How to Stop People From Interrupting?

[redfathom]

I am an executive assistant for the CEO, COO and CFO for a small company; I have been working here for about six months. I had an employee review this week and my bosses mentioned that they would like to me to be more assertive with other associates regarding interruptions.

 

Often I am sitting at my desk (which is right next to both my bosses) and people will come in to tell them things: i.e. so and so will be in late they are sick, our meeting has been moved to x conference room. These are things that people could be telling me and when my bosses were done with their meeting I could then pass the info on to them. Instead people are so used to an open door policy that they just go knock on the door interrupt them and then leave.

 

So my question is, how can I be more assertive with out being rude or making people feel like we do not have an open door policy. I mean it just happened. My two bosses were sitting in one of the office’s talking and an employee comes up and goes: “sorry to interrupt you but I wanted to let you know that x is not feeling well and will be in later”. All the while I am sitting here and not knowing what she was going to say I did not want to stop her; but she should have told me that instead of interrupting their meeting.

 

Any suggestions? I was going to send her an e-mail, but I am afraid it will come across the wrong way.

[Storyrider]

Couldn't you just send out a general email asking people to email this type of information?

 

It sounds like the physical arrangement of the office is a part of the problem. If you are to successfully intercept interrupting employees, your desk really should be the first thing people see, with their desks behind.

[Art_Critic]

How to Stop People From Interrupting?

 

you don't.. you are the CEO, COO and CFO with an open door policy.. it comes with the territory..

 

People always will think their problem or issue is more important than what is in front of you at the time..

 

As a joke I will answer this question this way if the situation presents itself and I can do it and get a laugh..

When someone interrupts and says " I don't mean to interrupt ".. I interrupt them and say.." You already have ".. what can I do for you ?

 

But this is only said in a joking manner and not meant with any truth to how I feel..

I could really care a less if they interrupt.. in the end it is my company and I as such i need to just accept that this happens when dealing with people and an open door policy.

 

Hope I helped...

[Trialbyfire]

You should draft up a memo from your Executives stating that staff are to access them through you. Allow your Execs to read it and accept it, then send it out on their behalf to all staff.

 

This ensures that you have done the CYA thing with your review and bosses, and also ensures that your coworkers are aware that you're not power playing.

[redfathom]

Hi All,

 

Thanks for replying. I did mentioned that I was going to send an e-mail to the person this morning and they said they do not want to give people the wrong impression so they will not make an announcement. I guess I just have to stop people as soon as they come in to our area.

 

Eventually people will start to get the picture. It just sucks because I hate playing 20 questions with everyone that comes over here. Some people are worse, we have a few employees who think no matter what else is happening there issue, question or concern is by far the most important. They come in here very quick, look in my bosses windows and then try to get there attention and are very rushed. These people are the most intimidating when it comes to being assertive because they themselves are very assertive and used to their issues being a priority or treated as such.

[Trialbyfire]

Whoah, they are putting you in an untenable position of being the bad guy with insufficient clout behind you. I would not work for these guys.

[This_Too_Shall_Pass]

I don't think that's unusual. Happens all the time in the corporate environment - people putting you in a catch-22 situation. You just have to find an effective way of dealing with it.

 

You could send an email to your employees that goes something like:

 

"While the open-door policy still remains, it would make things easier for me if everyone can exercise discretion regarding when to drop by.

 

As a general rule, unless it's a matter requiring urgent attention, I would ask you all to wait if I am already talking to someone, or if I'm in a meeting.

 

That way, I can give you my full attention when you do come in and talk about something."

 

Open door policy is basically a way to cut the hassle of making appointments etc. So I don't think this will "kill" the idea of the open door policy, because it's only good sense that they wait when you're in a meeting or speaking with someone else.

 

 

The art is how to ride two horses at one time. You make your bosses happy, while not compromising the open-door promise you gave to your subordinates.

[This_Too_Shall_Pass]

Hi All,

 

Thanks for replying. I did mentioned that I was going to send an e-mail to the person this morning and they said they do not want to give people the wrong impression so they will not make an announcement. I guess I just have to stop people as soon as they come in to our area.

 

Eventually people will start to get the picture. It just sucks because I hate playing 20 questions with everyone that comes over here. Some people are worse, we have a few employees who think no matter what else is happening there issue, question or concern is by far the most important. They come in here very quick, look in my bosses windows and then try to get there attention and are very rushed. These people are the most intimidating when it comes to being assertive because they themselves are very assertive and used to their issues being a priority or treated as such.

