Time: 45 minutes
STEP 1: Review your current task list in a notebook or digital tool. Identify tasks that can be grouped by type, such as:
- Communication (responding to emails, messaging colleagues).
- Administrative work (filing, data entry, or scheduling).
- Creative or deep work (writing, designing, or problem-solving).
STEP 2: Allocate specific time slots in your calendar for each task category, ensuring they align with your energy levels and workflow. For example:
- 30 minutes twice daily (e.g., 9:00 AM and 3:00 PM) for communication tasks.
- 60-minute blocks for deep work during my peak focus hours (e.g., mid-morning).
- 45 minutes in the afternoon for administrative tasks.Ā
Use time-blocking to reserve these periods and avoid mixing categories within the same block.
STEP 3: Inform your manager and colleagues about your task batching plan to set expectations.Ā
STEP 4: Follow the batching schedule for one week, focusing on one task category per time block. Avoid multitasking to maximize efficiency and reduce mental fatigue. If urgent tasks arise, note them for the next appropriate batch unless they require immediate attention.
STEP 5:Ā After one week, spend 10ā€“15 minutes assessing the impact of task batching. Reflect on:
- Did batching reduce stress or improve focus by limiting task-switching?
- Were the time blocks sufficient, or do I need to adjust their duration or frequency?
- Did any task categories need more or less time than planned?
Adjust the schedule based on this feedback, such as shifting time blocks or combining smaller categories.
