Bear Trap Avoidance # 1 "Can I Just Have A Minute?"

My recent work with Middle Managers has been hugely enjoyable. Challenging, practical and pragmatic they hold high aspirations for themselves, their teams and the organisation, with a firm grip on the difficult times and challenges we all face (a substantial proportion of my work is delivered in the public sector.
One of the more common areas of discussion is centred around how to deal with challenging individuals who might be on their way to becoming Toxic Employees. Another concerns the words and phrases we can use to maintain dialogue at difficult times and how to signal “No” in a manner that is acceptable to those concerned.
Here are some of the common themes I’ve worked around over the recent past-some of what follows is tongue in cheek enough, underpinned by some serious messages.
There are some avoidable Bear Traps and the first one I’d like to raise is the balance between an “open door” policy and having your day systematically hi-jacked so that your activities become compressed into a claustrophobically small space. Open door policies are great and I think they send out clear messages of accessibility, inclusivity, respect, worth and value. I’m of the view though that they are at their most productive when everyone understands that access should no be abused-an open door is not an invitation to hi-jack precious time with trivia.
“Can I just have a couple of minutes of your time?” How often is that seemingly innocent question a coded way of asking “Any objections of I just screw up the next 45 minutes of your working day and put you off your concentration for the following hour, make you late for an appointment and miss returning a phone call?” However, because we’re generally decent people, we sometimes have a tendency to freely give our time away, giving the intruder a method of obtaining what they want; namely a legitimate reason for being away from where they need to be and doing what they should have been doing. Ironically, the desire of the “open door manager” to be accessible in order to raise performance actually complies with the undesirable intentions of others to develop a deceptively subtle work-avoidance strategy that costs them nothing.
So, at the time the question is asked, maybe an enquiry along the lines of “Is it really just a couple of minutes or do we need to book a slot” would increase our control. “I’ve got to be at X by Y, so I can give you 5 minutes” should mean just that. The temptation often exists to give of yourself without considering the messages transmitted. “I was talking to John about this and he agrees,” might not be what John was saying at all-he may well have been delivering a series of “I’m listening” messages that have been interpreted-perhaps opportunistically-as tacit approval with unwanted consequences.
Oh by the way, look out for the power of words like "just"-they're another Bear Trap for later!