Boost your productivity: How to handle work interruptions

Distraction is constant – notifications, conversations, devices, and even colleagues. It is all noise, and it is everywhere. In one of our webinars, Nicole Celakovsky Steiner from Helsana addressed one of the most overlooked productivity killers in the workplace. Interruptions. Not just the obvious ones, but the quiet ones that break your focus and drain your energy.

The real cost of getting interrupted

We all know the feeling: you are deep in a task and you are finally in flow. Then something pulls you out – a ping, a question or a sound. It takes more than willpower to get back on track.According to a study from Swiss Health survey in 2017, it can take between 8 and 25 minutes to recover focus depending on how complex the task is. The average uninterrupted work segment lasts just over twelve minutes. That means most people never truly get into a focused state. You may be working all day, but not getting real work done.

Interruptions are not always negative

Not every distraction is bad. During repetitive or simple tasks, taking a moment to pause can refresh your focus. But when you are solving something complex or trying to think deeply, even a small interruption can cause you to lose clarity and slow down. The key is knowing the difference. When to let the break happen, and when to protect your space.

What you can do about it

Nicole shared practical strategies anyone can apply. Some are personal habits. Others are about shaping your environment. All of them are about working with intention:

• Create boundaries: Block focused time in your calendar and clearly signal when you are not available. Let your team know your availability.
• Limit digital noise: Turn off non-essential alerts and notifications during deep work. You do not need to be reachable every minute.
• Define urgency together: As a team, agree on what truly counts as urgent and when it’s appropriate to interrupt.
• Set clear expectations: Clarify when interruptions are acceptable and when they should wait until later.
• Design your space for focus: Use visual cues like signs or headphones, and make use of quiet zones when possible. Even small changes help. For example, someone eating at their desk may not mean to distract, but smells and movement can still break others’ concentration.

Don’t rely on memory – use visual and written cues

If you’re about to be interrupted, jot down a few quick words about where you left off. This simple habit helps you reconnect with your task faster and protects your focus. Your brain is not meant to carry everything. Written notes act as an external support system. Pair this with visual cues such as a red or green sign on your desk, a status update in your chat tool, or a sticky note. These reduce friction, signal availability, and help create a workplace culture that respects deep work. 

During the webinar, several practical strategies for staying focused were shared. A flip sign with red and green sides can be used to signal when interruptions are allowed and when they are not. Reserving a meeting room can provide a quiet space for uninterrupted work, even if no meeting is scheduled. These simple and visible techniques help create clearer boundaries and support deeper concentration.

Final Thought

Interruptions are not just a personal problem. They are a cultural one. Teams that talk about this openly perform better. People feel less frustrated. Less reactive. More in control.

Nicole’s message was not about escaping your job but about taking responsibility for how you work. You do not need to change everything. Just start with one small step that protects your focus.

Catch the Full Webinar Replay! Visit our Education Session Library to watch the full session and download the slides – free for all Swiss Startup Association members.

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