Everyday interruptions at work can be a key barrier to effective time management, patient care and your success. Because your schedule is typically full and each day has only so many hours in it, a handful of even the smallest interruptions can rob you of the time and energy you need to accomplish tasks and be able to enjoy a life outside of work.

Interruptions are expensive, costing both time and money. Studies prove it takes up to 20 minutes to regain the level of concentration needed to successfully complete complex work which was lost to an interruption. Interruptions during clinical time cause you to fall behind schedule and impact patient care. Frequent interruptions cause stress, irritability and frustration.

It’s not possible or healthy to eliminate all interruptions, but they can be reduced for better time and energy management.

Properly Train Staff Ahead of Time
Explain directions thoroughly and completely the first time. Be proactive and teach people to understand the way you like tasks done. By taking the time to train people correctly, you will virtually eliminate the need for people to interrupt you for clarification or further information regarding your requests.

Schedule Routine Meetings and “Open Door” Times
Clarify the difference between urgent and non-urgent matters. Next, advise staff to save up non-urgent matters and approach you with several things at once, such as during a scheduled staff meeting or during “open door” administration time. If your staff is confident that they’ll have access to you at defined points in the near future, they’ll learn to save up non-urgent issues until then.

Pause and Breathe
Most interruptions are not a crisis, yet it’s easy to get caught up in the urgency of the person interrupting. Take a moment to clear your head, assess the situation accurately, and respond appropriately.

Managing Uncontrollable Interruptions
Of course, there are interruptions you simply cannot control. When scheduling a more convenient time does not work, quickly set a time limit parameter in a friendly manner. Do not ask the interrupter to sit down or engage in small talk. Get right to the point, and if a solution cannot be reached within the allotted time, set a time for getting back to them. Stick to your boundaries.

Learn to Say “No”
It’s often acceptable to say “no” to requests or tasks if you are busy when someone else can handle it, if the task is not urgent, or if the task can be addressed later. When this is the case, saying “no” in a courteous and sincere way followed by a short explanation is the best course of action to take.

Track, Analyze and Control Interruptions
To effectively decrease workplace interruptions, record every one for the next 3-4 weeks. Note the date, time and duration, the level of urgency, as well as the person and the subject. By discovering patterns, you unlock the key to eliminating the interruption.

Bonus Tip:
Engaging in a short-term coaching program will provide you the tools and skills to gain control over your interruptions and energy drainers, and it will allow you to be more effective in your available time. I invite you to call me at 770-428-2334 to schedule an educational and inspiring conversation.