Yesterday, we discussed the advantage of single tasking over multi-tasking enabling you to completely focus on the task at hand.
Today, we’ll focus on two techniques – Task Batching and Time Blocking – that can make single tasking even more effective. Below is an overview of each technique.
Task Batching – This first technique involves grouping similar types of work together to stay focused and jump around less. The types of work will vary for each of us, but the concept remains the same.
An example would be two hours that involved 30 minutes of phone calls, 1 hour working on a presentation, and 30 minutes processing email. The contrast that would be less effective is “two hours working on the presentation”, but responding to email and making calls ever 5-10 minutes. You would likely get less done in non-batched scenario.
Time Blocking – This technique is to proactively schedule time in your day to do your task batches of work. Research by Rescue Time indicates that only 5% of people complete their daily tasks every day. By scheduling time to get your tasks done, you have a better chance of being in the 5% and feeling less overwhelmed by work.
Using the example above, you have three tasks that need completed – presentation, calls, and email. Instead of just having them on your “To Do” list for the day, time blocking suggests you put 30 minutes on the calendar for calls, 60 minutes for presentation, and 30 minutes for email. Since calls and email may be part of your everyday routine, you could consider the same 30 minutes every day for this task.
My Story
Over the years, I’ve used both techniques in scheduling. Whenever possible, I group tasks together. Task batching email has been particularly helpful. Knowing that there will be a couple blocks of time in my day to process and respond to email allows my mind to focus in other areas without the worry of what might be waiting in my inbox.
Using time blocking and officially putting time on the calendar for personal work to be done has made so much difference in my days. With work time scheduled first on the calendar, meetings can then scheduled around the blocks of work time. Occasionally, conflicts come up, but this has been less frequent than you might think it would be.
Keeping things time stacked and then handled in pre-scheduled blocks of time has made my mind more settled and, in my opinion, also made my work stronger.
Your Turn
Have you tried task batching or time blocking?
How did they work for you?
If you haven’t tried, what types of work would you batch together?