How to reduce time thieves: interruptions

[vc_row][vc_column][vc_column_text]Interruptions belong to the most common time thieves. What is more, we cannot completely avoid them. However, we can learn to deal with them more productively.

Why interruptions undermine our productivity

Interruptions reduce our productivity because they draw us out of what we were doing and what we were concentrating on. The longer the interruptions the harder it will be to return to what we were doing. It can actually take us up to ten minutes regain our concentration completely.

Interruptions break our work rhythm and concentration which means we will take longer to complete our tasks. If we get annoyed by the interruption, the time to regain concentration increases even more. Possibly, we think why they had to bother us, why they had to interrupt us.

We might get stressed thinking that we will not have time to achieve our goals and plans. Managing to complete tasks gives us a feeling of satisfaction. But when we have the feeling that we are continuously being interrupted and do not manage to get anything done, our motivation, spirit and energy suffer.

Do you image how productive we could be without inopportune interruptions?

Did you know it takes up to 10 minutes to fully regain #concentration after an #interruption? #timethieves #interruptions #productivity Click To Tweet

Avoid the interruptions you can

We can limit interruptions to a certain extent. Do you usually have your mobile phone by your side? When some notification comes in, does the bell ring? Then you will certainly feel tempted to check what message or announcement has arrived. If you want to concentrate on your work and are not expecting an important call, rather silence your phone and leave it out of your sight.

When you need to concentrate on a project or important task for a while without distractions, I also suggest you divert the landline to voicemail or reception. In case that is not an option, deal with calls as we will see in the next point.

If you want to work with #concentration and be #productive, silence your #phone and leave it out of sight. #Timethieves #interruptions #productivity Click To Tweet

Deal with the remaining interruptions

Let us see how to take care of interruptions by people who appear at your desk or office as well as incoming calls.

Whenever possible inform those surrounding you that you need a quiet while. If you dedicate certain hours of the day to working with concentration on important issues, ideally inform your colleagues about your routine and ask them not to interrupt in that time span. In case you have an office, the best dissuasive measure is to close the door.

If you receive a call, ask if you may return it later. Write down who has called in order not to forget it. Asking them to send you an email can also be an option.

When somebody turns up at your desk, make use of your assertiveness in order to ensure respect for your work and time. I usually ask first if it is urgent. If not, I ask them to send me an email with the request.

Should this trick not do it, write the request down and ask when they need it. It is important not to forget to ask for the deadline. Our brain is programmed to pay attention to interruptions and urgencies. Therefore, temptation is big to leave what we are doing and turn to what we are requested.

However, if you want to be productive and progress with your important tasks, always assess the degree of importance and urgency in relation to the matter in hand before working on the request.

Limit #interruptions at work with #assertiveness, setting limits and ensuring #respect for your work and time. #Timethieves #productivity Click To Tweet

Have your task list at hand

Keeping a good task list helps us having a record of all outstanding issues instead of trying to remember what we need to do and have been requested. It is useful to write down the request you have been interrupted with. But in addition, it will help you remember quickly what you were working on. Also, you will be able to assess at a glance the importance of the recent request with regards to the other tasks and adapt your priorities of the day if necessary.

Use your #tasklist to write down recent #requests, assess the tasks' #importance and #urgency as well as remember quickly what you were working on before the #interruption. #Timethieves #productivity Click To Tweet

Do not do what you do not want others to do

When you come up with something, it is easy to be tempted to think “I will go and tell him/her quickly”. We get up to go and see our boss or colleagues or call them on the phone. Well, in this case the same rule of first assessing importance and urgency applies. Do not do to others what you do not want them to do to you. Therefore, do not interrupt if you do not consider it really necessary.

When you feel tempted to interrupt somebody, stop. Consider for a moment if it is really appropriate and necessary to interrupt them. Does the other person need to attend your request immediately? If not, could it be more appropriate to send an email (with a suitable and descriptive subject) explaining the request and deadline? Or maybe the request is for a person you lead and entrust with tasks regularly. If it is not urgent, could you wait for the next follow-up meeting with that person?

You do not like to be interrupted in your work? Then don't do it to others. Consider first if it is really necessary. #Timethieves #interruptions #productivity Click To Tweet

How to bear interruptions better

When working with other people, it is impossible to avoid all interruptions. Therefore, an important point to stress less is to check our attitude. If you get riled up by interruptions you will take longer to regain concentration in what you were doing. So, it is better to accept that not all interruptions can be avoided and not distress over them.

We need to be flexible. Sometimes it is necessary to adapt our goals for the day; be it because a new request is more important than what we had planned or because we were very ambitious with our plan for the day and had not taken into account possible interruptions and contingencies.

However, interruptions do not need to be directed at us to distract us. Maybe you have a hard time concentrating when colleagues talk on the phone or to each other close by. That is why it is also helpful to train our concentration skills. This will allow us to focus on our job and that environmental noises distract us less. Practicing mindfulness, playing concentration games or having hobbies like reading train our ability to focus and to get distracted less.

With which #attitude do you face #interruptions? If they #annoy or #stress you it will take you longer to regain #concentration. #timethieves #productivity Click To Tweet

How do you deal with interruptions?

As we have seen, we can deal with interruptions by avoiding some and managing others better. Being assertive and assessing our priorities is key to be productive.

Does it bother you much when you get interrupted in your work? How do you deal with those situations?

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