But sometimes—or often—you work on things that span a longer period of time, so you need productivity tips that are more expansive too. And while too much pre-planning can feel daunting, there's a method you can start using right away that can help you more effectively structure your time in the longer term. It's called "task batching."
For instance, instead of jumping from your inbox to paying bills to taking video meetings to washing dishes to cleaning, you can batch the emails and video calls together, batch the dishes and cleaning together, and save the bills for a different chunk of the day (or the week). Keeping yourself in the same mind frame will help you stay focused instead of allowing your thoughts to be pulled in a bunch of different directions.
How to batch your tasks effectively
At the start of each week, start with your regular to-do list, but then group together the similar things and schedule those groups for specific days. For example, if you need to buy dog food, school supplies, and groceries, schedule a shopping trip for one day of the week. If you have dinner scheduled with a friend and also need to call your mom to ask how her book club went, try to do all those social check-ins on the same day. Writing-intensive work goes in a batch, no matter if it’s for school, work, or pleasure. Personal and professional emails all get handled in one batch. Household tasks go in a batch, whether they’re cleaning or unpacking from a trip.
One key step here is not just pre-scheduling your batches at the beginning of the week, but checking in on their progress as the week goes on. Deadlines can change (or be missed), and what was low-priority on Monday may suddenly be important on Wednesday. Task batching helps you to get more done in big chunks, which frees you up for the unexpected emergencies or responsibilities that might crop up.
The reason this works is that it keeps you in "the zone." Instead of getting pulled in a bunch of directions and constantly thinking about the gear-shift necessary in order to move to the next disjointed task, you remain in the flow. On email day, you move through your inbox more quickly because you remain focused on that one task the entire time. On cleaning day, each chore seems less individually daunting because you're crossing off a bunch of them in sequence. When you're in that kind of flow state, things start to come easier and you can focus more deeply— plus, this strategy allows you to think ahead instead of constantly jumping from responsibility to responsibility.
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