How to reduce interruptions in the office

To reduce interruptions, you can shift your computer so that the back of your shoulder, rather than your face, is what an approaching 'interruption-on-legs' will see. Photo / Thinkstock

Unless you're a receptionist, try to avoid positioning your desk facing the door. People walking past will catch your eye. It is a natural reaction to glance up as footsteps approach, and once eye contact has been made, your chain of thought has been interrupted, even if you don't speak. If you're a friendly soul you can easily waste at least an hour a day in brief chats with passers-by.

An Information Technology manager in a large bookseller's franchise realised that his desk faced swinging doors through which people walked many times a day. He swung his desk 90 degrees, positioned some bookshelves to block the view, and was delighted at the extra hours he gained through a dramatic reduction of interruptions.

• If the position of your desk cannot be changed, try using a plant as visual barrier, or consider screens.

• If you're working on a shoestring budget, go to the cheap furniture super-stores. They often have wooden frames you can cover with fabric of your choice.

• Or can you shift your computer so that the back of your shoulder, rather than your face, is what an approaching 'interruption-on-legs' will see.

A retail manager whose desk was near a service counter moved her computer screen only about 45°, turning away from the counter. She was still available to help if her assistant needed an extra pair of hands but the people standing at the counter didn't feel obliged to bring the manager into their friendly chats. She gained back easily an extra 30 minutes per day.

Is your overall office layout and equipment positioning efficient?

A large freight-forwarding company had their accounts department spread on two sides of a very large floor. The people from Accounts Receivable had a minute's walk each way, often many times a day, to do their photocopying and printing - over on the Accounts Payable side. Each walker passed by the desks of many people, causing increased interruptions. The interruptions were well intentioned; no one meant to be a nuisance, and many times the worker being held up was quite happy to have a chat. However, by shifting the photocopier away from the window to a more central position the company saved hours of time per week.

Let's look at the numbers (and I shall be conservative):

25 Accounts Receivable people with 2 min. walk x 3 per day = 150 minutes per day
Estimated chats as they passed other workers (Let's say a conservative 5 minutes per day) = 125 minutes per day

Total = 275 minutes per day

Total per week = 22 hours 55 minutes

The cost of that? Again, let's be super conservative and say that an average hourly rate is $30 per hour. We're left with a weekly cost of nearly $690. Over a year that comes to $34,320 - a starting salary for someone.

And this is one example of something quite small. There are huge monetary savings in being more efficient.

Watch for an announcement in a week or so about my webinar "Getting A Grip On The Paper And Information War".

If you would like to quickly maximise your efficiency and results in your business, join Robyn, Ann Andrews, Tom O'Neil (another Herald columnist) and Nalin Wijetilleke at the Royal NZ Yacht Squadron for the morning on 18th August as they help you Supercharge Your Results'.

More information here.

Robyn Pearce (known as the Time Queen) is the MD of GettingAGrip.com, an international time management and productivity training company based in New Zealand. Get your free report 'How To Master Time In Only 90 Seconds' and ongoing time tips at www.gettingagrip.com