7 Tips To Reduce Interruptions

1. Set times
   
   Plan set times in your day and ensure that those around you know them. If people need to see you, they should not simply "drop in".  Encourage co-workers (and even your staff) to book time with you - not to just drop in as they feel like it. Book them all in a block. That way, they know they have limited time and the next one is waiting.
   
   Another trick is to book this time just before lunch or just before finishing time - most visitors will keep it quick to avoid cutting into their own personal time.
   
   
2. Comfort
   
   Whilst it's good to have a comfortable chair for your clients, this is not a good idea to have in your office. If room allows, have a boardroom where you meet clients and in your office avoid the comfy chair - so as not encourage the "stay arounds". This also has a dual affect; you won't be interrupted by your own phones from the office.
   
   
3. Email
   
   Turn off the sound on your emails "inward alert" so it's silent. It takes extreme discipline to not check your email the second you hear that "beep". Again, allocate your time so as to address emails in a group - finish the task you are on and then hit the emails at once; perhaps once an hour or so.
   
   
4. Turn off the mobile
   
   Good business etiquette says you turn off your mobile phone when you are in a meeting, however I am amazed at how many business people don't follow this practice. A meeting cannot be successful if you are constantly excusing yourself to answer your mobile - and it really does send a message to the other person that you don't think their time is of value. So, now I often pull out my mobile and turn if off in front of the person I'm meeting, saying something like "I'm just turning this off so we don't get any interruptions". Most people get the hint and follow suit.
   
   
5. Batch
   
   If you have staff, encourage them to see you in batches. For example a junior may need help. Rather than seeing you 15 times in a single day with queries, have them hold on to them all and see you once as a batch - spend 5 minutes with you and then get back to it. All staff - junior and senior - should be taught the concept of "batching" to avoid multiple interruptions. 
   
   Alternatively, encourage staff to query things with you via email - even if they work in the same room as you - I've found it does work out quicker for the simple stuff.
   
   
6. Personal music players
   
   In some circumstances - especially open plan offices, it's actually beneficial to allow staff to use an MP3 player or similar. By having the earphones in, this avoids the background noise and random interruption factor - it's like working in a private bubble. Personally, I find a snappy tune helps me to keep up the pace whilst working and I can easily avoid the "idle chatter" without appearing rude.
   
   
7. Hold the phone
   
   Have a period of your day where you don't take phone calls; aim for your most productive part of the day. If you are a morning person and at your most efficient self early in the day, advise your receptionist to tell callers you are "unavailable" until 11am. Yes, I realise this means you chance playing a game of "telephone tag" but the advantage of hitting the work hard for a couple of hours will outweigh in benefit. Just ensure your receptionist doesn't use the phrase "she's busy" as this sounds like "she's too busy for you".

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