No matter how carefully you plan, there will be surprises and changes that disrupt your schedule. While some surprises and changes are emergencies, most are interruptions that eat up your time. In the case of an emergency, you will have to change the schedule. Most of the time, however, you can take control of the situation if you plan ahead. You need to schedule time to handle surprises in your day and take a few steps to limit the interruptions in your workday.
Steps:
Analyze the surprise: Determine if you need to address the interruption immediately or if it can wait.
Say No: Obviously, you have to use this one carefully. However, it is appropriate if an employee who wants help with a minor project if you are in the middle of a major project with an upcoming deadline.
Schedule: Plan time when you will not be available to handle surprises and times that you will.
Limit time: If someone does surprise you, limit the amount of time that you spend with the person. Get straight to business, and do not chat.