What is Task Batching And How To Use It To Be More Productive

I don’t know about you, but when I try to get things done sometimes, I find it hard to focus. That’s because when I look away from my screen, I’m exposed to a world of distractions. The next thing I know, I’m chatting with my co-workers, checking my social media, and doing everything except for my work tasks.

And even if I try to keep my eyes on the computer screen, I’m often overwhelmed by the number of things I need to get done. This doesn’t help, and it actually prevents me from scratching things off my to-do list.

For the longest time, I thought that I had poor time management skills, a lack of motivation, and even ADHD. At some point, I even convinced myself that I was incapable of doing my job in a timely manner. I hated my job. And I hated not being able to do it.

That was until I discovered task batching.

In this article, I’ll tell you more about how I raised my productivity levels and achieved a better work-life balance through task batching. So if you’re in a similar situation and if you’re looking for ways to improve your task management skills, then keep reading. 

What Is Task Batching?

Task batching is when you batch similar tasks together and do them all at once rather than addressing them separately throughout the day. 

In some cases, we have a limited time to get many things done, and if we don’t use that time wisely, we end up wasting a lot of it. Therefore, if we attempt to work on several activities simultaneously without a structure, we might feel overwhelmed and stressed.

This is where task batching comes in. 

This method resolves these challenges and is especially useful if you want to build a productive routine. It suggests that multitasking has a negative impact on overall productivity and helps to simplify the process of task management. So by gathering small similar tasks and doing them all at once, you increase your chances of efficiency.

In a nutshell, batches of time are displayed as task groups scheduled in your calendar. Let’s explore the task batching approach in more detail.

How Does Task Batching Works

Now that you know what time batching is, we can explore this approach in more detail. There are 3 steps to this process.

Determine your tasks

Before batching your tasks into larger time slots, you first need to identify and list them down. Simply put, this first step is to make a to-do list with everything you need to do. And when I say everything, I mean everything. 

There are usually two types of tasks:

• Deep tasks – Require high levels of productive energy and high focus, typically for longer periods of time. Your environment should be distraction-free and you need to push your cognitive capabilities to their limit.
• Shallow tasks – Non-demanding activities that require lower levels of productive energy and less time. You can perform while distracted and you don’t need to challenge your cognitive abilities.

So during this first step of the task batching process, you need to list all your deep and shallow tasks. From phone calls, inbox management, and meetings prep to researching, content writing, and exploring ideas. Keep in mind that the nature of your tasks depends on your field of work, so it’s up to you to determine what’s deep and what’s shallow work.

Side note: I recommend doing this step on a weekly basis, so you can plan your week ahead rather than investing time every day for your daily tasks.

Batch your tasks

Now that you have your list, including all types of tasks, it’s time to batch them up. 

Find related tasks and make links between them. Which tasks make sense to be executed one after the other? Can you check your inbox after you’ve done extensive research, or should you group this task with a smaller one (like a phone call)? 

Usually, deep tasks and shallow tasks are the two main groups of tasks. So make sure to batch the to-do list items separately in each one and be careful not to mix them. After you have your deep and shallow task list, you can group them into even smaller batches. 

For example, this is how my calendar looks on Mondays:

• Batch 1 (9am – 10am) – Answering emails, phone calls, appointment approvals
• Batch 2 (10am – 1pm) – Writing
• Batch 3 (2pm – 4pm) – Editing
• Batch 4 (4pm – 6 pm) – Reporting

At the end of the day, my calendar includes only four blocks of batches. Within those batches, I have other smaller tasks. But notice that it doesn’t look like a to-do list. 

Side note: There’s no limit to the number of tasks that can fit into a batch, but there should be a realistic time frame. Don’t overdo it, and allow yourself enough time to rest your eyes before you move on to the next one.

Evaluate the process

After you’ve followed the task batching structure, it’s time to figure out if that process works for you. I recommend evaluating your productivity results at the end of the week; however, if you need a more urgent answer, you might as well assess after day one already.

Ask yourself these questions:

• Did I batch my tasks correctly?
• Do I have too many or too few batches?
• Did I get more things done compared to my regular schedule?
• How long can I actually stay focused? Do I need to make my batches shorter or longer?
• Do I prefer to do big or small tasks first? 

Keep in mind that becoming the “master task batcher” takes time, and, likely, you won’t get it right the first time. There’s no shame in that. Customize the process according to what works best for you.

Why Task Batching Works

Task batching is a popular time management technique, and it works for several reasons. 

Firstly, it allows you to improve your focus, as you stick to one type of task at a time. This method goes against the principles of multitasking. When we switch from one task to another, we lose about 40% of our productivity. With task batching, you can focus on what you need to do by minimizing mental task switching.

Secondly, task batching saves time as it eliminates the time you would typically spend moving from task to task. With task batching, you can start your day confidently from the morning and know what you have to do without distractions.

Additionally, this method provides you with an overview of how much time you spend on a certain task. Therefore, you can automatically track how long you spend on all tasks and thus making your planning process easier.

Finally, all of these reasons contribute to lower stress levels. When you don’t need to worry about what and when you have to complete your tasks, you naturally feel more confident and less stressed. 

Who Is It Best For?

Task batching is a great technique, and it would make sense for you if you struggle to concentrate on a single task. Also, if you’re prone to distractions or your environment is full of interruptions, this method would help you make meaningful progress. Additionally, if your job involves a repetition of similar tasks on a regular basis, task batching can contribute to a more structured workday.

However, as much as this technique works great in some situations, it might not be ideal if your work is highly variable and tasks are often very different from each other. This will make it hard to batch them and therefore meaningless. Also, if your work doesn’t require deep focus or uninterrupted periods of work, then task batching is probably not for you.

Additional Tips

For maximum productivity and to ensure you’re on the right path, here are some additional tips you can follow.

Go digital 

I know that some of you still prefer to write down your to-do items on paper. And I agree that the satisfaction of crossing them out with your pen is unexplainable. But when it comes to task batching, you should use a digital tool such as Google Calendar. This way, you’ll have a visual representation of what you need to do during the week.

Set alerts 

Sometimes you can be so focused on a certain task that you forget that you need to hit the breaks for a bit. Over time, you might delete these reminders.

“Do not disturb” 

This one applies especially when you’re into deep work for a long time. You need to eliminate all distractions. Put your phone on silent and focus on what’s important.

Inform your co-workers 

They need to know when or if they can turn to you. This is even more essential if you work in an office. Tell them you’re experimenting with task batching and that they need to respect your decision.