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Top Ten Sources of Interruptions

Top Ten Sources of Interruptions

It’s eye-opening when you realize that many of the interruptions that occur in your day may actually be under your own control! In no particular order, here are the top ten interruptions we see most often with our clients that are affecting their productivity:

1. Phone Calls
Schedule some time to have calls screened by a support person, or if you work alone, screen calls with voice mail. Answering the phone constantly makes you reactive, not proactive! Granted, there are some jobs that make this suggestion unrealistic, but in general, protected time is productive time.

2. Unscheduled Questions and Discussions
One solution is to have a set time block each day for “open door” questions and discussions. Sometimes instant messaging can provide some relief from this issue, if it does not turn into another type of unwanted interruption itself (see #4). If these choices are not realistic, you can do your best to limit number 3…

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3. Social Chat
I am not suggesting that you have a sterile office where nobody is allowed to chat. Obviously it’s when it’s excessive that it becomes a problem. Here are some solutions:

  • Immediately stand up when someone enters your office to chat. Standing sends the nonverbal message that you have other things to do.
  • Get rid of “social magnets” in your office such as super-comfy guest chairs and candy.
  • Make sure you are not positioned so that you feel you must greet each person who walks by your door.

4. Instant Messaging
Instant messaging is a double-edged sword… it can really solve the problem of answering quick questions without starting an entire conversation in person, but obviously it can become a problem if people do not agree on some guidelines between them. Definitely set your IM status to “Away” when you need uninterrupted time to work and discuss IM behavior with your co-workers to prevent problems before they occur.

5. E-mail
Turn off the “new e-mail has arrived” notification sounds and pop-up windows. In Outlook this is under Tools>Options>Preferences tab>E-mail Options>Advanced E-mail Options (anybody know a shortcut to this setting?). Force yourself to stop pressing the Send/Receive button all day long as if you were a lab rat about to get a treat!

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6. Blackberry/Treo Devices
Strongly consider whether you need such devices in the first place—it may be just another gadget to process! I know it’s hard, but make sure you get some Blackberry-free time to do some focused work. And please be polite when you are trying to interact with other people… see David Spade’s hilarious Blackberry Intervention video:

https://youtube.com/watch?v=Al5FZPUeiCY

7. Random Thoughts
Have your To-Do list nearby and ready to write down quick thoughts and keep going. Consider using a digital voice recorder, but make sure you have a process for later putting the information into your time management system. A great workaround for this is Jott, which transcribes your thoughts into e-mail text that you can easily put into your system.

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8. Visual & Auditory Distractions
Keep your workplace uncluttered for minimum distractions and maximum productivity. Take steps to mask or eliminate distracting noise– white noise machines and desktop fountains are inexpensive and can make a huge difference.

9. Improper Use of In & Out Boxes
Keep your paper inbox cleaned out and ready so people feel comfortable leaving things for you there. Instruct those you work with to use written instructions whenever possible. Use your paper outbox to avoid getting up every few minutes to deliver things to other places, and be an example of a person who writes very clear instructions.

10. Saying YES when you should say NO
If someone asks you for help, stop and consider the request carefully before answering. Use the very effective phrase “not available” when declining a request. People tend to not question this phrase and instead will go on to the next choice.

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Lorie Marrero is a Professional Organizer and creator of The Clutter Diet, an innovative, affordable online program for home organization. Lorie’s site helps members lose “Clutter-Pounds” from their homes by providing online access to her team of organizers. Lorie writes something insanely practical every few days or so in the Clutter Diet Blog. She lives in Austin, TX, where her company has provided hands-on organizing services to clients since 2000.

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Last Updated on January 2, 2019

7 Steps For Making a New Year’s Resolution and Keeping It

7 Steps For Making a New Year’s Resolution and Keeping It

Are you keen to reinvent yourself this year? Or at least use the new year as a long overdue excuse to get rid of bad habits or pick up new ones?

Yes, it’s that time of year again. The time of year when we feel as if we have to turn over a new leaf. The time when we misguidedly imagine that the arrival of a new year will magically provide the catalyst, motivation and persistence we need to reinvent ourselves.

