The Real Cost of Interruptions
How long does it take to get back into the ‘zone’ after an interruption?
By the “zone” I mean that sense of flow, where you are productive and totally absorbed in the task at hand. Researchers at the University of California found it takes an average of 23 minutes and 15 seconds to return to your pre-interruption state.
Now do the maths: How many interruptions do you have per day?
Number of interruptions (nInt) __ x 23 minutes 15 secs = ___________
Now divide that by 60 minutes to determine how many hours per day you are losing due to interruptions. Result: ______________________
Scary huh?
But we’re told that good leaders have an open-door policy, right?
For decades, the message has been to be open and accessible.
Even Timothy R Clark, author and creator of The 4 Stages of Psychological Safety, a framework in which I’m a certified trainer, says leaders need to be available and have an open door.
But how is that working out?
“Leaders are amongst the most burned out and disengaged group” – Gallup
“40% of stressed out business leaders are considering leaving their roles…” – DDI
Clearly it’s not.
If you are available to everyone every minute of the day, when do you get your work done? After hours naturally.
The notion of protecting time can be challenging for many leaders with a deeply held belief that they must have an open-door policy, like Rafael.
Rafael was the principal of a large metropolitan primary school. Every day, a stream of students, parents, teachers, and support staff entered his office for queries, guidance or just to let off steam. He prided himself on his open door policy.
But while everyone else’s needs were being met, Rafael struggled to get his work done. It was normal to get home late, and his Sunday afternoon weekly preparation time was now starting on Sunday morning.
Rafael admitted that he was feeling exhausted, and, worse, his inability to catch up with work meant he was starting to doubt his abilities.
He thought he was on the cusp of burnout and reached out for some coaching support.
I suggested that Rafael establish some protected time, where he closed his door to focus on his own work and ultimately reduce his time spent working out of hours.
Rafael was challenged by this notion. ‘But I need to be there for people’, he pleaded. ‘They expect me to be available to them. I’m well known for my open door policy. I don’t want my people to think I don’t care about them.’
I reassured Rafael that I understood his concerns and responded: ‘If you are available for your people 95% of the working week, do you think it is reasonable that you take just 5% for you as protected time?’
Two hours in an average working week of 40 hours is 5%.
Given Rafael averaged closer to 60 hours, the actual time he struggled to take for himself was more like 3%.
Rafael exhaled. ‘Well, when you put it like that, it doesn’t seem much.’
I posed to Rafael that if, during those two hours, he could write the school newsletter that he was currently doing on Sunday mornings, he could regain two hours of family time.
His eyes lit up.
Starting small like this is the best way to establish a protected time routine, particularly if it feels challenging.
Begin with one two-hour block per week and build up from there if you find it works.
Establishing a successful protected time routine requires three things:
1. Communicate in advance to those around you, what you are doing and why.
2. Be clear under which conditions you can be interrupted.
3. Hold firm to your boundaries and don’t sacrifice your protected time or allow others to disregard it.
I’ve created a handy template for you with all you need to establish your protected time routine successfully. Download the template below and start reclaiming your space.
If you need more support with this reach out for a chat.
About Tanya
Positive Change Drives Positive Results
A keynote speaker and author of 3 books with a career spanning more than 25 years in leading people, culture, projects and change, Tanya knows what it takes to cut through the noise and create positive change at work.
Known for her highly engaging approach alongside her evidence-based programs, Tanya’s programs are highly impactful which is why her clients continue to partner with her for years.
Working with CEO’s, Senior Executives, and People, Culture and Safety Teams, Tanya’s clients often say they are:
■ Wanting to create a mentally healthy and high performing workplace but don’t know how to start
■Struggling with team dynamics and culture challenges impacting on wellbeing and productivity
■ Implementing workplace change and want to ensure best practice so that it doesn’t fail or lose engagement of their teams
■ Going through complex change and people are stressed, overwhelmed and need to get change back on a more positive track
■ Are afraid of losing good people and the organisations’ reputation when tackling a significant change
■ Wanting to ensure their people thrive, not just survive.
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