Is Distractions and Interruptions your new Norm?

Is Distractions and Interruptions your new Norm?

 

Do your priorities get mixed up with distractions and interruptions that happen? Are the lines between distractions, interruptions, and your priorities blurred? Can you no longer tell which are which anymore? Has your productivity in your work deceased and your stress levels increased? While this can be a dangerous spot to be in, you can take charge again by asking yourself one simple question:  “What are my priorities?” This is the first step to taking your work life back into your control and improving your productivity.

 

Defining Your Priorities

Our favorite Productivity Expert, Cathy Sexton, has ten ways on how to determine what your priorities are when they have lost their value or have been infused with distractions and interruptions.

 

1. Use the 80/20 rule = The 80/20 rule states that 20 percent of our normal activities produce 80 percent of our results. So focusing on your most important activities will save you time, money and energy.
2. A to-do list needs to be put in priority order so we get the most important task done. If not we will pick and choose what to do and important items get postponed causing stress and frustration. Keep your list small just the items you need to accomplish today.
3. Think of your to-do as an action, not a project or end result. Always break large projects down into small steps to make it easier to prioritize. Always knowing your next action will keep you moving forward.
4. Label each item on your list with length of time it will take.
5. Group like items together. Save time by making 5 phone calls all in one block of time instead of different times of the day.
6. Learn to say no more often and you will have less to prioritize
7. Take care of you; put yourself on your priority list. When we take better care of ourselves we are more energized, focused and productive.
8. Delegate, Delegate, Delegate = One of the first things you should ask before adding something to your list is “Who else could do this”?
9. What are the consequences if you don’t accomplish something on your list? This will help in the prioritizing process.
10. What are the benefits if you accomplish something on your list? Who and what will it affect?

Of course you need to design flexibility into your schedule to allow for changes in schedule, interruptions, and urgent items.

 

Learning to deal with Interruptions

Can you not get much work done because someone is always interrupting you? Is that one of your distractions and the cause of lack of productivity? Cathy Sexton has some ideas for you to implement at work to cut down on interruptions and to allow you to focus on your priority firsthand.

 

Learn to say No. We all want to be helpful and we like feeling needed, but when you have a project waiting to get done and it needs all of your attention, learning to say no is key. Make a concise decision on which is more important: your work or the interruption. If a co-worker asks if you have a minute, you can response politely, “Not now, unless it’s urgent.” Ask them to come back at a time where your attention and focus will not be on your project at hand.

 

Meetings. Set meetings with people who you need to communicate with. If you tell them that you are available between 3:00-3:25, remind them beforehand of the meeting. If they don’t show up until 3:25, reschedule them for another time. If they show up on time, once 3:25 hits, you need to signal for them to leave by picking up the phone or shuffling papers. If they don’t pick up on the cues, stand up and say, “That sounds great, thanks for coming in,” and stand next to your door (or opening if you have a cubical).

 

Determine what causes the interruptions. Cathy already has an Interruptions Log that is pre-made to help you determine the cause of your interruptions. Log your interruptions with her sheet for a week to determine what interruptions were necessary and which ones you could have avoided if there were more communication or better planning.

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Example of Cathy Sexton’s Interruption Log

 

Date	Time	Who	What	Time Length	Rating
Rating:   P = Personal     B = Bad Timing     N = Needed     W = Why me? What needs to change? Who else?

 

Distractions

Maybe your distraction does not come in the form of interruptions, but from surfing the internet. Maybe you feel the need to check your Facebook often and see what your friends are saying. This can cause time loss and lack of productivity when you’re at the office.

 

There are apps for both your phone and your computer to help you overcome these distractions. RescueTime is an app that helps you see visually how much time you are wasting when you’re on Facebook, Twitter, or other sites. PocketFree saves those cool websites you come across when you’re researching for your project. When you have free time, you can go back and look at the sites.

 

If you need help organizing your day, Remember the Milk, Evernote, and MyLife Organize are all great apps to help you plan your day, put your ideas in one place, and evaluate what is your top priority that day.

