How to Stop Constant Interruptions from Ruining Your Day
You've been there haven't you?
...Your day starts with a to-do list, some from yesterday or a few days ago even.
You pop open your email inbox to reveal what else you need to add to that growing list to find about 26 new emails.
As soon as you start reading the first email, you hear a 'ding' coming from your phone which signals, a text message.
You glance over to see the text message.
The first line, followed by another line and they're coming like that live as you read them.
Before you even have a chance to answer the text message, your attention is grabbed by a knock at the door with a "do you have a minute?"
It's only been 10 minutes...
...since you sat down at your desk and started your day.
Your day continues to go like that pretty much the entire time you're at work and even when you're on your way home and inside your garage getting ready to step outside your car.
The tasks you were going to do get added onto the to-do list and it just keeps growing.
The constant interruptions that takes your attention away in a new direction every time are a huge part of why you feel behind.
Let's address WHY this happens in the first place.
Let's say we can rewind the day and start at the point where you sat down at your desk and this time let's ask some questions to understand WHY:
Other than having a to-do list, what was your plan for the day? Did you have a plan?
What is your system of tackling your day?, and
What boundaries have you set for yourself already?
If you have no clue what I'm talking about, then that's the problem. So let's answer these questions.
Be honest here and read with a reflective eye:
You didn't have a plan, you were counting on your to-do list to do it for you.
Instead of a steadfast system, you had a lot of hope.
And your boundaries either exist only in your head or not at all.
If we were to reexamine the day-- it didn't really fall apart because you were constantly being interrupted...
...It was never going to make it in the first place because it was held together by duct tape and hope.
Here is the hard truth:
When you take that seat behind your desk and you don't have
a defined plan to tackle your day,
a clear system of getting through your workload, or
planned, not assumed, boundaries to protect your attention.
You've already sacrificed your day, long before any of the interruptions began.
Because when your time isn't defined, it becomes available to everyone else.
At that point, you might as well just add it all to the to-do list.
Not that's going to do anything anyway!
So what do I do?
Let's go back to the three things I asked about in the questions above:
Plan
System
Boundaries
Before I walk you through how to fix them, I want you to understand something important:
Most managers have tried all three...
and arrived to the decision: Nothing works!
I know because I've heard it all. From clients, organizations, and managers I've trained. So bear with me while we break this down together and create a version that works for you!
Let's start by defining each of them and I'll give you a checklist style method to follow:
Plan - the structure your day takes
Your plan should include only top priority items from you list not everything on your list
Top priorities MUST meet two conditions to make it- Important & Urgent
If it is not important and urgent it should make it to other lists (see graphic 👉)
A plan should refocus your day on what really matters and what moves the needle, not just what comes next.
System - Your consistent method of how you move about your day
Your system should include:
When you answer emails and how much time you spend on them
When you tackle your priority items from your plan
What you delegate to either people or automations
When you allow yourself a break to breathe
Keep this in mind:
>> Tackle the most high energy, high focus tasks first before getting into your mundane ones.
>> Schedule breaks in your day to get your energy back
Boundaries - defined limits you've set and enforced for yourself to protect your time and energy
Think of boundaries as agreements you make yourself and enforce.
Which text messages to respond to? (Urgent & Important)
Should you answer every knock on your door? And,
If you do, what should your response be? (I have five minutes," "Send me an email," or "Send me a calendar invite," etc.)
This helps you filter out what's top priority and protect your energy from going to every little thing whether it deserves it or not.
How do I start doing this tomorrow morning?
Know this first:
Your plan gives your day direction.
The system you use, helps you move through your plan with consistency.
And boundaries protect both of them from getting interrupted.
Be sure you're putting them all in place, not one or two and pray for things to go smoothly.
Here is how to get started putting this together:
Your Plan--
Revisit your to-do list, but with the intention of finding the 2-3 high priority items (urgent & important) and highlight them
Rewrite your high priority items on a clean space away from all the other items on the list (either notepad, or word document, the medium is your choice).
Your System--
Start with your high energy, high focus items NOT your email first thing in the morning and do it this daily
Create two places on your calendar for short breaks (on top of your lunch break). They don't have to be long, they just have to be intentional. They help you reflect and get the creativity juices going again.
Schedule a time on your calendar for reading emails.
Reading emails - DO NOT tackle emails in the order they were sent and just address them (honestly this needs to be an article by itself) Use the same process for your plan to determine which email is urgent & important, which needs to be scheduled, delegated, and which should be ignored or deleted.
Your Boundaries--
Before going into work, take some time to reflect and come up with phrases to use before the day takes over. Here are examples you can use or come up with ones more relevant to you:
A) When someone knock on your door or comes to your work space
>> "I've got five minutes right now, otherwise send me a calendar invite."
B) When a text comes in:
>> Respond only if it's urgent and important. Everything else waits or gets an acknowledgement text "Got your message, I'll respond when done."
C) When someone tries to hand your their task or as Dr. Todd Whitaker calls it "their monkey"
>> Email me the details, and I'll look into it.
D) When you're in the middle of a priority task:
>> "I can't shift right now. Let's schedule a time."
E) When your boss asks for something they consider is high priority
(I know this may be the hardest one, but don't freeze - clarify)
>> "These are the tasks I'm currently working on. Which one would like me to pause, so I can give this my full attention?"
This ensures you're respectful and protects your
energy
time
focus
basically what makes up your boundaries!
This Week’s Reflection
I know you sometimes go into work hoping and praying for an easy day!
I also know that you won't have perfect days every day of the week.
What you need is a well structured day with a system in place, a plan to get you going and well thought-out and enforced boundaries to protect you from losing yourself to the work.
There is no magic wand that I can wave and poof your day is better tomorrow morning.
Interruptions and emergencies are not going to stop,
But how you deal with them will make the difference.
Leave your duct tape in your garage.
Still do your prayers, because I believe in those powers,
however...
Do the work, build the structure, and get yourself in the rhythm of your system and watch how your day starts to change.
♻️ If this helped you, share it so someone else can breathe a little easier.
Want a tool to help you stay centered when pressure hits?
Download the free guide: 5 Powerful Questions to Ask Under Pressure.
