Can't You See I'm Busy?

January 19, 2006

Has this ever happened to you?

You come to work 15 minutes earlier than usual because you know you've got phone calls to make, a presentation to plan, and a rapidly approaching deadline on an important project. You don't want any interruptions, so you close your door.

You're well into the work and quite pleased with the progress you're making, when you hear a light tap-tap at the door. You try not to look up, as the door opens slightly. Then, one of your employees pokes her head through the small opening.

"Can I interrupt you for a second?"

Now, there are several ways you can respond to a question like this. Which of the following would you choose?

a) "Well, you just did."
b) "What do you want this time?"
c) "Can't you see I'm busy?"
d) "I don't have time for you right now." (Ouch!)

Frankly, none of these statements are likely to be well received, regardless of how true they may be. In fact, there's very little that you can do or say at this point - short of, "Sure, come on in," - that won't be interpreted as some variation of option D.

But then, if anyone is allowed to interrupt you at any time they wish, then what's the point of closing your door at all?

It's a common dilemma. How can you block out interruptions long enough to get your own work done without provoking employees into complaining that you're never available when they need you?

Here are a few tips that will help you do just that.

1. Make yourself visible to your employees.

Set aside time to circulate through the work area on a regular basis. Take a few minutes to ask how things are going for your workers. That way, they get to see you and know that you're interested in them, both as individuals and employees.

While on your rounds, you can ask specifically if there are any questions or concerns about an assignment. Everyone appreciates an easy opportunity to have his or her concerns addressed. And by making your visibility time productive, you're able to cut down on frequent interruptions back in your office.

It also helps by training your people to hold their questions for those particular times when you're visiting their work area.

2. Keep your door closed only occasionally and only when it's absolutely necessary.

Be judicious. If you keep your door closed for long periods of time, people will complain that you're never available.

In addition, your employees are more likely to respect your privacy if they know the door will soon be open again.

And under no circumstances should you ever hang a "Do Not Disturb" sign on your door. It frightens people. Besides, what if the building is on fire?

3. Give them a heads-up when you don't want to be disturbed.

Of course, there will always be times when you absolutely need to close the door, whether to complete a time-sensitive report or to discuss matters of a classified nature. Let your employees know that you cannot be disturbed during a specified time.

One way to do this is send a brief e-mail, for example, "I have a deadline coming and won't be able to meet with you on Tuesday until after 2:00 PM. You can reach me only in the case of an emergency."

This not only puts everyone on notice that you wish not to be disturbed, but also eliminates any potential anxiety by letting them know why your door is closed. Your employees will be less likely to think that "something is going on" that they should know about.

Furthermore, your employees realize that, once you have met your deadline, you will be accessible again since you've set that example before. In the meantime, you can put your quiet time to productive use.

4. Set guidelines for when you should be interrupted.

Occasionally, things do crop up unexpectedly that demand your immediate attention, even when your door is closed. Obviously, you would want to be notified in the event of an emergency. However, there may be other situations, as well, for example a call or unexpected visit from your most important client, an urgent request from the boss, or some other similar situation.

Try to anticipate which events would take precedence over anything else you might be working on at the time. Communicate these to your employees so they will feel confident interrupting you when necessary.

Also, if possible, consider designating a person to serve as your "gate-keeper." Select someone who knows you well and would most likely know when you would prefer to be interrupted. Then, ask everyone else to check with that person first, before interrupting you.

By following these tips, you will be able to more effectively manage the competing demands of serving your employees well while also getting your own work done in a timely manner.

By the way, if you find that employees routinely come to you for assistance, it could be a sign that you're not delegating enough responsibility to them. Examine your own actions and determine whether you are inadvertently encouraging employees to become overly dependent on you. Generally speaking, your employees should be able to perform their jobs on their own, without requiring frequent assistance from you.

Best regards,

Stephen Foster, Ph.D.
Expert Supervisor, LLC
1493 Market Street
Tallahassee, FL 32312
(850) 893-5699

E-mail me at: Steve.Foster@ExpertSupervisor.com.