and impede your productivity. Be proactive in handling interruptions. Remember it is your time and it is up to you to control it.
Good thoughts. My problem is that they usually stop by to talk about things that are important, but they are interruptions none the less. While it may seem rude, if it is just idle chit chat, after giving the person some attention and my honest answer or promise to get back to them, I usually just turn back to the computer and begin working and they get the idea. After all, they interrupted me, so I give them a few minutes and then get straight back to work.
John
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Interruptions are definitely the bane of any workers. I’ve stumbled upon this post when doing a follow-up to my blog posting similar to your topic where I put in 3 additional tips to avoid these time-wasters: http://www.managears.com/98/3-tips-to-avoid-time-wasters