Prioritizing Emergencies to Cut Down on Interruptions
| Tweet |
|
Free PDF Download Keys To Being Consistent and Predictable Part 3 - By John Cameron |
One of the biggest time wasters is being constantly interrupted by emergencies that turn out not to be emergencies at all. Even worse is not getting interrupted by someone when there was a genuine emergency that you could have done damage control on or, if informed early enough, prevented.
In this article I will show you how to prioritize, communicate and manage so-called emergencies so you can start taking back control of your time and managing your desk more effectively.
First: Make a list of the problems that people have come to you with in the past.
Examples:
1. A supplier will be late with a part
2. A team member has an unexpected problem with a task that could affect deadline
3. Someone was injured in the workplace
4. Someone has reported being sexually harassed
5. There is a problem with a piece of equipment that doesn't affect safety
6. An employee needs clarification on how to do an ongoing task
7. A worthwhile charity requests the use of one of your pieces of equipment
And so on.
Next: Create a class or standard for prioritizing.
1. A supplier will be late with a part
2. A team member has an unexpected problem with a task that could affect deadline
3. Someone was injured in the workplace
4. Someone has reported being sexually harassed
5. There is a problem with a piece of equipment that doesn't affect safety
6. An employee needs clarification on how to do an ongoing task
7. A worthwhile charity requests the use of one of your pieces of equipment
And so on.
Next: Create a class or standard for prioritizing.
Example:
Emergency
Urgent
Important
SOP (standard operating procedure)
In a Perfect World
Emergency
Urgent
Important
SOP (standard operating procedure)
In a Perfect World
Not part of our mission
Third:Place each of the issues into a category. In this list a workplace injury or a sexual harassment complaint would be an emergency. A supplier being late with a part could be an emergency, urgent, important or SOP, depending on the deadline and how important the part is. An employee needing clarification with an ongoing task would be SOP. A problem with a piece of equipment would be SOP or important. A worthwhile charity could be classed as Important or In a Perfect World-only your strategic plan would give you guidance.
Fourth:Publish your list with guidelines on how to communicate and handle each type of issue.
Emergency-Knock on the door, call or interrupt, text and email, track you down
Urgent-Qualify sense of urgency and then call, stop by or email depending.
Important-Qualify level and then communicate through channels
SOP-Email or set up a coaching session
In a Perfect World-file to review during corporate citizenship meeting
Finally: When interrupted ask-"As we have defined issues is this an Emergency, Urgent, Important, SOP or In A Perfect World?"
If it is an emergency-respond immediately. If Urgent ask-"Is this something than can wait until this afternoon or will it affect our customers if it isn't taken care of this morning? If Important-"Is this something that will hurt our relationship with our clients if we wait until our meeting in two days or do our we need to deal with it before then?" If SOP-"Can this wait until our training session or is the ROI enough to warrant a more immediate coaching session? If In a Perfect World- "Is this important enough to bring up at our corporate citizenship meeting?"
Like most process improvements it will take more work now to make a better world tomorrow. Very quickly you will find that you and your team will come into agreement on how to handle issues. Soon after this you will find yourself being interrupted much less often, and even more important, you will be called in on genuine emergencies quickly enough to make a difference.
1. Establish a class of importance for issues such as Emergency, Urgent, Important, SOP and In a Perfect World.
2. Establish a list of which issue goes where on your priority list.
3. Create qualifying questions.
4. Establish how and when to communicate each class of priority.
5. Enjoy greater efficiency and effectiveness in the workplace.
6. Have more time to work on things that matter
7. Enjoy being interrupted less often!
Fourth:Publish your list with guidelines on how to communicate and handle each type of issue.
Emergency-Knock on the door, call or interrupt, text and email, track you down
Urgent-Qualify sense of urgency and then call, stop by or email depending.
Important-Qualify level and then communicate through channels
SOP-Email or set up a coaching session
In a Perfect World-file to review during corporate citizenship meeting
Finally: When interrupted ask-"As we have defined issues is this an Emergency, Urgent, Important, SOP or In A Perfect World?"