Traditionally, New Year’s Day is styled as the ideal time to kick start a new phase in your life and the time when you must make your all important new year’s resolution. Unfortunately, the beginning of the year is also one of the worst times to make a major change in your habits because it’s often a relatively stressful time, right in the middle of the party and vacation season.

Don’t set yourself up for failure this year by vowing to make huge changes that will be hard to keep. Instead follow these seven steps for successfully making a new year’s resolution you can stick to for good.

1. Just pick one thing

If you want to change your life or your lifestyle don’t try to change the whole thing at once. It won’t work. Instead pick one area of your life to change to begin with.

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Make it something concrete so you know exactly what change you’re planning to make. If you’re successful with the first change you can go ahead and make another change after a month or so. By making small changes one after the other, you still have the chance to be a whole new you at the end of the year and it’s a much more realistic way of doing it.

Don’t pick a New Year’s resolution that’s bound to fail either, like running a marathon if you’re 40lbs overweight and get out of breath walking upstairs. If that’s the case resolve to walk every day. When you’ve got that habit down pat you can graduate to running in short bursts, constant running by March or April and a marathon at the end of the year. What’s the one habit you most want to change?

2. Plan ahead

To ensure success you need to research the change you’re making and plan ahead so you have the resources available when you need them. Here are a few things you should do to prepare and get all the systems in place ready to make your change.

Read up on it – Go to the library and get books on the subject. Whether it’s quitting smoking, taking up running or yoga or becoming vegan there are books to help you prepare for it. Or use the Internet. If you do enough research you should even be looking forward to making the change.

Plan for success – Get everything ready so things will run smoothly. If you’re taking up running make sure you have the trainers, clothes, hat, glasses, ipod loaded with energetic sounds at the ready. Then there can be no excuses.

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3. Anticipate problems

There will be problems so make a list of what they’ll be. If you think about it, you’ll be able to anticipate problems at certain times of the day, with specific people or in special situations. Once you’ve identified the times that will probably be hard work out ways to cope with them when they inevitably crop up.

4. Pick a start date

You don’t have to make these changes on New Year’s Day. That’s the conventional wisdom, but if you truly want to make changes then pick a day when you know you’ll be well-rested, enthusiastic and surrounded by positive people. I’ll be waiting until my kids go back to school in February.

Sometimes picking a date doesn’t work. It’s better to wait until your whole mind and body are fully ready to take on the challenge. You’ll know when it is when the time comes.

5. Go for it

On the big day go for it 100%. Make a commitment and write it down on a card. You just need one short phrase you can carry in your wallet. Or keep it in your car, by your bed and on your bathroom mirror too for an extra dose of positive reinforcement.

Your commitment card will say something like:

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  • I enjoy a clean, smoke-free life.
  • I stay calm and in control even under times of stress.
  • I’m committed to learning how to run my own business.
  • I meditate daily.

6. Accept failure

If you do fail and sneak a cigarette, miss a walk or shout at the kids one morning don’t hate yourself for it. Make a note of the triggers that caused this set back and vow to learn a lesson from them.

If you know that alcohol makes you crave cigarettes and oversleep the next day cut back on it. If you know the morning rush before school makes you shout then get up earlier or prepare things the night before to make it easier on you.

Perseverance is the key to success. Try again, keep trying and you will succeed.

7. Plan rewards

Small rewards are great encouragement to keep you going during the hardest first days. After that you can probably reward yourself once a week with a magazine, a long-distance call to a supportive friend, a siesta, a trip to the movies or whatever makes you tick.

Later you can change the rewards to monthly and then at the end of the year you can pick an anniversary reward. Something that you’ll look forward to. You deserve it and you’ll have earned it.

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Whatever your plans and goals are for this year, I’d do wish you luck with them but remember, it’s your life and you make your own luck.

Decide what you want to do this year, plan how to get it and go for it. I’ll definitely be cheering you on.

Are you planning to make a New Year’s resolution? What is it and is it something you’ve tried to do before or something new?

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