Productivity hacks: 15 ways to overcome interruptions in office and home workspaces

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Whether you’re working in a bustling office or from the quiet of your home, interruptions are likely an all-too-common part of your daily routine. These disruptions range from a coworker stopping by your desk for a quick chat to a volley of notifications popping up on your screen while you’re in the middle of a critical task. Whether in-person or from a distance, interruptions have a detrimental effect on productivity, focus and overall work quality. Not only does it take time to regain full concentration, but there is also increased stress and frustration, reduced efficiency and a higher likelihood of errors that arise from constant shifting between tasks.

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Interruptions are a reality of today’s work environment, so you certainly can’t eliminate them. Fortunately, there are several actions you can take to minimize their negative impact. Here are 15 that my clients have told me really work for them, both in the office and from a distance:

1. Create a private workspace: Whether you’re at the office or at home, organize your desk to minimize distractions. See if you can select a quieter area, or position your desk away from high-traffic areas and/or use furniture or plants as barriers to avoid eye contact with those just passing by.
2. Use visual cues and status indicators: Help others understand when you need focused work time by using visual signals such as “Do Not Disturb” signs, headphones, or if you can, by closing your door. Signal your (lack of) availability clearly to others by setting your status in online communication tools to “busy” or “do not disturb” during focused work sessions. Let those around you know that these signals indicate that you should not be interrupted.
3. Break large projects or assignments into smaller tasks: If you are interrupted, it can be easier to pick up where you left off in a task that is smaller. And as a bonus, when you finish the task, it feels pretty good to check an item off the to-do list.
4. Apply the Eisenhower Matrix: This four-quadrant prioritization approach organizes tasks based on urgency and importance. Just search for it online. It will help you determine which activities require focused uninterrupted time.
5. Customize your notification settings: Disable non-essential notifications to reduce digital noise such as beeps and dings. Instead, set specific times to check emails and messages, and you’ll avoid constant disruptions. Which leads right into the next strategy.
6. Batch similar tasks together and block your time: Group similar tasks to minimize context-switching. Put your time blocks on your calendar so it is visible to others and communicate these to your team so they know your availability. In particular, dedicate specific times each day to respond to emails and messages rather than addressing them as they come in.
7. Schedule ‘open door’ times: Assign specific times for impromptu meetings or questions. This helps manage interruptions and allows you to plan your focused work periods more effectively.
8. Create a ‘parking lot’ for non-essential issues: Keep a notepad or digital document where you ‘park’ or jot down non-urgent ideas or questions that arise during focused work times. Address these items later or at the end of the day.
9. Use the Pomodoro technique: Work in short, focused intervals (usually 25 minutes) followed by a brief break. This technique helps maintain concentration and manage interruptions by providing regular intervals to address minor issues.
10. Schedule regular, frequent and structured check-in meetings with your manager, your staff and the people you repeatedly interact with. Depending on the level of contact, this could be once a week, once every two weeks or some other interval. This allows you to address questions and updates on a consistent basis, thus reducing the need for ad-hoc interruptions.
11. Designate specific tools for different types of communication: See if you can get agreement on these with the others you work with as a way to reduce unnecessary interruptions. For example, you could use chat applications for quick questions and e-mail for detailed or formal communication.
12. Use technology to your advantage: Investigate apps and tools designed to block distractions, such as website blockers or focus apps. These can limit access to distracting websites and selected applications during periods that you choose.
13. Politely redirect interruptions: Handle interruptions politely and professionally. Acknowledge the person and suggest a specific time to address their issue, showing respect for their needs, but still maintaining your productivity.
14. Engage in mindfulness and focus exercises: Practice mindfulness through meditation and enhance focus with deep breathing exercises. Schedule regular breaks to avoid burnout and maintain your productivity.
15. Use noise-cancelling headphones or white noise apps to block out background noise and create a more conducive work environment. This is particularly useful if you need a quiet environment in which to focus.

By implementing these strategies, you can effectively manage workplace interruptions, creating a more productive and less stressful environment.

Merge Gupta-Sunderji is a speaker, author, mentor to senior leaders, and the chief executive officer of the leadership development consultancy Turning Managers Into Leaders.