Managing Interruptions: Strategies for Staying Focused - PMI Shorts #11

An Interview with David Womack, Jan Hailey, and Dave Jakielo

Interruptions can wreak havoc on our productivity—research shows we may only be truly productive for about 20% of our workday, with the rest lost to constant disruptions. In a recent PMI Shorts session (#11), David Womack, Jan Hailey, and Dave Jakielo dived into practical techniques for managing those interruptions, so you can reclaim your focus and get more done. Here’s a breakdown of the conversation and some actionable strategies.

The High Cost of Distractions

Imagine this: every time you’re interrupted, it can take 15–20 minutes just to get back into the flow. Whether it’s an email ping, a text message, or someone dropping by your desk, each distraction chips away at your valuable time. Jan shared how even the best-laid plans—a well-organized to-do list at the start of the day—can easily be derailed when interruptions creep in.

Setting Boundaries in an Open Office

Many of us work in open offices or shared spaces where the “open door” policy often backfires. Dave joked about how his office even had a makeshift traffic light system:

• Red: “Don’t come in—I'm in deep work mode.”
• Yellow: “I’m busy, but if it’s important, try to keep it brief.”
• Green: “Come on in; I’m available to chat.”

This kind of system can help signal to colleagues when you really can’t be disturbed, even if you don’t have a physical door to close.

Taming Digital Distractions

Our digital devices are relentless. Dave pointed out that his computer sometimes feels like a video game with notifications flashing non-stop. Here are a few tips to cut down on digital interruptions:

• Designated Email Times: Instead of constantly checking your inbox, schedule specific times—like after lunch or at the end of the day—to handle emails.
• Turn Off Notifications: Silence non-urgent alerts on your phone and computer. You might be surprised at how much more you can accomplish when the digital noise is reduced.
• Control Instant Messaging: If possible, disable or limit instant message alerts during deep work sessions.

• Delegation and Avoiding the Procrastination Trap

  A common pitfall is taking on tasks that others should handle. Dave emphasized the importance of not letting someone else’s procrastination become your emergency. When delegating:

  • Set Clear Deadlines: Make sure everyone understands their responsibilities and timelines.
  • Follow Up Strategically: Check in on progress well before the deadline, not minutes before.
  • Empower Your Team: Encourage your team members to take ownership, so they learn to solve problems on their own rather than constantly relying on you.
   emotional well-being.

Managing the “Venting” Sessions

We all have those moments when a colleague just needs to vent—but endless complaints can drain time and energy. Jan shared a useful approach:

• Listen Briefly, Then Pivot: Allow your colleague to state their concern, but then ask them to propose a solution.
• Set a Time Limit: Make it clear that while you’re there to listen, the conversation should be brief and constructive. Over time, people may learn to address issues more independently.

Creating a Productive Physical Environment

Your physical workspace can be a powerful ally. Dave mentioned that arranging your office strategically can help:

• Limit Seating: Removing extra chairs from your office can discourage lengthy, unscheduled chats.
• Stand-Up Meetings: When someone stops by unexpectedly, standing up immediately can signal that the conversation will be brief. It creates a natural time boundary that helps keep interruptions short.

Final Thoughts

Managing interruptions isn’t just about protecting your time—it’s about creating a culture of focus and respect in the workplace. By setting clear boundaries, leveraging technology wisely, and empowering your team to work independently, you can transform the way you work. It might even feel like relearning some basic principles we picked up in kindergarten—simple, effective routines that help us all get along and get things done.