Make the Connection: Improve Your Communication at Work and at Home

59. Those Constant Interruptions

Chapter 59 THOSE CONSTANT INTERRUPTIONS All of us deal with interruptions in the workplace. It could be the phone ringing,“instant e-mails” that are crying out for an immediate response, colleagues walking into your office with something “really pressing,”whether a work-related item or a crisis at home. Sometimes it’s people coming in just to chat about what they did over the weekend. Here’s the problem:You go into work with a well-thought-out game plan as to what you want to accomplish that day.You have a to-do list, it’s prioritized,and you are feeling really good about the next eight hours.All of a sudden, your plan begins to crumble because of the incessant interruptions . What do you do about it? You don’t want to be rude and you want to be an accessible team player. You’ve always promoted this open door (or-cubicle) policy, but it’s just not working anymore. With this challenging workplace scenario in mind, consider some communication tips and tools to deal with interruptions: • First, accept the fact that your action plan for the day is not set in stone. It’s simply a guide to help you stay focused.Anticipate that there will be interruptions and that the plan will have to be modified. Don’t let it throw you off. Take it in stride and take a deep breath. Don’t be obsessed about accomplishing 100 percent of your to-do list. Figure out what absolutely has to be done today versus what can wait. Doing this will put you in a healthier frame of mind when the interruptions come and will improve the way you communicate with those around you. • Redefine what it means to be “rude.” Placating people by not being up front and honest about how their interruption is impacting your productivity is not doing anyone any favors. It’s unfair to you, it communicates a false message to your colleague , and it cheats your organization. As a leader, help build a communication culture that promotes candor and directness with tact. So the next time Jane comes into your office just to chat while you are up against a deadline, say something like, “Jane, I’d love to chat, but I really have to get this Jones memo 124 MAKE THE CONNECTION out by 10:00 a.m. Can we catch up later over a cup of coffee?” Your objective is to communicate to Jane that while work comes first,being social is still important.It’s all about balance. • Consider what happens if you aren’t up-front with Jane. She’s telling you about her weekend while you’re half listening and getting angry with her for keeping you from getting the Jones memo done on time. You’re saying things like “uh-ha” and doing the occasional obligatory head nodding, but there is no connection. What’s worse is the Jones memo will suffer and later on you’ll blame Jane and be angry at yourself for not handling the situation more effectively. • Let’s talk telephones. You are in the middle of composing the Jones report while the phone keeps ringing. Why not try putting your phone on “do not disturb.” The other option is to more effectively use Caller ID. Unless it is absolutely critical that you take that call right then, don’t take the call. Just get the message and call back when you are in a clearer frame of mind. • And what about electronic interruptions? E-mails constantly pouring into your mailbox. Rarely is it a matter that needs to be addressed immediately. Therefore, once again prioritize what needs to be done and don’t get caught up in the desire to always have an empty electronic in-box. As we all know, the messages will still be there tomorrow. Chapter 60 SPEAK SLOWLY, CLEARLY WHEN LEA VING A MESSAGE Acouple weeks ago, I got a telephone message from a producer at a radio station requesting an interview regarding a column I had written . The problem was, as I listened to the recording, I couldn’t make out the name of the producer. I must have played the tape ten times. The only At Work 125 ...