Hi everyone,
BLUF: People constantly drop in unannounced and meetings are interrupted. I'm concerned about this effect on the O3s I'm about to introduce.
I have just started in a position where I will be converging two departments into one. Currently there are 6 direct reports (and two open positions).
I am starting one-on-ones with my directs next week and this is a culture of interruption. Everyone is in cubicles and everyone is comfortable barging in on conversations and getting what their want done (it's not aggressive, everyone is very cordial and this is expected).
I don't have any worries about doing one-on-ones in public, however I am concerned about the disruption. Do you have ideas on how I may manage this risk?
Thank you.
It sounds like you just need
It sounds like you just need to tell the person "Excuse me, I'm in the middle of a meeting. I'll contact you when I have a few minutes" and repeat as necessary.
Hang a sign
If you're in a cubicle can you hang a sign on the outside something like "Sorry, in a meeting until (Time). Drop me an email and I'll get back to you as soon as I can" where (Time) is the end of this curent block of O3s plus enough time for a comfort break. That way they have an indication of how to contact you and an idea of when they're likely to hear from you, just make sure that you schedule one of your 'do email' slots for the end of a block of O3s.
If they still interrupt you use what TomW said.
Stephen
--
Skype: stephenbooth_uk | DiSC: 6137
"Start with the customer and work backwards, not with the tools and work forwards" - James Womack
Alternate location
We're also short on private space where I work. I've had success reserving a teaming room specifically for one-on-ones. I have found that we're less likely to be casually interuped by meeting in a different location. Hope that helps - Sam
give it time
You will find that after you have been doing on on ones for a while you will have less interruptions, It just happens. Also I suggest you ask, if it is you direct that is interrupting, can this wait until our meeting? ... the answer more often than not is yes.
You teach people how they are to treat you,teach them not to interrupt you when you are in a meeting. (give them feedback)
Chris
Interrupted? Feedback.
Everyone gets the message quickly...O3 time is just for them.
Only extraordinary circumstances warrant otherwise--folks are good about it. What took a bit longer (for some) was to turn off cell phones.
Update
Update: I've been asking people to come back later or send me an email about it and I'd respond. So far it's working well. I suppose my concern was mostly that it seemed that this interruption routine was very much part of the inherent cultural ("this is the way we do things"), but I am thinking now that it's just a bad habit that has gone on unaddressed for too long.
More fascinating, my reports seemed elated that I didn't answer my desk phone when it rang during the first one-on-ones. I reinforced that of course I wasn't going to pick up, this was their time. Almost too easy a win for me, but makes me sad that they were treated with such little professionalism before.
It depends on your physical setting
I happen to have an office with a door. I hung a sign on the door that said "If the door is closed I am in an important meeting and ask that you not enter or knock." It took me 6 months, a fair amount of kidding, but it became accepted. I also need to be very intentional about only closing the door when I do not want to be disturbed. I expect my team to slip some in the future so the sign is still around.