Discourage Drop-Ins

Guard against those individuals who frequently interrupt you when you’re working on a priority task. They could be from outside the company or people within the organization. Some interruptions are unavoidable; but here are five suggestions that may keep you from being inundated by intruders.
 
1. Make certain your assistant, receptionist or a co-worker is aware of your policy of no seeing drop in visitors without an appointment. They can explain to the visitor that your door is closed because you are “tied up right now.”  (This only works if you have an office with a door.)  If you’re always busy to unannounced callers, they'll soon get the message that they need to make an appointment.

2. On those rare cases when you want to talk to the unexpected visitors, do it in the reception area or lobby. Don't let them into your office.

3. If visitors manage to barge into your office, stand up immediately and terminate the conversation while standing. Don't invite them to sit down and don't offer to take their coats or give them coffee. It may sound terribly impolite, but they don't deserve, nor should they expect, much of an audience if they drop in unannounced.

4. When someone calls for an appointment, try to settle the matter right there on the 'phone. In most cases a meeting isn't necessary. If you must meet, make sure you find out how much time the visitor expects it will take. People usually underestimate the time intentionally in order to get your agreement. If they say "only about ten minutes," tell them you'll schedule fifteen 'just in case." Then make sure you schedule another appointment right after it. Don't allow open-ended visits.

5. If your own staff people are the worst offenders, don't let them "pop in" every ten minutes. Tell them to save up all but urgent problems before making a trip to your office. And don't forget to insist on suggested solutions to those problems. Effective delegation will greatly reduce the need for interruptions by staff members, as will effective communications. You might consider a brief stand-up meeting each morning to help them plan their day and answer their questions.

In spite of your efforts, interruptions will still occur. Accept it. It's part of a manager's job. But allow for those interruptions when you schedule your tasks.