Welcome to Business Management
Tuesday, October 2, 2007
Just Say No to Interruptions
As a business owner, everyone wants a piece of your time. With an onslaught of people demanding your attention and only so many working hours in the day, event the smallest interruptions can keep you from accomplishing your goals and running your business to its fullest potential. With PDAs, bluetooth, wireless internet and other gadgets and gizmos making us even more accessible 24/7, sometimes you just have to say ‘no’ to interruptions. Of course, as with everything, this is easier said than done. Here are three easy ways to make sure you set aside interruption free time everyday.
Turn Off the ComputerMaximizing productivity is a great way for a business to tap into hidden profit potential. I tell my clients to notice their productivity levels throughout their day and throughout their week. Most of them tell me that they are most productive when they are not emailing or on their computer. Sending a quick email often isn’t as quick as we think. It can take time to craft perfect prose to send out to clients and friends alike. It is also easy to get distracted on the wide world of the internet and lose precious time mindlessly surfing around. To avoid getting sidetracked, determine your internet and computer needs and then decide when you will turn off your computer. I suggest that you make a list of goals for each day before the day begins (I make my lists at the end of the previous day). Then, in the morning, I work on projects and other tasks and make phone calls before ever turning my computer on. I find that I accomplish much more in those morning hours than I do while reading and responding to emails in the late morning and afternoon. Of course, depending on your industry, it might be wise to inform clients and vendors of your routine, so they will not send you an urgent email instead of calling you in the morning. Or you could have an automatic email response message to call you in the case of an emergency.
Open for BusinessEven if you turn your computer off your employees can still interrupt you in the office. In order to be an accessible, helpful and involved boss, but still have time to run your company, you must devise a simple but effective method of avoiding untimely interruptions. You could institute an ‘open-door policy’ in your office and let it be known that when your door is open your ear is as well. However, when the door is shut, you would only like to be contacted in case of emergency through your assistant (who may be able to handle the emergency in the first place), if possible. Open communication in the workplace is vital to the happiness and productivity of a company, but if we sat around and talked all day, when would the work get done? A productive work environment should include a combination of time to talk and time to do. So while meetings and ad hoc brainstorming and conversations are great; sometimes, you must declare it time to close the door on interruptions and get some work done.
Hold the PhoneDuring the time when you are avoiding interruptions from email and your office, it’s best to divert your calls to voicemail or have someone else handing your calls, so people who can’t see your door closed won’t interrupt you either. If someone else will be fielding your calls make sure you tell them exactly what you want them to say. “Ummm, he’s not here,” does not make you sound like a super successful CEO. Remember your brand image is created as a result of all the things that people see, hear, and experience when they interact with your company. So perhaps Mr. Smith is with a client right now, may I take a message,” would portray more of the image you want. When you are ready to return your calls, you want to make sure you can do it efficiently and effectively. Instruct the person taking your messages to also get all of the relevant information for you including: who, they are, what they want, and how urgent this is, and where you can best reach them. This will give you the opportunity to deal with inquiries according to priority and make sure that you are well prepared with all of the information you need when you call them back.
Turn Off the ComputerMaximizing productivity is a great way for a business to tap into hidden profit potential. I tell my clients to notice their productivity levels throughout their day and throughout their week. Most of them tell me that they are most productive when they are not emailing or on their computer. Sending a quick email often isn’t as quick as we think. It can take time to craft perfect prose to send out to clients and friends alike. It is also easy to get distracted on the wide world of the internet and lose precious time mindlessly surfing around. To avoid getting sidetracked, determine your internet and computer needs and then decide when you will turn off your computer. I suggest that you make a list of goals for each day before the day begins (I make my lists at the end of the previous day). Then, in the morning, I work on projects and other tasks and make phone calls before ever turning my computer on. I find that I accomplish much more in those morning hours than I do while reading and responding to emails in the late morning and afternoon. Of course, depending on your industry, it might be wise to inform clients and vendors of your routine, so they will not send you an urgent email instead of calling you in the morning. Or you could have an automatic email response message to call you in the case of an emergency.
Open for BusinessEven if you turn your computer off your employees can still interrupt you in the office. In order to be an accessible, helpful and involved boss, but still have time to run your company, you must devise a simple but effective method of avoiding untimely interruptions. You could institute an ‘open-door policy’ in your office and let it be known that when your door is open your ear is as well. However, when the door is shut, you would only like to be contacted in case of emergency through your assistant (who may be able to handle the emergency in the first place), if possible. Open communication in the workplace is vital to the happiness and productivity of a company, but if we sat around and talked all day, when would the work get done? A productive work environment should include a combination of time to talk and time to do. So while meetings and ad hoc brainstorming and conversations are great; sometimes, you must declare it time to close the door on interruptions and get some work done.
Hold the PhoneDuring the time when you are avoiding interruptions from email and your office, it’s best to divert your calls to voicemail or have someone else handing your calls, so people who can’t see your door closed won’t interrupt you either. If someone else will be fielding your calls make sure you tell them exactly what you want them to say. “Ummm, he’s not here,” does not make you sound like a super successful CEO. Remember your brand image is created as a result of all the things that people see, hear, and experience when they interact with your company. So perhaps Mr. Smith is with a client right now, may I take a message,” would portray more of the image you want. When you are ready to return your calls, you want to make sure you can do it efficiently and effectively. Instruct the person taking your messages to also get all of the relevant information for you including: who, they are, what they want, and how urgent this is, and where you can best reach them. This will give you the opportunity to deal with inquiries according to priority and make sure that you are well prepared with all of the information you need when you call them back.
# posted by gopi @ 10:32 PM 
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