Batch Similar Tasks

What is it?

Batching similar tasks means grouping activities that require the same mental mode, tools, or environment, and doing them all in one dedicated time block. Instead of answering emails sporadically throughout the day, you handle them all at once. Instead of making phone calls whenever they come to mind, you schedule a single "calls block" and knock them all out together.

This approach minimizes the cognitive cost of switching between different types of work. Every time you shift from writing to emailing to planning to calling, your brain needs time to reorient. Batching eliminates most of these transitions, letting you stay in one gear longer and work more efficiently.

How does it work?

Task switching creates what psychologists call "attention residue"—part of your mind remains stuck on the previous task even after you've moved on. This residue reduces your effectiveness on the new task and drains mental energy faster.

When you batch similar tasks, you maintain a consistent cognitive context. Your brain doesn't have to reload different mental toolkits every few minutes. If you're in "email mode," you're using the same communication circuits, the same decision-making patterns, and the same apps for an extended period. This continuity reduces friction and speeds up processing.

Batching also helps you enter flow states more easily. Flow requires about 15 minutes of uninterrupted focus to achieve. When you batch, you're more likely to cross that threshold and experience sustained productivity.

Why adopt it?

Batching transforms scattered, reactive work into intentional, efficient blocks. People who batch effectively often report completing their tasks 30-50% faster than when switching constantly between different types of work.

It reduces decision fatigue. Instead of constantly asking "what should I do next?" you've already decided: you're in email mode, or planning mode, or admin mode. This clarity is mentally refreshing.

Batching also creates natural boundaries in your day. You know when you're "done" with emails because you've processed the batch. This sense of completion is psychologically satisfying and helps prevent work from bleeding into every moment.

Finally, batching reveals how much time different activities actually consume. When you see that your "quick emails" actually take 90 minutes when batched, you can make better decisions about how to allocate your time.

How to adopt it (First steps)?

Identify your repetitive tasks. Spend a day tracking what you do and note activities that recur: emails, calls, expense reports, social media posts, errands, meal prep. These are your batching candidates.

Group by mental mode or tool. Cluster tasks that use similar thinking styles or require the same resources. All your computer-based admin tasks might go together. All your creative brainstorming might form another batch.

Schedule fixed time blocks. Instead of handling emails "as needed," set two specific times: 9:00-9:30 AM and 3:00-3:30 PM. Protect these blocks and ignore the respective tasks outside them (unless truly urgent).

Start with one or two batches. Don't overhaul your entire schedule at once. Begin with email batching or errand batching. Once that feels natural, add more batches gradually.

Communicate boundaries. Let colleagues and family know when you're available for certain types of requests. "I batch all my calls between 2-3 PM" sets clear expectations and reduces interruptions.

Use a "batch parking lot". Keep a running list where you capture tasks throughout the day to handle during the appropriate batch. Email thought? Add it to the email list for your next batch window.

Challenges and how to overcome them

"But I need to be responsive—people expect immediate replies". Most "urgent" matters aren't truly urgent. Test batching with a 2-4 hour response window. You'll likely find that nothing breaks. For genuinely urgent issues, set up an emergency contact method separate from normal channels.

"My work is too unpredictable to batch". Batch the predictable 60-70% and leave buffer time for genuine surprises. Even partial batching delivers substantial benefits. You can also create reactive batches: if three unexpected tasks pile up, handle them all at once rather than one-by-one.

"I get anxious when I ignore notifications". Disable non-critical notifications during batch work. The anxiety often comes from seeing alerts you can't address yet. Out of sight, out of mind. Check in at your designated batch times.

"Some batches get too long". Set time limits, not completion goals. If your email batch runs past 30 minutes, stop and schedule overflow for the next batch window. This prevents batches from consuming your entire day.

"I lose motivation partway through a batch". Break large batches into smaller sub-batches with mini-breaks. Process 10 emails, take a 2-minute stretch break, process 10 more. Use a timer to create rhythm and momentum.

Supporting apps/tools

Todoist or TickTick — Tag tasks by batch type (emails, calls, admin) and filter by tag when you're in that batch window.

Google Calendar or Outlook — Create recurring blocks for your regular batches. Color-code them so you can see your batching rhythm at a glance.

Focus@Will or Brain.fm — Background music designed for sustained concentration, perfect for maintaining focus during longer batches.

Freedom or Cold Turkey — Block distracting websites and apps during batch work to prevent context-switching temptations.

Analog option: Index cards — Keep a card for each batch type. Throughout the day, jot down tasks on the appropriate card. When batch time arrives, work through the card.