Task Batching: Stop Switching. Start Finishing

 

What is Task Batching?

Task batching ("batching") is one of the simplest ways to improve productivity, reduce distractions, and get more done in less time—without working longer hours.

I know what you’re thinking, of course it’s more efficient to do similar things together. But most people don’t actually do this. If you track your work tasks, it becomes obvious how rarely people group similar tasks together. 

If you’ve read my post on multitasking (The Multitasking Fallacy), you’ll remember this: every time you switch tasks, you pay a mental switching cost. Your brain has to:

• Drop one context

• Load another

• Reorient to what matters

That process burns both time and cognitive energy. 

Task batching reduces that cost. By staying in the same “mode” for longer, you:

• Maintain focus

• Reduce friction

• Get more done in less time

Benefits of Batching

Think of your brain as a computer. When you engage in a different task, your brain has to ‘reload’ prior context and information. If we continue with the computer analogy, having one program open is fine. When you decide to open ten programs and switch between them regularly, the CPU (aka your brain) starts to slow down. 

Real-Life Examples

Sometimes the simplest way to understand a concept is by using real‑life examples.

Laundry

You don’t wash one sock at a time.

You wait until you have a full load, then:

• Wash everything

• Dry everything

• Fold everything

Mowing the Lawn

You don’t mow one strip, stop, come back later, and mow another.

You wait until the majority of the grass is long enough to warrant being cut. 

Rubbish Bins

You don’t take one small piece of rubbish out at a time.

You:

• Let it accumulate

• Remove it all at once

Types of Task Batching

Not all batching looks the same. I personally use a combination of all these batching types.

1. Task-Based Batching (Most Common)

Grouping identical or very similar tasks.

Examples:

• Answering emails

• Returning phone calls

• Filing paperwork

• Marking student work

Practical Application:

Set specific windows in your day:

• Emails: 8 - 8:30am, 11:00–11:30am and 4:30-5pm 

• Calls: 2:00–2:30pm

2. Thematic Batching

Batching based on a broader theme rather than identical tasks. For roles with high variety (like teaching, leadership, consulting), this reduces constant switching across the week.

Examples:

• Monday = Budget updates

• Tuesday = Information Technology (IT) 

• Wednesday = Presentation preparation 

• Thursday = General admin 

Instead of doing a bit of everything every day, you:

• Go deep in one area

• Reduce fragmentation

• Build momentum

3. Energy-Based Batching

Grouping tasks based on the type of mental energy required. If you’ve read my blog (Tame the Chaos With This Simple Daily Structure) you’ll see that I structure my day into three broad categories:

1. Deep Work

2. Urgent 

3. Maintenance  

By batching to my mental energy level, this is where batching becomes really powerful. 

Examples:

• High-energy (deep work) = writing, strategy, planning

• Medium-energy (urgent) = Submitting reports or assignments

• Low-energy (maintenance) = admin, filing, emails, phone calls 

Practical Application:

Align with your natural rhythm:

• Morning (high energy) = deep work

• Midday = urgent

• Afternoon = admin

Putting It Into Practice (Simple System)

Implementing batching does not need to be complex. Play around and see what works and what doesn’t. The steps below are general guidelines to get started.

Step 1: Identify tasks you repeat throughout your week.

Step 2: Schedule specific time blocks to batch those tasks.

Step 3: Stay fully focused on the batch—don’t switch.

Step 4: Start with one or two batches and build gradually.

Conclusion 

Task batching isn’t about doing more.

It’s about wasting less energy switching.

Most people don’t have a time problem—they have a fragmentation problem.

Ask yourself: What’s one task you could batch tomorrow instead of scattering across your day?