 

For more information on how to be free from interruptions, distractions, and keeping your priorities straight, go to Cathy Sexton’s website at www.theproductivityexperts.com and like her Facebook page to get more ideas on how to stay productive and focused.

Has your productivity in your work deceased and your stress levels increased? While this can be a dangerous spot to be in, you can take charge again by asking yourself one simple question:  “What are my priorities?” This is the first step to taking your work life back into your control and improving your productivity.

Defining Your Priorities

Our favorite Productivity Expert, Cathy Sexton, has ten ways on how to determine what your priorities are when they have lost their value or have been infused with distractions and interruptions.

 

1. Use the 80/20 rule = The 80/20 rule states that 20 percent of our normal activities produce 80 percent of our results. So focusing on your most important activities will save you time, money and energy.
2. A to-do list needs to be put in priority order so we get the most important task done. If not we will pick and choose what to do and important items get postponed causing stress and frustration. Keep your list small just the items you need to accomplish today.
3. Think of your to-do as an action, not a project or end result. Always break large projects down into small steps to make it easier to prioritize. Always knowing your next action will keep you moving forward.
4. Label each item on your list with length of time it will take.
5. Group like items together. Save time by making 5 phone calls all in one block of time instead of different times of the day.
6. Learn to say no more often and you will have less to prioritize
7. Take care of you; put yourself on your priority list. When we take better care of ourselves we are more energized, focused and productive.
8. Delegate, Delegate, Delegate = One of the first things you should ask before adding something to your list is “Who else could do this”?
9. What are the consequences if you don’t accomplish something on your list? This will help in the prioritizing process.
10. What are the benefits if you accomplish something on your list? Who and what will it affect?

Of course you need to design flexibility into your schedule to allow for changes in schedule, interruptions, and urgent items.

Learning to deal with Interruptions

Can you not get much work done because someone is always interrupting you? Is that one of your distractions and the cause of lack of productivity? Cathy Sexton has some ideas for you to implement at work to cut down on interruptions and to allow you to focus on your priority firsthand.

Learn to say No. We all want to be helpful and we like feeling needed, but when you have a project waiting to get done and it needs all of your attention, learning to say no is key. Make a concise decision on which is more important: your work or the interruption. If a co-worker asks if you have a minute, you can response politely, “Not now, unless it’s urgent.” Ask them to come back at a time where your attention and focus will not be on your project at hand.

Meetings. Set meetings with people who you need to communicate with. If you tell them that you are available between 3:00-3:25, remind them beforehand of the meeting. If they don’t show up until 3:25, reschedule them for another time. If they show up on time, once 3:25 hits, you need to signal for them to leave by picking up the phone or shuffling papers. If they don’t pick up on the cues, stand up and say, “That sounds great, thanks for coming in,” and stand next to your door (or opening if you have a cubical).

Determine what causes the interruptions. Cathy already has an Interruptions Log that is pre-made to help you determine the cause of your interruptions. Log your interruptions with her sheet for a week to determine what interruptions were necessary and which ones you could have avoided if there were more communication or better planning.

Example of Cathy Sexton’s Interruption Log

 

Date	Time	Who	What	Time Length	Rating
Rating:   P = Personal     B = Bad Timing     N = Needed     W = Why me? What needs to change? Who else?

Distractions

Maybe your distraction does not come in the form of interruptions, but from surfing the internet. Maybe you feel the need to check your Facebook often and see what your friends are saying. This can cause time loss and lack of productivity when you’re at the office.

There are apps for both your phone and your computer to help you overcome these distractions. RescueTime is an app that helps you see visually how much time you are wasting when you’re on Facebook, Twitter, or other sites. PocketFree saves those cool websites you come across when you’re researching for your project. When you have free time, you can go back and look at the sites.

If you need help organizing your day, Remember the Milk, Evernote, and MyLife Organize are all great apps to help you plan your day, put your ideas in one place, and evaluate what is your top priority that day.

For more information on how to be free from interruptions, distractions, and keeping your priorities straight, go to Cathy Sexton’s website at www.theproductivityexperts.com and like her Facebook page to get more ideas on how to stay productive and focused.