Managing interruptions is a big deal for small business owners who wear a lot of hats. We’re constantly pulled from one thing to another. While multitasking might seem like the solution, it can reduce productivity by up to 40%. Instead of getting multiple tasks done consecutively, you’re task-switching, and usually long before the previous task is complete. If only there were a way to manage interruptions.
That’s where calendaring or calendar blocking comes in. We’re huge advocates of calendar blocking here at Beyond the Chaos (we even have a course). And it works… unless the system breaks.
What can break the system? And how do you get back on track?
Before discussing the solutions, it’s important to understand why interruptions feel so frustrating in the first place. There’s science behind it.
Why Interruptions Feel So Disruptive
When you’re deep in a task, your brain enters a focused rhythm called flow. That state helps you work with clarity and confidence. But it’s fragile. The moment someone calls out “got a sec?” that rhythm breaks.
Here’s what your brain has to do next:
- Stop and shift attention
- Evaluate the new input
- Decide what to prioritize
This switch takes energy. It’s not instant. It can take over 20 minutes to return to the same focus level. But even the best system only works if you respect its boundaries.
Interruptions throw your brain off course, and the recovery time is rarely as quick as you think.
Managing Interruptions: When Your Calendaring System Breaks
Here’s a great real-life story about how interruptions can break a system.
A business owner’s calendaring broke this morning. Here’s why. The owner was getting ready to leave for vacation and doing all the last-minute things to give himself work-free time away. In preparation, he was managing interruptions in advance. This preparation includes getting all of next week’s must-do’s done.
The first interruption was about a last-minute dog boarding change, which resulted in the owner having to change plans, reverse payments, pay new people, and whatnot.
Then, the owner got a response to a for-sale item he had listed online. Wanting that extra $150 spending money for his vacation, he set up a time for the person to stop by, and he made the sale.
Compound it with a business issue, and the owner was troubleshooting through a support ticket. It was all put back on the owner to address with another provider, which meant the owner had to restart the support ticket process with them.
So, how did the owner get off track this morning? Life happens.
Many other things can break your calendaring as well. Sometimes, it’s procrastination. Or a legitimate emergency.
The other day, a client got called away for a family emergency. Not only did that break her calendar blocking, but it also broke the team member she was scheduled to meet.
What about when something takes longer than was expected? Or, what if you don’t feel focused enough to work on the task you designated at that time?
It can be very overwhelming getting things done with deadlines looming, or there’s a plane to catch on time. Managing interruptions and respecting your calendar blocks isn’t foolproof. But that doesn’t mean all is lost!
Obviously, a lot of things can take you off track. How do you get back on track?
Even when your calendar looks fine on paper, interruptions can silently make your work feel more stressful and chaotic.
Do Interruptions Always Make Tasks Take Longer?
Not necessarily. Some research shows people often speed up to finish tasks after an interruption. On the surface, the total time spent doesn’t change much. But the experience feels heavier.
When you rush to catch up, you feel:
- Stressed and pressured
- Less in control of your day
- Drained before the next task even begins
The time may be the same, but the cost is higher. Interruptions increase the effort required, even when the clock says you’re on schedule.
Managing Interruptions: Getting Your Schedule Back on Track
The first step is to recognize that you’ve blown it. You’ve probably completely missed some calendar blocks. Hopefully, you didn’t miss any meetings, but it’s possible. It’s ok, it happens. Keep going.
Once you are aware you’re off track, the next step is to avoid scrambling around like a crazy person. You have to stop and assess. Go back and figure out what you missed. If you missed a meeting with another person, it is imperative that you prioritize that communication. Get in touch with them, apologize, and figure out when you can reschedule.
The beauty of calendaring is that you did the active planning. You know what you were supposed to do, which now allows you to accommodate what you have to do.
“Plans are worthless, but planning is everything.”
This quote is attributed to Dwight D. Eisenhower, but also as a US Army maxim. The gist is that you learn so much during planning from the exploration of options and contingencies that it’s much easier to adapt when those contingencies are needed.
Once you’ve acknowledged you’re off track, using mindful habits can help you recover your focus more effectively.
The Importance of Intentional Transitions
Getting back on track after an interruption isn’t as simple as jumping into your next task. Your brain needs a signal that it’s time to refocus. Without that reset, your mind stays half-stuck in the distraction.
Before you continue working, take one small, deliberate action:
- Close the email tab or message window
- Take three deep breaths
- Check your calendar or priority list to reorient
These intentional cues help your brain shift from reactive to focused. Purposeful transitions let you regain clarity and move forward with control.
The Power of Self-Control in Managing Work Disruptions
Self-control plays a crucial role in managing work disruptions, allowing you to stay focused and productive even when interruptions arise. By taking deliberate actions and setting boundaries, you can minimize distractions and keep your work on track. Here are some practical ways self-control helps manage disruptions effectively:
- Setting Boundaries: Establishing clear limits on availability helps reduce unnecessary interruptions and protects your focus time.
- Prioritizing Tasks: Self-control enables you to focus on high-priority tasks first, ensuring important deadlines are met.
- Delaying Non-Urgent Responses: Resist the urge to immediately reply to every email or message; schedule specific times for these tasks instead.
- Avoiding Multitasking: Concentrating on one task at a time reduces errors and increases efficiency.
- Taking Intentional Breaks: Scheduling short, mindful breaks prevents burnout and helps maintain long-term focus.
By practicing self-control, you can create a work environment that minimizes disruptions and maximizes productivity. The key is consistency. Making small, intentional changes each day to strengthen your focus and maintain control over your time.
