Gone are the good ‘ol days when most white collar workers had a dedicated secretary to filter incoming communications and information, making sure the boss could keep his or her mind on the most important matters. Email, instant messaging and mobile phones have given everybody direct access to everybody else – all day, every day.

While today’s tech tools can be great business and productivity boosters when used with discretion and flair, the general trend is toward non-stop interruptions and distractions preventing most of us from finding the quiet time needed to focus and complete critical tasks.

So how do we leverage the tools to our advantage but retain control over what gets our time and attention? Here are a few nifty little tricks to help you mimic the days of old with your very own ‘Front Office.’

Voice Mail + Caller ID

We’ll start with an easy one. Make sure frequent callers’ numbers display on your land line and mobile phone when they ring, and create protocols for yourself about which calls you’ll answer immediately and which you will return later.

Leave a short and sweet greeting to the effect of:

“Hi – sorry I can’t pick up your call right now. I’ll check messages at least once daily and will get back to you within 24 hours. For urgent matters, please send me a brief SMS beginning with the word URGENT.”

Email Autoresponders

This is the same idea as above, to manage expectations and put you in control. Set your server to reply to all incoming emails with a message like this:

“Hi – thanks for your message. I will check email twice daily at 10 a.m. and 4 p.m. Hong Kong time (GMT +8) and will reply within 48 hours. If you need a response by a particular time, please indicate this in the subject line of your email. For urgent matters, please send me a brief SMS (+123 4567 8910) beginning with the word URGENT.”

Tip: For both suggestions above, be sure to follow up as you have promised; otherwise people won’t trust your system or respect your boundaries.

IM: Not Available

Even if you are in plain sight of your workmates, set your instant messaging status to ‘Not Available’ or  ‘Do Not Disturb’ when you are focusing on essential tasks or project work. Ignore all attempts to get you to crack – even the funny ones! You won’t have to do this more than a couple of times to send a clear message that your M.O. has changed.

Workstation: Do Not Disturb Signal

Come up with a team-wide signal to indicate when you are not free to chat or answer questions. Some companies use a coloured flag system on the door, cubicle entry or computer monitor. Others create open door/closed door guidelines and understandings.

Some employees put headphones in/on their ears and orient their computers so that passers-by can’t gain immediate eye contact. Brainstorm ideas with your team and support each other to implement the system. Everybody wins!

Personal or Virtual Assistant

Build a solid case for an extra pair of hands by logging your time use faithfully for a 2-week period. Demonstrate to your bosses which tasks could be done by a support person, freeing you up to clock more hours on the creative, value-adding work you were hired to do. Calculate and compare the cost of your hours against the cost of support hours to put some teeth into your pitch.

Consider part-time and virtual assistant options rather than thinking you need a full-time employee. Delegate work on an hourly basis or outsource entire projects. Then be a good manager – give clear expectations and deadlines, allow enough time for discussion and revision, etc.

Empower Others to Act for You

There’s a lot of power in systems that are written down so people can follow them to your specifications and quality standards. Make a list of all the things you do on a routine basis that could be documented and handed over to someone else. One by one, create a short how-to guide and train others to implement your processes just like you would.

This takes time, but the payoff is HUGE if you do it right!!

Away Find

Small businesses and open-minded corporates can achieve much of the above with this elegant productivity app: http://www.awayfind.com/

Filed under: Time