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What do you do if you're constantly interrupted while managing emergencies?

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As an emergency manager, you have to deal with urgent and complex situations that require your full attention and focus. However, you may also face constant interruptions from various sources, such as phone calls, emails, messages, colleagues, media, or stakeholders. How can you manage your time and tasks effectively without losing track of your priorities and goals? Here are some tips to help you cope with interruptions and stay productive and efficient while managing emergencies.

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1 Identify the source and type of interruption

Not all interruptions are created equal. Some may be relevant and important for your emergency management, while others may be irrelevant and distracting. You need to identify the source and type of interruption and decide how to handle it accordingly. For example, you can categorize interruptions into four types: urgent and important, urgent but not important, important but not urgent, and neither urgent nor important. You can use the Eisenhower matrix or a similar tool to help you prioritize and delegate tasks based on these criteria.

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2 Set clear boundaries and expectations

One way to reduce interruptions is to set clear boundaries and expectations with your team, your superiors, your partners, and your clients. You can communicate your availability, your preferred mode of contact, your response time, and your emergency protocols. You can also use tools such as calendars, schedules, auto-replies, and do-not-disturb modes to signal when you are busy or available. By doing so, you can minimize unnecessary or redundant interruptions and focus on the most critical tasks.

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3 Plan ahead and anticipate interruptions

Another way to cope with interruptions is to plan ahead and anticipate possible scenarios that may disrupt your workflow. You can use tools such as checklists, templates, workflows, and contingency plans to prepare for different types of emergencies and interruptions. You can also allocate some buffer time in your schedule to deal with unforeseen events or emergencies. By doing so, you can reduce stress and uncertainty and increase your flexibility and adaptability.

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Markus Glanzer

Unternehmer | Autor | Krisenplaner
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Grunds?tzlich sollte die Notfallmanagement-Struktur schon so aufgebaut sein, dass es nicht zu st?ndigen Unterbrechungen kommen kann. Wichtige Unterbrechungen, also solche, die neue Erkenntnisse zum Notfall oder für die Bew?ltigung bringen, würde ich auch nicht als Unterbrechungen im Sinne des Artikels sehen. Diese sind dann einfach ein wichtiger Teil des Notfallmanagements selbst, um nichts zu übersehen oder um nicht in eine Sackgasse zu laufen. Alles andere würde ich unter die Kategorie "nicht jetzt" einstufen und mich ggf. sp?ter darum kümmern (oder auch nicht).

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4 Use effective strategies to resume your tasks

Even if you try to avoid or minimize interruptions, you may still encounter some that are unavoidable or essential. In that case, you need to use effective strategies to resume your tasks after dealing with the interruption. For example, you can use tools such as notes, reminders, timers, and bookmarks to help you remember where you left off and what you need to do next. You can also use techniques such as chunking, batching, or pomodoro to help you focus and complete your tasks in manageable segments.

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5 Evaluate and improve your interruption management

Finally, you need to evaluate and improve your interruption management skills and habits. You can use tools such as logs, trackers, or surveys to monitor and measure how often and how long you are interrupted, how you handle interruptions, and how they affect your performance and outcomes. You can also use feedback, coaching, or training to learn and apply best practices and tips for managing interruptions effectively. By doing so, you can identify your strengths and weaknesses and improve your productivity and efficiency while managing emergencies.

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Rachel Hollinger

Emergency Manager | Organizational Leadership | Program Compliance
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Consider adjusting the span of control in your incident control center. A solution may be to add another individual to the management staff to act as a filter for questions etc. Have regular briefings scheduled to provide staff time to provide updates etc.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Nombeh Ngeh

Security Officer ( 5 yrs experience )
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Constant interruptions can be frustrating, especially during emergencies. One strategy is to establish clear communication protocols and delegate tasks when possible, so others can handle less critical issues. Additionally, setting boundaries, such as scheduling uninterrupted time, can help manage interruptions more effectively.

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Jared Goff

Emergency Management & Preparedness Practitioner | 32 years in Public Safety | Military Government Officer
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Three questions pop up for me in order to answer this question legitimately. One, what’s the emergency? Second, what position am I fulfilling (am I a fire department company officer commanding a building fire, Operations Section Chief in an EOC, etc)? Three, who’s interrupting? Managing an emergency or crisis requires open lines, open silos, open ears. At no point am I totally heads down, excused from collaboration or information sharing. I expect to be interrupted in all phases, even by those who may have the experience or competence.

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Daniel Mee

Leadership is a Lifestyle II Police Sergeant II Aspiring Project Manager II Grant Writer II Brand Ambassador
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Operating in an emergency capacity is only done well successfully by leaders. Leaders who sometimes must be curt with others due to time restraints. The time to debate was during training sessions. Here, in the real world, is where we rely on that repetitive education in order to have a seamless real-world run. There are people who want to micromanage their personnel. That doesn;t work in an office setting let alone when fire are raging, bullets are flying, or a the roadway is a blocked by a colossal collision requiring a mass casualty response. Let your people operate according to their assignment. Guide personnel through overseeing the incident. You hired the personnel present. Be confident in that decision.

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What do you do if you're constantly interrupted while managing emergencies?

1

2

3

4

5

6

1 Identify the source and type of interruption

2 Set clear boundaries and expectations

3 Plan ahead and anticipate interruptions

4 Use effective strategies to resume your tasks

5 Evaluate and improve your interruption management

6 Here’s what else to consider

Emergency Management

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What do you do if you're constantly interrupted while managing emergencies?

1

2

3

4

5

6

1 Identify the source and type of interruption

2 Set clear boundaries and expectations

3 Plan ahead and anticipate interruptions

4 Use effective strategies to resume your tasks

5 Evaluate and improve your interruption management

6 Here’s what else to consider

Emergency Management

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