Interruptions and Distractions
Lisa J. Downs
American Society for Training & Development
Common Distractions
People stopping by to visit Phone calls Email (pop-up notification boxes) Office parties/events Hunger Fatigue Anxiety or stress
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Preventing Interruptions
Isolate yourself—close the door, put up a sign, or work in a conference room. If possible, work remotely. Don’t feel obligated to keep an “open door.” Open door does not equal “always available”; it means open communication. Inform others of your workflow and availability.
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Preventing Interruptions (Cont’d.)
If you have an assistant, establish guidelines of when interruptions are OK Change the location of your desk, if possible, if it faces office traffic. Move any materials or files used by others to another area, if possible. Block off time for work on priorities.
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Tips for “Walk-Ins”
When someone asks for your time, suggest a specific time later in the day. If it is urgent (to them), ask how many minutes they need and stick to it. Stand up; it prevents someone from getting comfortable. Place items on visitors’ chairs or remove the chairs altogether.
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Tips for “Walk-Ins” (Cont’d.)
Ask direct reports to save up a list of items for discussion and deal with them at an appointed time. If telling stories, ask the person to sum up what they need from you. If asking for help, ask the person what solution they propose.
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Handling Distractions
Use a reminder that you will see: “Is What I’m Doing Right Now Aligned With My Goals?” Send calls to voicemail when needed. Turn off the pop-up box for email notification or minimize email window. Clear your desk of unnecessary items.
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Handling Distractions (Cont’d.)
If in a cubicle, use headphones, if allowed, to block out noise. Hang a “do not disturb” sign and/or notify co-workers of when you need to focus. Avoid unnecessary meetings and attending noncritical office events. Coach direct reports, but don’t assume their problems.
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Saying “No”
Stick to your plan. When someone persists, repeat your position in a slightly different way. Be sure to understand what’s asked of you before responding. Remember, you have a right to say “no.” Be polite, but firm.
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Saying “No” to Your Boss
Remind your supervisor of other projects you have; ask for help with prioritizing. Point out that although you might be able to do everything, it may not be up to usual standards. Provide suggestions or alternatives to solve the problem or issue.
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