|
Time
Fact #11
Managers
are interrupted on an average of every 8 minutes.
|
In managing
your TIME during the office day, it is next to impossible
to prevent some job interruptions. You can, however,
minimize their length and control them. Block Out Time
There are
certain tasks: writing reports, reconciling financial
statements, taking inventory, etc. when you need to get
away where you will have quiet time to think and carry
out your work. Two hours of uninterrupted time is worth
nearly a whole day of normal activity. So, set some
time aside, have a colleague or family member cover
the phone and drop-in visitors while you beat your
deadlines. It might even be worthwhile to come to work an
hour early once a week or stay an hour later -- a
flex-time arrangement.
Close The Open Door
It is a myth that the open door increases managerial
effectiveness. You need some uninterrupted, quiet time to
get essential tasks done. It is also interesting to note
that when we see someone alone in his/her office, we
assume that person is not busy! Implement the Close
the Open Door technique in conjunction with
"Availability Hours" (see below).
Availability Hours
(enlightened open-door policy)
Supervisors
should consider setting aside specific hours each
week when any staff member is free to drop in for 5 to 10
minutes to get time sensitive questions answered. Early
morning, late afternoon, and just before and after lunch
are often utilized for this.
Screen Interruptions
(visitors and phone calls)
"Is Ms.
Craig busy?" Word your answer well and save some
time: "Yes, would you like me to interrupt her
or could she call you back?" (Make sure to get a
phone number and a good time to return the call). The
code word is "interrupt." A neighbor drops in
and your daughter says, "My mother is studying for a
test; should I interrupt her?" In each case
the caller makes the determination of how important the
call/visit is.
Use Colleague's
Office
When a staff member wants to see you, ask if
it is urgent or can it wait a few minutes. If it can
wait, indicate you will drop by your colleagues' office.
There are two advantages. You have avoided an
interruption and finished your task, and while in your
colleague's office you maintain control over your
departure. It is usually easier to excuse yourself from
someone else's office than to ask them to leave yours.
Greet Unannounced
Visitors Outside Your Office/Home
Give visitors a
friendly handshake and a warm, "Can I help
you?" Then determine immediately the reason for the
visit in order to evaluate whether you want to invite the
individual into you office/home.
Confer Standing Up
This has a way of drastically shortening meetings.
If you both sit down the visit takes on a different
commitment.
Watch For Time Traps
If you are going to be effective, you must have
uninterrupted time to get things done. Watch for time
stealers. These are individuals who ask you,
""Do you have a minute?" This can be a
lead-in for an extended conversation. Don't hesitate to
ask in return, "Can we really do it in a
minute?" or "Sure, I have a minute now, but if
it's gong to take longer, let's set up a meeting for
later today."
Home
| Previous Lesson | Proceed
to Next Lesson
|
Quick
Links
