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Lean Office Transformations
Welcome to Lean Office Transformations - a newsletter designed to save you time and become more efficient. References to Lean Manufacturing and Lean Office refer to a productivity philosophy created by Toyota which is now adapted by companies worldwide.
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Passport to Productivity Tip
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10 Ways to Manage Interruptions
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 You want to get your work done. But you also don't want to ignore others as they pop into your cubicle to catch up on the weekend's activities. Curbing interruptions and distractions will help you improve your time management. Follow these ten tips in communicating to others your need to better manage your time: | 1. |
Stand up when someone walks in your office. It will send a message that you don't have time for casual visiting and helps them get to the point of their issue more quickly.
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When interrupted, state right away you only have x-minutes.
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Turn off all notification sounds for e-mail and social media. This includes the flashing icon, the annoying balloon down in the corner of your screen and any sounds that "ding" you.
| | 4. | If you use MS Outlook, program it to open to your Calendar /Task view vs. your E-mail Inbox. This will help you focus on the projects that need your attention instead of having your day dictated by e-mail.
| | 5. | Set up "rules" in Outlook to presort unimportant e-mails into file folders. E-mails from vendors, airlines, and hotels are never important enough to interrupt your focus. Presort them into a folder, which you can check at your leisure. Have another folder titled "To Read" for those monthly newsletters you receive from professional associations or from your favorite Productivity Expert named Audrey. If you receive notices from Social Media such as LinkedIn, Facebook or Twitter, these can be presorted into a separate folder as well.
| | 6. | Ever make eye contact with someone who sees it as an opportunity to stop in and catch up with you? It's never a good idea to be facing foot traffic. Rearrange your office furniture so your shoulder is facing your office entrance. You'll notice a decrease in distractions and an increase in focus.
| | 7. | During meetings, follow an agenda with a timer. It tells others you're serious about running an efficient meeting and helps to finish on time.
| | 8. | Signal to others when you don't want to be interrupted. It's okay to have "working hours" as well as "visiting hours". If you have a door, shut it. If you're in a cubicle have some fun with yellow "Caution" tape hung across your entrance. Anything to let others know that you prefer not to be interrupted during specific times. | | 9. | Listening to music helps some people gain focus while working on projects. However, should you choose to wear ear buds be sure you can still hear a co-worker's voice should they need your attention.
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Keep your personal cell phone off during working hours. Don't even put it on vibrate or silent. Shut it off. Period. Otherwise you'll be tempted to check and re-check for missed calls. Be assured that you'll be able to check for messages during breaks and lunch.
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Interacting with People who have Disabilities
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Fear of the unknown and lack of knowledge about how to act can lead to uneasiness when meeting a person who has a disability. Treat a person with a disability as you would want to be treated, and just be yourself.
When meeting and talking with a person who has a disability:
- A handshake may not be appropriate for everyone. When in doubt, ASK the person whether he or she would like to shake hands with you. A smile along with a spoken greeting is always appropriate.
- Speak directly to the person with the disability and not just to the persons accompanying him or her.
- Don't mention the person's disability unless he or she talks about it or it is relevant to the conversation.
- Treat adults as adults. Don't patronize or talk down to people with disabilities.
- Be patient and give your undivided attention, especially with someone who speaks slowly or with great effort.
- When talking to a person who is in a wheelchair, try to put yourself at eye level with them by sitting or kneeling in front of them.
- Never pretend to understand what a person is saying. Ask the person to repeat or rephrase, or offer him or her a pen and paper.
- Do not pet or distract a guide dog. The dog is responsible for the owner's safety.
- It is okay to use common expressions like "see you soon" or "I'd better be running along."
- Be polite and patient when offering assistance, and wait until your offer is accepted. Listen or ask for specific instructions.
- Relax. Anyone can make mistakes. Offer an apology if you forget some courtesy. Keep a sense of humor and a willingness to communicate.
Shared with permission from: University Career Services, University of Houston
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Free Articles for your Organization
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Audrey Thomas offers her articles for reprinting or reposting - FREE - provided that her name and contact information (supplied at the end of each article) are included. So if you want to share her articles with others, please take advantage of this valuable resource. |
