However, instead of using the conventional approach to getting work done, there are a variety of different strategies that you can apply.
In some cases, even subtle changes can lead to a profound impact on the amount of work you get done. Task batching is a classic example of this.
So, what exactly is task batching? And how can you do it properly? Let’s find out.
What Is Task Batching?
Task batching is simply a process of grouping tasks of a similar nature in a batch and completing them in one go instead of doing them one by one over the course of your day.
You can batch almost any task together. For instance, if you have to reply to your emails, you could set out a specific time and then focus exclusively on that.
Instead of answering non-urgent emails sporadically throughout your day, you can take time out and get the job done in one go with complete focus.
A major benefit of task batching is that you can use it for almost anything, ranging from deep work to completing menial tasks over the course of your day.
How to Batch Tasks Effectively
To batch tasks effectively, you need two things: a time-tracking tool and a to-do app. Here’s a step-wise guide for batching tasks effectively.
1. Choose a Time-Tracking Tool
The first thing you need to do is to choose a time-tracking tool. Task batching is only effective if you know how much time you’re spending on each batch of tasks.
A popular choice is Clockify, as it’s completely free to use. Of course, there are other options available such as Toggl, so choose any app you’re comfortable using.
2. Use a To-Do App to Categorize Tasks Accordingly
There’s no shortage of to-do apps, so it’s more a matter of what you like and are willing to pay for. Microsoft To Do is a fantastic app that’s free to use and syncs across multiple platforms, including iOS, Android, Windows, and macOS. You can find other options too, such as TickTick.
When selecting a to-do app, make sure you choose one that lets you assign labels or categorize tasks. That’ll make a big difference when you’re batching tasks together.
3. Batch Low-Value Work for Tiring Hours of the Day
To batch tasks successfully and improve your productivity, you need to understand how your energy levels fluctuate throughout the day.
Almost all of us experience lulls or energy dips over the course of the day. However, for most people, mornings are most productive. Energy levels are sky-high, and the mind’s firing on all cylinders.
However, most people experience a slump right after lunch, with productivity falling considerably. You can batch low-value work, such as answering inessential emails or doing mundane tasks, during these low-energy periods.
Similarly, for more demanding tasks, it’s best to batch them for a time when your mind will be fresh and focused. It could be the late hours of the night or the wee hours of the early morning!
4. Break Down Bigger Projects Into Smaller Tasks
An important thing you need to do is break down larger projects when task batching. You can’t batch a task together if it’s going to take a large chunk out of your day.
Instead, if you’re working on a big project, you need to break it down into smaller, executable tasks. And, as always, make sure you can categorize these tasks accordingly.
For instance, if you need to prepare a comprehensive report, you can break the workflow down into several steps, including planning, gathering data, drafting the report, and presenting.
5. Set Time Limits and Review Your Performance
Using a time-tracking tool is critically important for batching and completing tasks successfully. In many cases, certain tasks might get out of hand and take up more of your time than you thought they would.
Set realistic time limits and try to stick with them. With time, you’ll better understand how much time it takes you to complete specific tasks, and your time limits will get more efficient.
You should conduct time audits weekly to know which categories of tasks consumed most of your time and how you can trim the time spent on less-demanding tasks.
4 Major Benefits of Task Batching
Task batching is a fantastic productivity technique that’ll help you get more done in a shorter time span. Here are the biggest benefits it offers.
1. Improved Productivity
By focusing more on similar tasks, you’ll get more done instead of letting your attention wander. Task batching is prevalent as it allows you to complete all high-priority work in one go when your energy levels are higher.
This also lets you manage your energy levels better through the course of the day and focus on different tasks based on your focus levels.
2. Increased Confidence
Your confidence is obviously going to be low when you’re mentally or physically drained mentally and have an important assignment to complete. You simply won’t have faith in your own work in most cases.
By getting important work done during periods of high energy and focus, your confidence overall will also increase. As you get more work done over time, it’ll continue to climb!
3. Better Job Satisfaction
Try task batching if you find yourself constantly chasing deadlines and jumping from one task to another. It’ll allow you to manage your time more effectively, ultimately increasing job satisfaction.
4. Reduced Stress
With task batching, you won’t be losing any sleep over impending deadlines or poor work quality. Because you’ll have defined periods for completing all essential and non-essential tasks, you’ll know when to stop and spend some time on other things.
Naturally, that’ll help bring down stress levels and allow you to gain a better work-life balance.
Regulating Productivity Is Vital for Success
Measuring and regulating your productivity levels is very important. It’ll allow you to become better at your job, free up time to spend on things you love, and learn more. More importantly, you won’t feel constantly bogged down with work by regulating and managing your productivity levels.
