Batching Like a Boss: How to Save Time and Reduce Stress

The idea of batching comes from the world of computing. Computers can process large groups of similar tasks efficiently, one after another, without constantly requiring user intervention. That’s all, good, but how does this relate to your daily life?

In order for batching to be effective for personal productivity, we must start tasks correctly. For most activities, some initial effort is required, either physically or mentally. Unlike the actual task, this initial setup can take significant time. In most cases, this setup cost is fixed. Simply put, getting started on one task or many would take roughly the same amount of effort.

In other words, batching is a productivity technique for grouping similar tasks into one and completing them at once. Rather than making multiple weekly trips, you can complete all your errands in one go. As a result, you’ll save time and reduce stress.

Now that’s out of the way, here’s a guide to batching like a pro.

Why Batching Works

In addition to its effectiveness as a productivity hack, batching has several other advantages as well:

• Reduced context switching. Think of your brain as a computer. When you switch between tasks, it takes a while to refocus and “boot up” again. Batching minimizes context switches, allowing you to stay focused longer, saving time, and reducing stress.
• Increased focus. You can achieve a deeper concentration level by focusing on one task at a time. As a result of this laser focus, you can complete tasks more quickly and accurately.
• Increased momentum. You’re more likely to accomplish several tasks within a particular category once you get into a groove with it. In the long run, this snowball effect can significantly increase productivity.
• Decision fatigue is reduced. Every day, we make countless decisions, big and small. Eventually, we can lose our willpower when we become fatigued by decision fatigue. Batching reduces decision fatigue by eliminating the need to choose what to do next.
• Overcomes “to-do list phobia.” “Does the sheer length of your to-do list make you feel like a failure?,” asks David Joel Miller, MS, Licensed Therapist and Counselor. “I do know, of course, that the reality is that many of those things on my to-do list don’t absolutely have to be done.” However, everything else on that list labeled “must” or “should” might be fueling your anxiety. In turn, this can lead to a “to-do list phobia.”

Batching Like a Boss: A Step-by-Step Guide

Interested in unleashing batching’s power? To get you started, here’s a practical guide:

Identify opportunities for batching.

To implement batching, you need to identify areas in your life where it can be applied. As an example, here are a few:

• Errands. Combine errands that are geographically close by and run them all at once. For example, you could go grocery shopping, drop off dry cleaning, pick up prescriptions, etc.
• Emails. Set up a time when you will check and respond to emails. By batching your email responses, you can focus on writing clear, concise messages without being distracted.
• Phone calls. Schedule time for important phone calls. As a result, switching between calls and other tasks is no longer a constant process.
• Social media management. You can batch your social media posting by scheduling posts in advance. This saves you time from logging in and posting daily.
• Content creation. Designers, writers, and content creators can benefit from batching similar tasks. For example, they can write multiple blog posts in a sitting, brainstorm social media content ideas, or design several graphics simultaneously.
• Meal prep. Preparing your meals in bulk for the week will save you time and money. On a designated day, cook large quantities of healthy meals that will be portioned out for the week.
• Chores. Similar chores should be done together, such as cleaning all bathrooms simultaneously.
• Weekly review. Once a week, review and update all your lists.

Schedule batching sessions.

As soon as you identify batching opportunities, schedule dedicated hours in your calendar for each batching activity. Treat these sessions with the same respect as any meeting or appointment. By blocking out time, you can stay focused and avoid distractions.

Additionally, each of us has our peak mental hours. Find out what yours are. In other words, are you more productive in the morning or in the afternoon? You should schedule then tasks that require mental effort, such as brainstorming or strategizing, for these golden hours.

Set up a batching system.

If you want batching to be as effective as possible, consider creating a system for each kind of activity. When batching emails, you could, for instance, create folders for different categories (urgent, non-urgent, to-be-filed). If you plan to make phone calls, prepare some talking points beforehand.

Take advantage of batching technology.

Many tools and technologies are available to help you batch more efficiently. Invest in project management software to track tasks, scheduling apps to automate reminders, and email management tools to keep track of emails.

Minimize distractions.

When you have a lot of tasks to complete, take a minute to disable notifications, close any unnecessary programs, and enable “Do Not Disturb” mode. Also, turn your phone on silent mode and log off from social media. Even a quick notification can interrupt your concentration, hampering deep work. Moreover, make your workspace more productive by decluttering your desk and organizing your workspace.

Batching doesn’t mean multitasking.

There’s a difference between batching and multitasking. The idea behind batching is to complete similar tasks in sequence. In contrast, multitasking involves doing several things at once. To maximize efficiency and flow, focus on one type of task at a time.

Find your batching rhythm.

Try out different batching rhythms to see what works best for you. Others function better with shorter bursts, while others prefer longer batches. Finding a schedule that keeps you focused and productive is key.

Communicate your focus time to others.

Whenever you’re in deep focus, let your colleagues know. You can update your Slack status, create an email autoresponder, or block off your calendar for focused work. Unless it’s urgent, your team or family won’t interrupt you.

Send an email or Slack message or assign tasks to you – all methods that do not require immediate attention. In addition, set expectations for how long it will take to respond. For example, you can acknowledge receipt of messages in Slack with a delayed response.

Level up your schedule with color coding.

By assigning colors to different blocks of time, you can see your day in a flash. Use one color for focused work in meetings, and use a different color for one-on-one conversations. With this quick visual breakdown, you can see your schedule in crystal-precise detail.

Batching isn’t rigid.

It’s not always possible to follow a perfect schedule in life. It is possible that unexpected events will disrupt your batching plans and force you to adjust them. Don’t be hard on yourself if you need to deviate from your schedule.

Track your progress and adjust.

As with any new habit, developing a batching system takes time. Ensure that you are tracking your progress and making any needed adjustments.

For example, have you ever felt that a batching session was too long? Next time, shorten it. Have you ever found yourself constantly checking your email during a batching session? Managing emails differently might be a good idea.

Beyond Batching: Building a System

Despite its power, batching is only one piece of the productivity puzzle. Build a system around batching to optimize your time and reduce stress. You might create email templates, designate a workspace for specific tasks, or use project management tools.

Overall, to get the most out of batching, it is important to find a system that works for you and complements your batching strategy.

FAQs

What is batching?

By batching, similar tasks are grouped and completed at once. As a result, context switching is reduced, which is the mental effort necessary to switch between tasks. When you batch tasks, you can achieve a focused flow state and complete them more efficiently.

Are there any benefits to batching?

• Saves time. By batching tasks, you can spend less time switching between them, allowing you to focus on one type of activity for longer periods.
• Batching reduces stress. In addition to eliminating the constant start-and-stop of different tasks, it reduces overwhelm by creating a sense of accomplishment.
• Improves focus. When you batch, you better understand the task at hand, allowing you to become completely immersed in it.

What are some of the most common challenges when batching?

• Lack of flexibility. At first, batching can seem rigid, but you can adjust your schedule as needed.
• Procrastination. Be careful not to become overwhelmed by a large batch. Reduce the size of big tasks by breaking them into smaller, more manageable chunks.
• Not everything can be batched. In some cases, tasks need to be addressed immediately. You need to use your judgment to determine what is the best course of action.

I don’t have a lot of control over my schedule. Can batching still help?

Yes!

Despite your busy schedule, batching can still be beneficial. If possible, group similar tasks together, even if they are short-term.

What if I have a mix of urgent and non-urgent tasks?

You should schedule your batching sessions to coincide with your urgent tasks. Whenever possible, allow for flexibility and address urgent issues as they arise.

Image Credit: Tima Miroshnichenko; Pexels