How to group tasks correctly to keep up with everything

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

Increase productivity by tidying up your task list.

Everyone has known for a long time that multitasking is not such a good thing: it prevents us from effectively focusing on one thing.

The thing is that switching from one task to another takes a lot of time - this is confirmed by studies of Multitasking: Switching costs. People work most effectively when they enter a state of flow: fully focused on one activity, without being distracted by anything else.

Unfortunately, it is not always possible to catch the flow, because we are constantly inundated with a bunch of different things that require our attention. However, there is one trick that allows you to minimize the waste of time and energy switching between different activities. It's called task batching.

The essence of this technique is as follows: you combine tasks of the same type into so-called packages, and then perform them in bulk. It's simple.

Why is it useful to group tasks

It's easiest to do things in a random order: you don't have to bother with planning, prioritization and other boring things. You remembered something - and you did it. And then we moved on to the next task.

However, this approach is not very useful for your ability to focus. According to the study The True Cost Of Multi-Tasking, published in Psychology Today, a person loses up to 40% of their productivity when switching between unrelated tasks.

In other words, if you first write a report, then start responding to emails, then sort out paper documents, and then return to the report again, then each time you waste time concentrating on a new task that is not like the previous one. Tom DeMarco, author of The Human Factors: Successful Projects and Teams, claims that this “gear change” can take up to 15 minutes or more.

Batch grouping tasks makes it easy to move from one activity to another. The more similar your tasks are, the easier it is, after finishing one, to take on the next.

How to use batch processing

1. Create a to-do list

First, write down what you intend to do in a simple list, line by line. You can do it on paper or use numerous task management apps. The main thing is to fix everything. It's ideal to set aside some planning time every day (or at least once a week).

2. Divide tasks into categories

Now that the list is ready, break all of its items into categories. They can be different - choose what you want. The main thing is that it is convenient and visual.

For example, collect tasks such as "Reply to emails" or "Call colleagues" in the "Negotiations" section, and "Write an article" and "Make edits" in the "Text" section. Create separate categories for household chores, work tasks, shopping, and more. It will be easier to navigate in such an ordered list.

Another option is to collect tasks in packages according to the place where they should be performed. For example, link all purchases to the "Supermarket" location, and work tasks to the "Office" location, and so on. Thus, if you find yourself near a store, you can look into your to-do list and immediately see all the purchases that you need.

3. Block the time

Batch processing of tasks works great in conjunction with the so-called time blocking technique. Once you have broken down the list into categories, allocate a specific time of day for each category. And add the corresponding block to your calendar. During one block of time, do only things from one category and ignore the others.

Another option is to tie the popular Pomodoro technique to task batching. For 25 minutes you are engaged in uninterrupted tasks from one package. Then rest for 5 minutes. Then repeat the cycle with another group of cases.

4. Consider your peak productivity

Decide what time of day you are most productive. Most people have this morning, but there are also night owls that find it easier to focus in the dark. Find your peak of productivity and try to complete tasks from the highest priority categories within it.

5. Eliminate distractions

When you start to perform the next group of tasks, make sure that you are not disturbed by an accidental notification or a phone call. You can set aside a special time to check your smartphone. While you are tackling tasks from one category, do not think about the rest.

What tasks can be grouped

In fact, in general, any. Scott Young, writer, programmer, entrepreneur and big fan of batch processing, gives a few examples:

• Email. Tim Ferris, author of How to Work 4 Hours a Week, sometimes gets 300 emails an hour. And, despite such a volume, he answers them only once a day, specially setting aside time just for this.
• Reading. Reading something in between is almost useless, since you still don't remember much. Better determine for yourself when it is more convenient for you to take the information thoughtfully, and book this time for reading.
• Phone calls. Write down the names of people you need to call and their phone numbers in one list. Then call all the candidates on the list at once. Firstly, you will not be distracted by telephone conversations once again. Secondly, you will be able to choose the time of day when people are least busy and will be able to talk to you.
• Recreation and entertainment. Transfer all entertainment - movies, computer games, walks - to the end of the day. This will motivate you to finish work as soon as possible, and it will be easier for you to relax knowing that everything for today has already been redone.
• Shopping trips. Before leaving home, collect all the tasks, purchases and errands in a heap and complete them in one go. For example, you can visit a supermarket, post office and dry cleaning at the same time. Save not only time, but also gasoline.
• Correspondence in social networks. Take an hour in the evening to chat online. And the rest of the time, keep social media client notifications disabled.
• Cooking food. Chances are, you constantly don't have enough time to cook something every day. Fortunately, civilization has gifted us with such a unit as a microwave oven. Set aside 1–2 days to prepare food for the next week, and then just reheat it.
• Repair. Get together at last and do all those small chores that have been waiting in the wings for so long. Replace the burned out light bulbs, fix the doorknob and the dripping faucet.
• Reflections. Do you think all the time, try to plan something, solve some problems, but nothing works out for you? Scott Young advises even such a thing as thinking to do at a strictly defined time. Get in the habit of planning 2-3 hours each week what you will do next and what goals you want to achieve.

Yes, and for that matter, batching tasks is also a task. Therefore, set aside a special time, preferably in the evening, to distribute the items on your list for tomorrow.