Things aren’t slowing down. We aren’t finding more time to stay caught up, and if you’re like me, the interruptions annoy me the most. Even if you work at home like I do, interruptions are inevitable. Whether it’s a chatty coworker (in person or on a chat channel), a last-minute request from your boss, or an inbox that can be measured in miles, managing interruptions effectively is critical to maintaining productivity and focus.
According to a study from the University of California, Irvine, refocusing takes an average of 23 minutes and 15 seconds after an interruption (Mark, Gudith, & Klocke, 2008). With this in mind, it’s crucial to develop strategies that help mitigate distractions while maintaining professional relationships because telling colleagues to “go away” isn’t a good strategy (even if that is what you want to say).
Interruptions can be categorized based on two key factors: Value (Good Use of Time vs. Poor Use of Time) and Control (Can Control vs. Cannot Control). If you know me, you know I love processes, so I put this information into a 2×2 quadrant matrix to help us determine the best way to handle interruptions.
The Workplace Interruptions Matrix
|
Good Use of Time ⏳ |
Poor Use of Time ⏳ |
|
|
Can Control🎯 |
Manage & Prioritize ✅ – A colleague needing input on a project – A direct report seeking guidance – A key client requesting assistance |
Set Boundaries 🚧 – Chatty coworkers dropping by – Being pulled into unnecessary meetings – People offloading work onto you |
|
Cannot Control❌ |
Adapt & Respond Quickly 🔄 – IT issues disrupting workflow – A manager’s urgent request – A last-minute project change |
Minimize or Exit 🚪 – Gossip and office politics – Spam emails and unnecessary reply-all chains – Non-work-related distractions |
Strategies for Managing Interruptions
1️. Can Control + Good Use of Time → Manage & Prioritize
These are easy to deal with. To start, it is a good use of my time, and I also feel in control of the interruption. All we need to do is acknowledge the importance of the task and schedule time to handle it efficiently.
For example, A coworker needs help with an important task.
Response: “I’d be happy to help. Can we set a time later today when I can give you my full attention?”
Example: Your team needs your input on a key project.
Response: “Let’s put this on the agenda for our next meeting to discuss it in detail.”
You are helping your team and coworkers. Doing this task is a good use of your time, but the timing isn’t right. Instead, you should schedule it so that it doesn’t interrupt what you are doing now, but you should still prioritize it. Pick a time that works better and schedule it so you can take care of it.
2️. Can Control + Poor Use of Time → Set Boundaries
Deflect, delay, or say no firmly but politely.
For example, A coworker frequently stops by for casual conversation. It’s not work-related, or if it is work-related, it feels like they are stalling, so the topic changes to something that isn’t work-related.
Response: “I’d love to chat, but I’m on a tight deadline. Let’s catch up at lunch.” Or “Let’s continue at break as I’ve got a tight deadline to meet.”
Example: You’re invited to a meeting that doesn’t pertain to you, and you have no role in the meeting.
Response: “It doesn’t look like I need to contribute anything to this meeting. I prefer to get the notes afterward.”
You can easily redirect the conversation or pick a time in the future when this conversation won’t be seen as an interruption. You shouldn’t feel guilty for using your workload as an excuse to get back to work; after all, that’s why you get paid!
- Cannot Control + Good Use of Time → Adapt & Respond Quickly
Stay flexible and find the most efficient way to handle the situation.
Example: Your boss has a last-minute request.
Response: “I’ll stop what I’m doing and do this first.
Example: A technical issue is slowing down work.
Response: “I’ll contact IT immediately and see if there’s a workaround.”
Acknowledge urgency but clarify expectations to maintain control.
4️. Cannot Control + Poor Use of Time → Minimize or Exit
Your strategy for this quadrant is to politely excuse yourself or remove distractions.
Example: Political discussions dominate the office, and you don’t want to talk politics at work.
Response: “Pardon me while I head back to my desk. I’ve got some important deadlines today.”
You don’t need to have a conversation to avoid politics; you need to politely remove yourself from the conversation you don’t want to be part of.
Example: Spam emails and reply-all chains.
Action: Politely remove yourself with “This doesn’t require my input, so I’ll step out of the thread.”
You can disengage professionally without causing tension or casting blame.
General Tips for Handling Interruptions
- Use Visual Cues: Wearing headphones, setting “Do Not Disturb” hours, or using workspace signage can signal when you’re focused.
- Batch Communications: Instead of checking emails and messages constantly, set designated times to respond.
- Train Others: Let colleagues know your preferred way of handling requests—such as scheduling discussions instead of dropping in.
- Be Consistent: The more you enforce boundaries, the more others will respect them.
Research has shown that the average worker is productive for 2 hours and 53 minutes daily, only 31% of an 8-hour workday (Productivity in the Workplace Statistics, 2025). By implementing these strategies, office workers can regain control over their time, increasing efficiency and reducing stress. Managing interruptions isn’t about avoiding people but ensuring that every interaction adds value to your work.
By applying these techniques, you can balance being approachable and protecting your productivity.
