interruptions posts
Managing interruptions at the executive level can be incredibly difficult. Check out these posts about interruptions and ways you can deflect them to improve productivity, satisfaction and results every day.
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Manage Multitasking & Interruptions for Increased Productivity
September 03rd, 2009
Managing workplace interruptions can be done effectively when leaders, managers and executives have the courage to assert themselves by articulating clear boundaries and communicating them to their co-workers. Clear boundaries establish personal and professional work parameters so that individuals can focus on priorities and get results.
Recently a client asked me how to manage multiple interruptions at work.
Sue, the Vice-President of Marketing & Communications spent the first 2 hours of her morning in a meeting, drinking coffee, and plenty of water (can you see where this is going?). When the meeting ended all she could think about was getting to the washroom. Opening the boardroom door, she noticed her direct report.
Without even a “Hi” or “How are you” the report chimed “Did you get my email?”
Sue looked at her and immediately responded – “Just a sec”.
She continued to race to the washroom door, all the while, sensing her direct report was still following directly behind. Approaching the washroom door, and getting closer to her own office – she hears her desktop phone ringing. Her mind floods with reminders of the chaos of emails she left behind prior to the meeting. As she reaches for the handle of the washroom door, she feels the vibration of her PDA…
Can you imagine the sense of overwhelm that Sue must be feeling? I can. Leaders, managers and executives are challenged with multi-tasking each day.
Sue could have been more effective by asserting herself:
- In the moment the direct report said – “Did you get my email?” Sue could have kicked into the depth of her self awareness – sensing the feeling of overwhelm and chaos to set a clear boundary.
Simple solution: “give me 20 minutes”, not 2 secs but 20 minutes.
Why does she need 20 minutes?
Because, it is not possible to be effective in the midst of overwhelm. As a leader, it is Sue’s responsibility to manage herself effectively so that she can guide her direct reports to increase productivity and ensure team results. Sue needed to give herself 20 minutes. Get back to her office, read the direct reports email, ‘land’ after her first meeting and get ready for the second.
Leaders, managers and executives need to become more aware of how they get knocked off course with multi-tasking and other workplace interruptions. Use the skill of setting clear personal and professional boundaries to be more productive.
Are you willing to share your lastest story of how multitasking has thrown you off track? Please enter your story in the comment section – let’s learn from one another.
Enjoy the Power of Full Engagement by Setting Priorities
August 27th, 2009
One of my absolute favourite books is The Power of Full Engagement by Jim Loehr and Tony Schwartz. In it, they cite a study in which a group of women committed to do a breast self-exam for 30 days.
One group of women said where and when they were going to do the exam, and 100% of those women actually did it. Among those who didn’t say where and when, only 53% completed it.
We can apply this same concept to daily planning & priority-setting. By defining “where and when,” you greatly improve your probability of success. You’ll be much more aware of what those priorities are, and it will be easier to manage your time, eliminate non-urgent activities, and create the momentum you need.
If you and your team are trying to gain more control of your time, here are three steps to stay on track throughout the day.
- Plan (7 minutes): Each morning, decide your top 2 “must do’s” today and write them down
- Realign (60 seconds each hour): Set an alarm to ring every hour and ask yourself, “Did I spend my last 60 minutes on my priority?” If “yes,” congratulate yourself and keep on it. If “no,” refocus.
- Reflect (3 minutes at the end of the day): Evaluate your performance. What did you do well? What happened to distract you? And how can you improve tomorrow?
Remember, if you avoid setting priorities, your time will eroded away. The key is focus, and writing down your priorities can make a tremendous difference.
How to Manage Interruptions By Being Clear on Priorities
August 25th, 2009
Managing interruptions and staying on top of daily multi-tasking each day is critical to being effective in business today. When business leaders discipline themselves to set clear priorities and communicate “norms for engagement” with co-workers productivity and results soar while overwhelm begins to decrease.
I recently had to find a new doctor. After I filled in the initial visit paper work, the receptionist handed me a document titled “Doctor’s Rules and Regulations” (norms for engagement). It clearly outlined the Dr. had only 10 minutes for each appointment. It directed me to bring one issue to the table at each doctor’s appointment. If I had two issues, I needed to make sure that I presented both within the 10 minute parameter.
The document then illustrated a time calculation: if each patient was one minute late multiplied by 45 patients per day equals the last patient waits an additional 45 minutes. He had clearly identified his priorities and this was his effort to communicate them to me.
Although my experience with the doctor was a little harsh, I recognized that he was clearly outlining his norms of engagement in my best interest. Think about it — one day I might be that last patient myself.
If you want to be more effective and manage your interruptions with increased ease, it is really important to sit down at the beginning of the day to consider your priorities. Whether it takes 5 minutes or 20 minutes – it is probably the most important time in your day
- to get clear on what you need to do,
- to be responsible for performance and results, and
- to clearly articulate your own norms of engagement to the people with whom you work.
That’s exactly what the doctor had done. He had clearly outlined his expectations of how I would prepare for the meeting, his expectations of how I would bring issues to the table. With this he clearly articulated our ‘norms of engagement’.
Take some time to identify what your priorities are for the day and to communicate them. Articulate your priorities clearly to others to establish “norms for engagement”.
