Managing Workplace Interruptions

Edward Sykes

Edward Sykes

Most office workers spend an average of two hours a day doing unplanned tasks, according to Sheridan Institute’s Edward Sykes.
These work interruptions are associated with:

Unplanned tasks decrease productivity and are characterized by:

  • Intrusions – Unplanned interactions initiated by others: Synchronous communication including instant message, phone call, or a coworkers visiting to talk,
  • Distractions – Unplanned focus change from a task to environmental conditions like other conversations,
  • Breaks – Unscheduled task stoppage to rest, visit the restroom, have a meal,
  • Discrepancy Detection – Unplanned task stoppage to correct errors or redirect work effort toward a revised objective.

Unplanned workplace interruptions are increasingly prevalent due to rising incidence of:

  • Open and collaborative workspaces,
  • Technological interruptions,
  • Meetings.
Sheldon Cohen

Sheldon Cohen

Open space floor plans increase unplanned interruptions, perceived stress, and “cognitive fatigue,” due to greater noise levels and reduced privacy for employees.
These factors also reduce employees’ job satisfaction, found Carnegie Mellon’s Sheldon Cohen and E. M. De Croon and team of University of Amsterdam.

Julie Renneker

Julie Renneker

Synchronous communications are more disruptive than asynchronous communications, which allow response at a convenient time and mitigate the negative impact of task-shifting on cognitive load and stress level, noted University of Texas’s Julie Rennecker and Lindsey Godwin, now of Champlain College.

Greg Oldham

Greg Oldham

Strategies to mitigate the impact of work disruptions include time management and boundary setting, according to Tulane’s Greg Oldham, Carol Kulik of University of South Australia and Florida State University’s Lee Stepina.
 They suggested that employees:

Carol Kulik

Carol Kulik

-“Batch” communication to check email and returning phone calls at specified intervals,

-Block technology pop-ups, alerts, sounds to avoid startling interruptions,

James Tyler

James Tyler

-Organize tasks around energy peaks, with tasks requiring the most effort and concentration earlier in the workday and after a break, also advocated by Purdue’s James Tyler and Kathleen Burns of University of Wisconsin,

Kathleen Burns

Kathleen Burns

-Take active breaks, such as walking outside to breathe outdoor air,

John Aiello

John Aiello

-Schedule interruption-free intervals, to increase perceived control over interruptions and reduce stress, also cited by Duke’s Andrew Carton and John Aiello of Rutgers,

-Create “work-arounds” for open space floor plans by:
.Installing higher cubicle dividers,
.Providing noise-cancelling headphones,
.Offering white noise machines to reduce ambient notice,
.Designating reservable private work rooms for audio privacy,

-Reduce meeting frequency to focus on issues that require group discussion, consensus, commitment.

Quintus Jett

Quintus Jett

A counterpoint argument is that task interruptions provide benefits, proposed by Rutgers’s Quintus Jett, and Jennifer George of Rice University.
The argued that unplanned and planned interruptions :

  • Jennifer George

    Jennifer George

    Prevent widespread rework when employees alert colleagues to a work discrepancy or error,

  • Increase productivity during repetitive or well-learned tasks that may lead to boredom, errors, or lost task focus.

-*How do you reduce the negative impact of workplace interruptions?

RELATED POSTS:

Twitter:  @kathrynwelds
Google+ 
Facebook

©Kathryn Welds

 

Advertisements

One thought on “Managing Workplace Interruptions

  1. Pingback: How the Brain Perceives Time So You Can Manage Time Demands, not Time | Kathryn Welds | Curated Research and Commentary

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out /  Change )

Google+ photo

You are commenting using your Google+ account. Log Out /  Change )

Twitter picture

You are commenting using your Twitter account. Log Out /  Change )

Facebook photo

You are commenting using your Facebook account. Log Out /  Change )

Connecting to %s