One helpful practice that reinforces self-control is leaving yourself a quick note before you step away from any task.
Use Landmarks to Reclaim Your Focus
Interruptions don’t just pause your work. They wipe out your train of thought. That’s why it helps to leave yourself a simple note before you step away.
Try writing down:
- What you were working on
- What your very next step is
- Any detail you might forget if momentum breaks
For example, “Start the expense report at line 10” or “Reply to client about timeline change.” Whether it’s a sticky note or a sentence in your task app, the goal is the same. You’re leaving a trail to find your way back faster.
Landmarks give you a smoother re-entry, so you spend less time restarting and more time finishing.
When self-control starts slipping and interruptions pile up, it can affect more than your workflow.
The Mental Health Impact of Frequent Interruptions
Interruptions aren’t just inconvenient. They build up mental clutter. Each time you’re pulled away and forced to restart, you burn extra focus trying to recover.
Here’s what that leads to:
- Higher stress levels
- Constant catch-up mode
- Less satisfaction with your work
It’s not just about time lost. It’s about how much harder everything feels when your focus is under attack. Recognizing the emotional toll of interruptions is the first step to protecting your energy and performance.
Calendaring Tetris
Let’s get to moving calendar blocks to accommodate the changes. It can be like working on a puzzle. Even though it’s a bit like cleaning up a mess, our team of Chaos Killers finds it kind of fun. If we could plan and schedule all day, that would make us happy. Good thing it’s our job! But it’s also fairly unproductive, which makes us unhappy. So, the goal of rearranging is to do it as efficiently as possible.
If you missed a calendar block for work, there are four options:
- Cushion it
- Reschedule it
- Skip it
- Change something else
Cushion It
You can’t work back to back to back blocks. It’s not realistic. Allow a cushion around calendar blocks to check Slack, pet the dog, get a drink, etc. Plus, you need breaks! If you work from home and receive a delivery, the cushion time is when to pick it up off your porch or check the mail.
Reschedule It
Assess whether your calendar block is necessary to do today. Look ahead a week or two and see where it might fit. If you are calendaring regularly, you should see where you have availability. Perhaps you have to move other things to accommodate the timeline of moving the current block, but if all your blocks are in place, you should be able to find a spot.
There are times when you might be backed up and have to find a Saturday or an evening to fit the block. Don’t allow this practice to become a habit. You need time with your family and for recreation to clear your business brain to be more creative during your business time. But, occasionally, you might have to bite the bullet and give up some “free” time.
Skip It
What happens if you choose not to do the “thing” at all? Was it time-sensitive, and you missed the window? Or, in retrospect, with crunched time, is it not an important task after all? It could be something that you add back to a someday/maybe list that you will address in the future. In this instance, that calendar block disappears.
Change Something Else
Perhaps there is something later in your schedule that could be rearranged to accommodate your missed block of time. Go through the future items the same way that you went through the past ones. Can you compress, reschedule, or skip those? If it’s raining, can you cancel the dog walk (sorry, pup)? Or can you combine dog walking with your exercise time block? It may not be your usual routine, but it gets you back on track.
Strategies for Managing Your Calendaring
Effective calendaring strategies can help you stay organized, reduce stress, and ensure tasks are completed on time. With the right techniques, you can regain control of your schedule and keep disruptions to a minimum. Here are practical strategies to manage your calendaring effectively:
- Use Time Blocks Wisely: Assign specific times for focused work, meetings, and breaks to maintain balance and avoid burnout.
- Set Priorities: Start your day by scheduling high-priority tasks during your peak productivity hours.
- Build Cushion Time: Include small gaps between time blocks for unexpected interruptions or quick resets.
- Be Realistic: Avoid overloading your schedule. Leave room for flexibility and adjustments.
- Review and Adjust Weekly: Regularly review your calendar to evaluate progress and reschedule missed tasks.
- Automate and Delegate: Use tools to automate repetitive tasks and delegate when possible to free up time.
- Limit Distractions: Turn off non-essential notifications during calendar blocks to maintain focus.
- Communicate Availability: Share your calendar with your team to set clear expectations about your availability.
By implementing these strategies, you can build a manageable and efficient schedule that supports your goals and minimizes stress. Regular adjustments and self-awareness are key to long-term success.
The best way to defend your calendar blocks is to protect the mental state that allows you to do your best work in them.
What Is a Flow State and Why Do Interruptions Matter?
Flow is that productive zone where work feels smooth and time seems to disappear. You’re focused, confident, and making real progress. That’s not luck. Flow depends on motivation, clear goals, and uninterrupted time.
When something breaks that focus:
- Your brain loses momentum
- Your thinking gets scrambled
- It can take over 20 minutes to recover
Flow powers high-quality work. Interruptions cut that power without warning. Protecting your flow is one of the most effective ways to reduce stress and get more done with less effort.
Managing Interruptions (In The First Place)
If you are living in a world where you are constantly managing interruptions, you need to look at your overall process.
What are those things that regularly interrupt you?
- Can you get a virtual assistant to help you answer the phone, manage your emails, or set your appointments?
- You can turn off Slack and email. It will be there when you come back.
- Do you have processes and procedures set up in your business to handle client changes or support?
- What about your sales process?
These processes are immediate areas you can automate and/or systematize to prevent interruptions. Or to delegate tasks to others if you prefer.
Some interruptions are true, important, and urgent. But if they’re not urgent, block them into your calendar to handle in the future, and don’t let them take you off track right now.
Do you need help systematizing? Contact us! Setting up process-driven and systematized businesses is part of what Beyond the Chaos does!