Technology-based interruptions eroding workplace productivity

Tips on how workers can manage technology, and not let it manage them

Brisbane – Workplace productivity is being eroded by constant technology-based interruptions because people don't know how to manage it properly.

Office workers' attention is being diverted every three minutes by answering the phone, being alerted to an incoming email, responding to an alert on their BlackBerry, reacting to an instant message, or clicking on internet-based distractions such as YouTube or Facebook. These distractions consume much as 28% of an average knowledge workers' day (Basex research).

"As we receive more and more e-mail messages and other technology-based interruptions, it can feel like being hit by a digital deluge," says Brisbane-based productivity expert Michael Janz, a director of training company Priority Management. "Without the skills to manage e-mail and other devices effectively, many people are wasting time just trying to keep up instead of gaining productivity through technology."

Mr Janz offers these tactics for distraction management:

1. Turn off the alarm or visual alerts
"You wouldn't let the postman empty a mailbag on your desk 50 times a day and you certainly wouldn't let them ring a bell with each delivery," Janz says. "That's exactly what you are doing if you check each e-mail when it arrives." Turn off the alarm or visual alert and take control of your e-mail and your time.

2. Learn how to turn off or manage alerts on mobile devices
As more and more people synchronize their phones and mobile devices they are being distracted by email alerts, meeting reminders at all sorts of inconvenient times. These alerts can ensure you are being distracted at home as well as work!

3. Treat e-mail like regular mail
Try to check your e-mail at regular times in the day, i.e. early morning, mid-day and late afternoon. Even if you receive a high volume of e-mails, you shouldn't check more than four times a day. "Checking email regularly can give you a very busy feeling but it is deceptive as it is unlikely you are focusing on you key priorities" says Janz.

4. Take control of your in-box
Subscribe to e-mail services selectively. Ask friends or colleagues who frequently send jokes or huge files to stop. Get a separate e-mail address for personal communication or one that you give just to key contacts, similar to an unlisted phone number. Set up rules to automatically delete or file low priority emails.

5. Focus on your priorities
Commit 10 -15 minutes each day to plan for the next day. Ensure as part of this process you make "appointments with yourself" to focus on key priorities and projects.

"E-mail, mobile devices, instant messaging and the like can save businesses considerable time and money," says Mr Janz. "But managing these tools is a skill that's just as important to acquire as other essential management skills such as communication, planning and prioritizing."

Priority Management is a worldwide training company with offices in over 15 countries. The company’s newest programs – show people how to manage their technology more effectively bringing about significant productivity enhancements. Priority Management has trained more than two million graduates, ranging from entrepreneurs to all levels of Government and Fortune 500 companies.

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