If it is an emergency-respond immediately. If Urgent ask-"Is this something than can wait until this afternoon or will it affect our customers if it isn't taken care of this morning? If Important-"Is this something that will hurt our relationship with our clients if we wait until our meeting in two days or do our we need to deal with it before then?" If SOP-"Can this wait until our training session or is the ROI enough to warrant a more immediate coaching session? If In a Perfect World- "Is this important enough to bring up at our corporate citizenship meeting?"
Like most process improvements it will take more work now to make a better world tomorrow. Very quickly you will find that you and your team will come into agreement on how to handle issues. Soon after this you will find yourself being interrupted much less often, and even more important, you will be called in on genuine emergencies quickly enough to make a difference.
1. Establish a class of importance for issues such as Emergency, Urgent, Important, SOP and In a Perfect World.
2. Establish a list of which issue goes where on your priority list.
3. Create qualifying questions.
4. Establish how and when to communicate each class of priority.
5. Enjoy greater efficiency and effectiveness in the workplace.
6. Have more time to work on things that matter
7. Enjoy being interrupted less often!
Related Articles
Time Management - How To Prioritize Your Tasks
HOW TO STAY COOL AND IN CONTROL WHEN DEALING WITH INTERRUPTIONS
Time Management Priorities
Party Plan Secrets Secrets Of Home Party Experts They Dont Want You To Know
Time Management Tips
Dealing with Morons
Home Business Expert: Leverage Your Time
Seven Simple Ways To Prioritize
Your Sanity Savers - Have Time for the Good Life - Part Two
Time Management & Productivity: Can You Really Manage Time?
The Five Bandits of Time
Environmental Protection Agency FAQs
iPhone Apps to Help You in Emergency
Urgent or Important? Learn to Prioritize
Don't Lose Your Focus
Time Management Skills & Work
Your Sanity Savers - Have Time for the Good Life - Part One
5 Frustrations that Derail the Sales Force
Procrastination: Productivity Paralyzer or Power House?
How to deal with Overwhelm
|
Free PDF Download Keys To Being Consistent and Predictable Part 3 - By John Cameron |
|
About the Author: John Cameron Through speaking, consulting, training and resources, using humor and great process, John Cameron helps teams and leaders own the skills, the plan and the courage to do what they must do to increase the wealth of their clients, their organization and themselves. Whether you are assigned as boss on a team, in a family, in your favorite charity, in public office or on a project, John Cameron can help you get better. Get better at listening, understanding, giving instructions, delegating, planning, project management, holding yourself and others accountable, estimating time, motivating, disciplining, persuading and all of the other skills bosses need. John Cameron can and will help you as he has helped literally thousands of others. See samples of John Cameron speaking and training on you tube at http://www.youtube.com/user/thejohnacameron Click here to visit John's website.   An Early Warning System for Your Teams WellBeing Something about Mary Keys to Being Consistent and Predictable Part One Learn to Say No in Four Effective Ways Keys to Being Consistent and Predictable Part 2 |
Related Forum Posts
Share this article. Fund someone's dream.
Share this post and you'll help support entrepreneurs in Africa through our partnership with Kiva.
Over $50,000 raised and counting - Please keep sharing! Learn more.
Featured Video
Expert author video by:Trending Articles
Today’s Profiles of Entrepreneurship in Africa: Aliko Dangote
Is Your Business Tough Enough to Survive Recession?
Features of Kall8 Phone Service
Catch Someone Doing Something Right
How to Listen like a Detective
|
|
Like this page? PLEASE +1 it! |  |
Newsletter
Get advice & tips from famous business
owners, new articles by entrepreneur
experts, my latest website updates, &
special sneak peaks at what's to come!
Get advice & tips from famous business
owners, new articles by entrepreneur
experts, my latest website updates, &
special sneak peaks at what's to come!
Popular Articles
Landscape Your Way to Success with a Metaphor
Site Speed
A Social Media Infatuation
Landscape Your Way to Success with a Metaphor
Site Speed
A Social Media Infatuation
Suggestions
Email us your ideas on how to make our
website more valuable! Thank you Sharon
from Toronto Salsa Lessons / Classes for
your suggestions to make the newsletter
look like the website and profile younger
entrepreneurs like Jennifer Lopez.
Email us your ideas on how to make our
website more valuable! Thank you Sharon
from Toronto Salsa Lessons / Classes for
your suggestions to make the newsletter
look like the website and profile younger
entrepreneurs like Jennifer Lopez.