Work Batching Tips
In my last post, I introduced work batching as a strategy to help busy professionals save time by batching together similar activities into a single workflow. Time batching is effective because it builds structure and boundaries around blocks of time so that you can dive deep into specific tasks without the interruptions that commonly break up your workflow.
Batching works for both shallow and deep tasks. Shallow tasks, such as replying to email, data entry, and completing forms, require lower levels of productive energy. Deep tasks, like writing a proposal and preparing a presentation, require high levels of productive energy and high focus for longer periods of time.
When you batch these two types of tasks, you can achieve a state of flow, which is a mental state where you work efficiently and make meaningful progress toward a goal.
Time batching works in part because it eliminates multi-tasking. Multi-tasking, dealing with more than one task at the same time, is a productivity killer. I detailed why in this article.
Time batching might make sense for you if you struggle to concentrate on a single task for long, need to eliminate distractions to make meaningful progress, your work environment is full of interruptions, or you repeat similar tasks on a regular basis.
It is less ideal if you work is highly variable or if you personally enjoy switching tasks to bring variety to your day. But be warned. What we enjoy is not always what’s best for us or for our productivity!
Here are some time batching tips to follow:
Set. Set due dates and hold yourself accountable. Having an end date/time will motivate you that much more when trying to be productive. When setting these goals, make sure you write them down.
Group. Group your tasks by function and/or objective.
Assign. Assign each to a set window of time. For example, 11:00-11:30 in the morning and 4:00-4:30 p.m. might be when you answer and send emails. For the rest of the day, your email is off limits.
Schedule. Enter your batched tasks into a calendar or scheduling tool. This gives you a visual representation of how you’ll spend your time during the week, day by day.
Remind. Set reminders or alerts that keep you on track. Over time, you might choose to delete these reminders.
Silence. Set your devices to Do Not Disturb mode and close your open tabs to eliminate distractions. Close the door to your workspace or put on headphones to eliminate noise.
Share. If you work with a team, it’s important that you share that you’re experimenting with time batching with others, so they know you’re working to cut down on interruptions and distractions. Let others know that closing your door and/or putting on headphones is a signal that you’re in the middle of deep work and the conversation will need to wait.
Evaluate. After you have completed your time batching tasks, assess how well you did. This is something that is going to take some time and practice. After doing it a couple of times, you will learn more about yourself as a doer.
How long can you stay focused?
Is there certain number of tasks you can do within a particular time frame?
Is there an order you like to follow?
Do you prefer to do big or small tasks first?