How to keep ad hoc requests from taking over your work

What does “ad hoc” mean?

A phrase derived from Latin; the term ad hoc means “for this.” It refers to a decision or task made for an immediate purpose, usually without any previous planning or long-term goals. For example, an ad hoc committee could be formed to address a specific issue, while decisions made on an ad hoc basis are formed in the moment, reacting to current situations that may arise.

If you’re immersed in a task, you might find ad hoc requests disrupting your workflow: you might be inundated with urgent emails, last-minute meetings, and unexpected assignments.

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How to handle ad hoc requests

When you’re working with colleagues, effective communication is always key: you can promote harmony at a workplace by being honest about your workload and limitations. Here are some aspects of negotiating your workload that can empower you and your colleagues:

• Prioritize tasks: Evaluate incoming requests based on urgency and importance. Consider the Pomodoro technique to break complex projects into easily completed tasks.
• Set boundaries: The most important part of task prioritizing is recognizing what you’re able to work on, what tasks you can’t take on at the moment, and how long you’ll be working on your current project. Inform colleagues that you’re not available: you can easily do this by setting an away status in chat applications like Teams, or an automatic out-of-office message reply in Outlook.
• Politely say no: Sometimes, you can’t do everything at once. If you need to turn a colleague down, you can do so politely: tell them why you can’t help, what you’re currently working on, and suggest a general time for when you’re free.
• Allocate time slots: Designate specific times during the day to address ad hoc requests. By taking a break from your current project, you can switch gears and take a break while gaining the time to refocus. This prevents constant interruptions and ensures that you can effectively multitask.
• Negotiate Deadlines: Instead of merely saying no to an ad hoc request, discuss feasible deadlines to avoid overwhelming your schedule. This helps your colleagues understand the impact of ad hoc requests on your productivity while helping them acknowledge that you’re not simply brushing them off.
• Delegate when possible: Free up your own time by delegating tasks within your team if you’re unable to work on something. Recognize the strengths of your colleagues by allocating responsibilities to the ones who can best handle tasks: this builds confidence and rapport within your team.
• Utilize templates or processes: Develop standardized responses or processes for common ad hoc requests. If you can simply fill out existing templates, you won’t have to start from scratch with each task. This streamlines your approach and saves time in handling similar future demands.

Effectively managing ad hoc requests is crucial for maintaining your own productivity. By prioritizing tasks, setting boundaries, and communicating often, you can prevent ad hoc requests from taking over your work. Work effectively and gel with your team through these tips and other ways to stay organized.