What tools can help you manage interruptions and emergencies?

1 Prioritize your tasks

One of the first things you need to do is to prioritize your tasks according to their urgency and importance. This will help you decide what to work on first, what to delegate, what to postpone, and what to eliminate. A useful tool for prioritizing your tasks is the Eisenhower matrix, which divides them into four categories: do, decide, delegate, and delete. You can use a spreadsheet, a planner, or an app to create your own matrix and sort your tasks accordingly.

2 Block your time

Another tool that can help you manage interruptions and emergencies is time blocking. This is a technique where you divide your day into chunks of time dedicated to specific tasks or projects. For example, you can block an hour for answering emails, two hours for working on a report, and half an hour for lunch. Time blocking can help you stay focused, avoid multitasking, and set boundaries for yourself and others. You can use a calendar, a timer, or an app to create your own time blocks and stick to them.

3 Use a do not disturb mode

Sometimes, you need to block out all the distractions and interruptions that come from your phone, your computer, or your colleagues. A tool that can help you do that is a do not disturb mode. This is a feature that silences your notifications, calls, and messages for a period of time that you choose. You can use a do not disturb mode on your phone, your computer, or your online platforms to let others know that you are busy and unavailable. You can also use a sign, a headphone, or a closed door to signal your do not disturb status.

4 Have an emergency plan

Of course, not all interruptions and emergencies can be avoided or ignored. Sometimes, you need to deal with them as soon as possible and adjust your schedule accordingly. A tool that can help you handle these situations is an emergency plan. This is a set of guidelines that outlines what to do, who to contact, and where to find the resources you need in case of an emergency. You can create an emergency plan for different scenarios, such as a power outage, a network failure, or a medical issue. You can also have a backup plan for your tasks, such as saving your files, having alternative tools, or delegating your work.