How to Tactfully Handle & Minimize Interruptions

I doubt that we can eliminate all interruptions. However, learning to tactfully deal with and limit them is a skill we should all have up our sleeves. But is there such a thing as discretion when dealing with constant interruptions? Don't we just have to bite the bullet and catch up with our work later? Believe it or not, there is a better way.

If you've read some of my articles on OfficeArrow, you know that it's not uncommon for me to reference one article in particular, "Learning How to Say No", by Chrissy Scivique. If you haven't read it already, now is the perfect time.

Chrissy offers plenty of suggestions, but the one that struck me most was "offering alternatives". This is essentially saying "no" without saying "no". When an interruption happens and you don't have the time to deal with it then, offer to get together with the interrupter at a different time. This will suggest that you're sympathetic to the issue and will address it at a given time.

But what if it's my boss that is interrupting?

First and foremost, acknowledge your boss. If he/she is asking that you do something right away, identify what you're currently working on and ask him/her which task is of immediate importance. If you're working on a project that your boss requested be done by noon, explain your situation so they can decide which is more important. You'll want to be up front with your boss so that he/she won't assume you were late or unproductive.

Habitual Socializers

In most cases, it's going to be the habitual socializers that are interrupting your day. Learning to deal with them is a bit trickier.

First, make it known that your desk, cube or office is a work area. If a co-worker comes in to start chatting, try to keep it short and sweet. In order to remain somewhat tactful and not just plain rude when dealing with these people, drop hints by standing as soon as they walk into your office. They will likely feel uncomfortable sitting down while you're standing and it will be harder to get cozy for a long chat.

If there is one person in particular that constantly interrupts you with a social visit, it's likely you will need to have a talk with them regarding it. Sit them down and set boundaries or office hours. Explain that you will be available to them at one particular time and apologize that it can't be more. They should understand.

It's not a bad idea to have specific hours of availability for all of the staff in your office. If you need to be nose down deep in your work for a certain amount of time, it's perfectly acceptable to let your co-workers and boss know that.

To drive your point home further, I found an article that suggests physically partitioning yourself by:

• Closing your door
• Hanging a "Do Not Disturb" sign

Phone Calls and Email

You should also feel free to hold your phone calls. Phone calls and emails can be the biggest interrupters in an office setting, so don't fall prey. Learn to let them go to your voicemail or leave them in your inbox until you're at a place in your work that you can offer them the appropriate attention. If you're concerned about your boss calling, or another important call, tell them that you will be shutting yourself off from the rest of the office and to call your cell phone if anything important comes up. If you're concerned that something might need immediate attention and don't feel comfortable dealing with it later, forward your phone to a co-worker and ask her to interrupt you for anything critical. Just like setting office hours, you can also set aside certain time in the day to answer emails and phone calls that you may have missed.

Make Time for Interruptions

It's crazy to think that there won't be a fire you'll have to put out at some point in the day. You never know when a client will drop in requiring your attention either. These are things you should allow for in your workday. You can't simply act preoccupied with your work when they need something. However, setting rules for your office will help you actually schedule interruptions and help them have less of an effect on your work. If you're workload is too overwhelming to possibly squeeze in a small amount of downtime, you need to discuss the possibility of delegating tasks or hiring more help with your boss.

Minimizing interruptions is all about effective communication. To learn to tactfully avoid unnecessary interruptions you must choose your words carefully. In some cases, dropping hints will work, but it's ultimately up to you to prevent would-be offenders from keeping you from your work. If you're uncomfortable communicating with these people yourself, speak with your boss for help in doing so. It's likely that they can relate and will be happy to assist you.