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Distractions jeopardize bottom line

You enter your workspace every Monday morning, determined that this week is going to be different. You're going to be more productive. You're -- wait a minute. You've been interrupted by a co-worker. Now what were you thinking? Oh, yes. You're going to get more done because -- oops. Hold that thought. Another interruption, it's your boss.

Two hours later, you settle at your workstation, ready to resume what you were doing before. Exactly what were you doing? Before you can think, the phone rings. Another interruption.

The dictionary says interruption means `to hinder or stop the action or discourse of (someone) by breaking in upon.' In the workplace, it is often more serious than that, because needless distractions can directly affect the bottom line of a company. An employee who is jerked from one task to another, from one conversation to another, often isn't able to focus enough to complete a job properly and that can result in costly errors.

We've all heard the advice about cutting down on needless paperwork, getting our materials organized and using e-mail more efficiently. But what about that most pesky of problems the human being? You can't exactly press the pause or delete button on a person. How can you get these kinds of distractions under control? Stop distractions

Here are a few places to start:

  • Postpone. Once the person starts outlining the problem, acknowledge that you appreciate being informed, but it will take more time than you have right now to resolve it. Set up an appointment to meet later. Resume your original task.

  • Pass it on. Be friendly to the interrupter while you point them in another direction. `You know, I no longer am involved in this project. You need to talk to Bob. Here is his phone number.' Don't get sucked into further discussion. Go back to what you were working on.

  • Pass it back. Tell the person you certainly see the issue is important, but he is going to have to do more work before you get involved. `I can get a much faster start if you will find the paperwork and make some calls to those involved,' you say. Turn your attention back to work.

  • Personal parameters. It's not unusual to become friends with someone in the office, or to become a sounding board for those who just want to gossip. But it's often these distractions are the most difficult to deal with, because you don't want to hurt someone's feelings. If it's a friend, ask them to lunch so you can spend more time listening. `It's crazy right now. Let's get together for lunch at the park where we can really talk,' sounds friendly, but gets the person out the door.

  • Claim deadline. `I would like to discuss this, but I'm on deadline for another project. Can we schedule a time to talk later?' Now get back to work.

    Write Anita Bruzzese c/o: Business Editor, Gannett News Service, 7950 Jones Branch Drive, McLean, Va. 22107. For a reply, include a SASE.




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