 

 

Look, a lot of times, the management tends to give a knee-jerk reaction. How did you present your idea of the email to them? Sometimes they may say "yes" or "no" before even contemplating what you really mean.

 

Don't say you're trying to stop people from barging in. Just say that you want to communicate your idea to the employees, so they don't have to out-shout 20 other people in the same room trying to say something to you, and can actually say what they want without feeling pressurized.

[Trialbyfire]

I don't think that's unusual. Happens all the time in the corporate environment - people putting you in a catch-22 situation. You just have to find an effective way of dealing with it.

 

You could send an email to your employees that goes something like:

 

"While the open-door policy still remains, it would make things easier for me if everyone can exercise discretion regarding when to drop by.

 

As a general rule, unless it's a matter requiring urgent attention, I would ask you all to wait if I am already talking to someone, or if I'm in a meeting.

 

That way, I can give you my full attention when you do come in and talk about something."

 

Open door policy is basically a way to cut the hassle of making appointments etc. So I don't think this will "kill" the idea of the open door policy, because it's only good sense that they wait when you're in a meeting or speaking with someone else.

 

 

The art is how to ride two horses at one time. You make your bosses happy, while not compromising the open-door promise you gave to your subordinates.

An Executive Assistant holds no power except with the backing of the Executive level. This isn't a simple case of management versus line staff. If she sends out an email like that, all the kitchen chickens will rebel...

[This_Too_Shall_Pass]

Hmmm. For some reason, I thought Redfathom was the manager. My mistake.

 

 

Of course, the executive assistant doesn't send an email like that without the bosses' approval. The thing is to try to convince your bosses about the helpfulness of putting some sort of filter before the door, like I said in the second post.

[This_Too_Shall_Pass]

you don't.. you are the CEO, COO and CFO with an open door policy.. it comes with the territory..

 

 

Redfathom isn't the CEO / CFO. I made that assumption, too.

[Art_Critic]

Redfathom isn't the CEO / CFO. I made that assumption, too.

 

haha.. I read it wrong... Thanks TTSP..

[This_Too_Shall_Pass]

haha.. I read it wrong... Thanks TTSP..

 

It happens to everyone, sometimes. Getting home from work late on a Friday, heavy-headed and hungry, does this to me

[Zona76]

Where I work(I am at associate level) a sign is placed on the door when reviews are being done. No interruptions EVER unless a life or death situation. ALL know this!

Have a "huddle" with your group. Inform everyone that when you open the door and see me occupied, you must keep it private and return later.

If you feel it urgent then pass a note. Mentioning a name of one who is going to be late in front of another is a break in the code of conduct.

Make sure they know the open door policy remains, but they two would want privacy if in a one on one with another superior

[lindya]

My two bosses were sitting in one of the office’s talking and an employee comes up and goes: “sorry to interrupt you but I wanted to let you know that x is not feeling well and will be in later”. All the while I am sitting here and not knowing what she was going to say I did not want to stop her; but she should have told me that instead of interrupting their meeting.

 

I think sometimes it comes down to people being desperate for the boss to get to know their face and see it on a regular basis. They forget that the more they interrupt his or her working day with non-urgent bits and pieces of information, the more that boss is going to feel like punching their face on a regular basis.

 

I would tell the interrupters that. In all seriousness, I would. I'd laugh while I was saying it, obviously, but I think the point would be made.

[SoleMate]

I would handle it by letting the interrupter know that you would like to provide a SERVICE to him/her by personally passing their messages on to the boss, in the future. It feels good if you let them know how you can HELP them, by letting them know you will pass the message on as soon as the boss is free and he/she can give full attention to their input. Whenever you can get people to use you as a conduit, in this way, make sure to give them lots of warm fuzzies, and they will be more likely to use you to pass messages on in the future.

[halfarock]

Just an aside to the discussion but when I used to work for large corporations and had to go to all manner of executives and middle managers for information and approvals and all that, I discovered that it was much more efficient, and success much more likely if I just went to their secretaries. The secretaries seemed to always be more knowledgeable with all the little details and would be much more helpful in following what ever procedure was required.

[redfathom]

Thanks all for your replies. So not much progress has been made. It's hard because my one boss gets flustered with interuptions, but he often leaves his door open which to him means he is free to take visitors. Then he ges flustered give people this what they heck do you want look and shuts the door as they're on their way out.

 

I think I just need to earn there trust, which will come in time. I will definitly try some of the suggestions given here and really apprreicate the feedback (I did not expect so much) . Thanks again!