How to Get Started with Task Batching

Task batching is the process of grouping similar tasks together and tackling them in a dedicated block of time. Instead of switching back and forth between different types of work, you focus on one category of tasks at a time. Think of it like doing a laundry day rather than washing one item at a time — it’s far more efficient!

For example, instead of responding to emails throughout the day as they come in, you might set aside 30 minutes in the morning and another 30 minutes in the afternoon just for emails. By batching tasks like this, you give your brain the chance to settle into a specific mode, making it easier to concentrate and complete the work quickly.

Still unsure how to apply this? Here are some examples of task batching in action to inspire you:

• Content Creators: Dedicate Mondays to brainstorming and writing social media posts for the week, and Thursdays to recording any videos or podcasts.

• Small Business Owners: Batch your admin tasks on Friday afternoons — this way, you can finish the week by tying up loose ends and feel prepared for the week ahead.

• Virtual Assistants: Set aside two blocks of time each day for client communication so you can respond to messages efficiently without them interrupting your deep work time.

Ready to give it a go? Here’s how you can start incorporating it into your work routine:

Step 1: Identify Similar Tasks

Start by making a list of your regular tasks and see which ones are similar or require a similar mindset. Examples might include:

• Communication tasks: Responding to emails, DMs, and messages

• Content creation: Writing blog posts, designing graphics, filming videos

• Admin work: Invoicing, updating spreadsheets, scheduling appointments

Step 2: Schedule Your Batches

Look at your calendar and block out dedicated time for each batch of tasks. Be realistic about how long each batch might take, and remember to leave a little buffer time in between to rest and reset.

Step 3: Eliminate Distractions

When you’re working on a batch, try to eliminate as many distractions as possible. Turn off notifications, close unrelated tabs, and let others know you’re in focus mode. The more you can minimise interruptions, the more effective your batching will be.

Step 4: Reflect and Adjust

After a week or two, take a moment to reflect on how batching is working for you. Do you feel more productive? Less overwhelmed? Tweak your schedule as needed to make the most of your time and energy.

The Science Behind Task Batching: Why It Works

So, why is batching tasks such a game-changer for productivity? It all comes down to how our brains work. Here are some key reasons why this approach is so effective:

1. It Reduces Context Switching

Every time we switch from one task to another, our brain needs a moment to refocus. This process is known as context switching, and it can be surprisingly draining. In fact, studies suggest that it can take up to 20 minutes to fully regain focus after switching tasks.

Imagine you’re writing a blog post and you decide to quickly check your email. Even if it only takes a minute, your brain has to shift from “writing mode” to “communication mode.” When you return to the blog, you have to reorient yourself and remember where you left off, which takes time and mental energy. By batching similar tasks together, you minimise the time spent on these mental shifts, allowing you to stay focused and get more done.

2. It Helps You Get Into a Flow State

When you focus on one type of task for an extended period, it’s easier to enter a state of flow. Flow is that magical place where you’re completely absorbed in your work, everything feels easy, and time seems to fly by. It’s often described as being “in the zone.”

Flow is not only enjoyable but also highly productive. By batching similar tasks together, you’re setting yourself up for longer stretches of focused work, making it more likely that you’ll find your flow and accomplish more in less time.

3. It Reduces Decision Fatigue

We make countless decisions every day, from small ones (what to have for lunch) to big ones (how to respond to a challenging client email). This constant decision-making can lead to what’s known as decision fatigue, making it harder to make good choices as the day goes on.

When you batch tasks, you’re effectively reducing the number of decisions you have to make. Instead of constantly deciding what to do next, you already know: for the next hour, you’re working on client communications or creating social media content. This frees up mental energy that you can use to do your best work.

4. It Aligns With Your Natural Energy Levels

Our energy and concentration levels fluctuate throughout the day. You might be most creative in the morning and feel a slump in the afternoon. Task batching allows you to match your tasks with your natural rhythms. For example, you can batch your creative work like content writing or brainstorming for the time of day when you’re feeling most inspired, and save simpler, repetitive tasks for when your energy dips.

The Bottom Line: Work With Your Brain, Not Against It

Task batching is all about working with the way our brains naturally function, rather than against it. By grouping similar tasks together, you reduce the mental load of constantly switching gears, conserve your energy, and create space for deeper, more focused work. It’s a simple shift, but it can have a big impact on your productivity and overall sense of calm.

So next time you feel overwhelmed by your to-do list, try batching your tasks and see how it changes the game. You might be surprised at just how much more you can accomplish — with less stress and more ease.

Do you use task batching in your work? I’d love to hear your thoughts and tips. Let’s chat about what works best for you and share ideas for making our workdays smoother and more productive!