We often get interrupts at work. And times they can be very counter-productive when we put aside our current tasks to address the interrupts. Part of our time spent on interrupts hurts our personal productivity. Many interrupts are avoidable with advance planning. The better you plan ahead, the fewer the "crises" will arise. Think, are all interrupts urgent? Sometimes, situations can be handled at a later and sometimes it gets "resolved" by its own.... How do we get ourselves to handle interrupts effectively?

Let's identify the types of interrupt that can happen in the office. People can interrupt you and break your train of thought. People dropping in or calling to strike a conversation. Calls or emails that distract you from the task at hand. Outside noise or commotion that keeps you from focusing. That's external, you'll be surprised that there are interrupts from within too. Times when you interrupt yourself. Remembering something you were supposed to do. Being distracted by piles of paper or disorganization. Spending time on unimportant non-priority tasks. Letting your mind wander away from the focus of your work... procrastination...

Start by keeping a track of the interrupts that occurred in the day. Use an interruption log. Record times when your concentration is broken. Whatever that caused it, note the time, reason, person interrupting, and how long it lasted. You will discover that there are patterns to your interruptions. With this, you will recognize the cause to prevent interruptions.

Furthermore, you need to change your mindset in handling interrupts. Remember, very few interruptions are both urgent and important. Get out of the habit of dealing with items the minute they come in. It's more productive to schedule the item into your day later. Stay focused on the task at hand until you complete it the rest of the work will still be there when you finish

Now, it is important to setup rules for dealing with interrupts. Like, who you are ready to break work for and who must wait. Face up to greet folk so you control the conversation. Don't be scared to ask how long the interruption will take then judge whether you have the time to handle it now or later. Ask if you want to be the one to deal with the interruption. If someone else can help, delegate the job ask if you need to handle the problem right at that exact moment. If not, schedule a time to take care of it later when interrupted. Leave a memory logger of where you left off work. It is going to be simpler to get into the groove when you come back.

Lastly, let co-workers know the times when you're not available. Turn your desk away from the door so you do not catch folk's eyes. Tell co-workers "no" when they ask if they can have some minutes. In return, establish "open door" hours for drop-in's and questions. Invest the time up front to totally explain delegated projects. Be clear and concise in your delegation. This will avoid "clarification" questions in future.

With all these, interrupts will be put to a stop (at least to the minimum) and you find yourself getting productivity back on track.