Use Categories to keep Interruptions at a Minimum

by Skip Colfax

In Getting the EDGE, you remember turning off the indicators that tell you of new e-mail. I really don’t miss those incessant chimes and flags. In fact, when I’m around a system that still uses them, they irritate me, and I’m glad they’re gone from my life! I get so much more done.

Speaking of interruptions, another best practice I’ve learned that reduces interruptions is using categories along with one-on-one meetings with my boss and my team members. I remember the days when I managed 24 smart, capable training writers. I had an open door policy, so they each came to my office frequently to interrupt me with a question or to give me status on their projects. I was kept well informed about my team, but, with 24 of them, I was constantly interrupted, and I found that my projects were getting done at home or on the weekends, instead of at the office.

When I learned the EDGE system, and how to incorporate the use of categories into the one-on-one weekly meetings I have with my boss and team members, I found that all of us were having fewer interruptions and more productive time.

Here’s how I use the Team and Boss categories with my one-on-one meetings:

My Boss

• When I have an item that I need to speak with my boss about, I create a task, and categorize it with the “Christina” category (Christina Randle is our CEO and I have weekly meetings with her).
• When I have a few minutes with Christina or during our weekly one-on-one meeting, I open my tasks list, look in the “Christina” category and see my list of all of the things I need to speak with her about.
  

My Team

• In the same vein, when it comes to my Team, I have only one category for Team, so to help group items together for each team member; I enter their initials at the beginning of the topic.
• Then, when I open the Team Category in my task list, all of the items for each team member are grouped together by their initials.
• This is the method that Christina uses with her team (of which I am a member)
  

It’s a great system. We reduce interruptions all around, and all stay as productive as possible. If you’re not using categories this way today, give it a try, you’ll see what I mean about reduced interruptions and increased productivity.