Time wasters in the form of interruptions and distractions are an inherent part of working with others. Good time management requires effective teamwork so that we use our own time well while helping others use theirs to advantage. Invest some energy in analyzing how your time is used interacting with others and in discussing how to create time management solutions that benefit everyone.
Analyze the interruptions.
Note repeated instances as to who is involved, when the interruptions occur, how long they last, and what they are about.
Look for patterns among the interruptions and try to be proactive in solving the problem.
Keep the interruption brief.
Work during hours of normal break time for others.
Gently encourage visitors to get to the point quickly.
Stand up, inquire as to the reason for the visit, and remain standing while you talk.
Go to other people’s offices when they need to see you.
Cluster things together.
Use notebook, file folder, or tray to bunch various items for a single discussion.
Schedule regular meetings with key people to address routine matters.
Encourage others to set appointments with you rather than drop by.
Tame the telephone.
Plan your calls before you dial by asking yourself the following questions: Why am I calling? What do I want to say? How much time will I need for the call?
Be concise, give complete information, and avoid small talk.
Arrange telephone appointments to avoid “phone tag.”
Consider alternative ways to contact people (for example, fax, e-mail, voice mail).
Trim telephone tag.
Ask the person when is the best time to call.
If the person is unavailable, ask if someone else can help.
Leave a complete message (who you are, why you are calling, when and where you can be reached, and any information you need to obtain).
Curb socializing.
Avoid congregating in areas that cause a distraction to others.
Arrange work space to eliminate casual socializing.
Reduce surrounding noise levels.
Lower ringer volume on phones and use blinking lights instead of bells or buzzers.
Place printers, copiers, noisy equipment, and coffee machines in separate rooms.
Use white noise in the background to mask ordinary office noises.
Arrange the environment.
Arrange your furniture so that you prevent voices from carrying into your work space.
Analyze the floor plan and arrange it so that people who must interact often are placed close together.
If necessary, find a place to hide when you need quiet time or complete concentration.
Stop mental procrastination.
Don’t look for something to interrupt you in order to avoid working on a project.
Become involved in your work, and you will take less notice of the various distractions around you.