Task Batching and Grouping

I used to think batch creating content was just another productivity hack that busy marketers made up to sound organised. Turns out I was completely wrong 🫣 After diving into the actual research, I found legit science behind why batch creation works so well. And honestly, it explains why I felt so scattered when I was jumping between writing blog articles, creating social content, mocking up designs, and sitting in meetings all in the same day. ••• Here's what the research actually shows… 1. Your brain hates task switching. Every time you switch from writing an article to creating graphics to interviewing an expert, you lose up to 40% of your productivity. The mental effort needed to constantly shift between different types of tasks creates what’s called switching costs. 2. Tool toggling is expensive. Apparently, people toggle between different tools, apps, and websites nearly 1,200 times per day. That adds up to just under 4hrs each week just reorienting yourself after switching. 4 hours 🫨 3. Flow states are real and measurable. When you batch similar tasks together, you're more likely to hit that sweet spot where work feels effortless. It seems, people are 5x more productive during their peak performance compared to their average work. 4. Interruptions make you work faster, but more stressed. This one surprised me. When people are constantly interrupted, they actually complete tasks faster than when working uninterrupted. But here's the catch—they experience significantly more stress, frustration, time pressure, and mental effort. They're basically compensating for interruptions by working in overdrive. And over time, more artificial stress compounds and makes for less healthy people. ••• So here's what I actually do now: I block out specific times for specific types of work. And I group similar tasks together so I don’t need to context-switch so much. One morning is for writing. An afternoon is for web design focus. And another day is for video editing. I answer emails, Slack, DMs in batch. I schedule meetings on the same day. You catch my drift. No switching. No multitasking. No more chaos. The difference in both output quality and my sanity has been remarkable. Instead of feeling like I'm constantly starting from scratch, each task builds momentum for the next one. ••• Follow me for more deep dives into my marketing workflow ♡

Want to do more in less time? Stop this bad habit. It's draining your time... It is context - switching. Your "quick check" of email between tasks? It's costing you 23 minutes of deep focus. Every time you proudly "multitask," you're actually forcing your brain through a complete reboot cycle. The real cost = 23 minutes to refocus after each interruption. I used to be proud of my multitasking skills. Until I tracked my time and found a shocking truth: I was finishing half as much work as I thought. ——— The solution? Task batching. It's a science-backed technique that groups similar tasks together to complete in dedicated time blocks. Here's why it works: Mental energy ↳ Your brain uses glucose when switching tasks. Batch similar activities to preserve it. Attention residue ↳ When you switch tasks, part of your focus stays stuck on the previous activity. Batching eliminates this problem. Flow state activation ↳ Working on similar tasks for 25+ minutes triggers your brain's flow state. Productivity jumps significantly. ——— How to start batching today: Bucket your tasks ↳ Communication (emails, calls, messages) ↳ Creative work (writing, designing, planning) ↳ Administrative (scheduling, filing, expenses) Assign specific time blocks ↳ Schedule 60-90 minute blocks for each category ↳ Match high-energy tasks with your peak performance times ↳ Protect these blocks strictly Create transition rituals ↳ 5 minutes between batches to reset ↳ Stand up, stretch, or practice quick deep breathing ↳ This signals to your brain that you're switching gears I now batch all my emails into 30-minute blocks: morning, noon, and evening. The result? I finish in half the time with twice the focus. P.S: Which task steals most of your focus during the day? Emails, meetings, or something else? ——— 🗞 If you like this, you'll love my newsletter, The Saturday Cha It'll help you make time for what matters. Read by leaders from Tesla, Oracle & other companies.

How to 3x your team’s productivity in 3 difficult steps.  A very short story of my struggle. 📖 The backstory My team was helping a client rebuild their main business app. For three weeks we were stuck in meetings, making little progress. The pressure from stakeholders was mounting. But we couldn’t do much to release it.  We had too much to do and too many competing demands on the team. 1️⃣ Step One - Focus With too many problems to solve, we needed to find a better way to focus. I called for a work prioritization session with stakeholders and the team. For two hours, we discussed problems, outcomes, and resources. In the end, we used the Eisenhower Matrix to prioritize our work. 2️⃣ Step Two - Set Boundaries My team was being dragged into too many meetings from competing initiatives. In another discussion, we decided to block time for work on the most important tasks, limiting the number of meetings our engineers attended. We still helped other teams but offered a preset ‘office hours’ time block for these discussions. 3️⃣ Step Three - Group Work Every engineer had to do multiple types of tasks each week to get work done. This created tremendous task-switching costs and slowed everyone down. We decided to plan better. Every Monday, we grouped related work into batches and assigned it to one or two engineers to finish. This simple technique tripled the amount of tasks we finished each week. 📌 A Productive Ending Our productivity tripled. Each engineer’s statistics: Before: → 15 hours per week in meetings → 1 major task completed  → 3 smaller tasks completed After: → 5 hours per week in meetings → 2-3 major tasks completed → 5-8 batched smaller tasks It was hard work. It took over 8 weeks to get there. But it was worth it. —  ♻️ Find this helpful? Repost for your network. 🦁 Follow Terry Danylak for more content like this! 💬 DM me if you want help.

How to get way more done with less stress: Batch task processing is a productivity superpower. Here’s how it works: You group similar tasks together. Then do them all at once. This simple habit transforms how you use time. I started batch processing after one too many chaotic days. Hopping between different tasks was draining my energy and focus. Now I group my work into three batches: Mornings: Deep focus work. This is when I’m sharpest, so I do my most demanding tasks first. Late Mornings: Meetings and calls. I schedule all my meetings and calls together. This gives me uninterrupted time for deep work in the mornings. Afternoons: Administrative tasks. Emails, scheduling, paperwork. Mindless tasks I can do when my energy drops. The results blew my mind. I get way more done with less stress. Here’s why it works so well: - Reduces task switching. No more time wasted transitioning between tasks. - Improves focus. I can immerse myself in one type of work. - Increases productivity. I squeeze more out of my best hours. - Lowers stress. I don’t panic about everything at once. Give it a try this week. You'll be amazed how much more you accomplish by structuring your time wisely. Let me know how it goes! — P.S. What batches will you try first? I want to hear it! ♻️ Find this valuable? Repost to help your network. 🔔 Follow me, Sandra Pellumbi, for insights on how to wisely optimize your time, energy, and leadership. 🦉

If you told me I’d willingly schedule four back-to-back podcast interviews in one day, I would’ve laughed and asked if you’ve met my ADHD brain. But guess what? That’s exactly what I did today—and it felt good. Here’s the thing: Batch working has become my secret weapon. Instead of scattering tasks across my calendar like confetti and chasing focus every 10 minutes, I’m learning to group similar tasks together. It’s like giving my brain a chance to settle in and build momentum. Today’s lineup? 👉 4 interviews. 👉 1 setup. 👉 No switching gears, no juggling multiple tabs in my brain, no spiraling into overwhelm. It wasn’t always like this. I used to think that multitasking was the only way to “get it all done.” Spoiler: it’s not. Multitasking often led to half-done tasks, forgotten to-dos, and an exhausted brain by noon. Batch working changed the game: ✨ It keeps me in the zone longer. ✨ It reduces decision fatigue. ✨ It’s become an essential tool to navigate life and business with ADHD. And hey, there’s something deeply satisfying about checking off a whole category of tasks in one go. 💥 Whether you’re recording podcasts, writing content, or managing client calls—batch working might just be the productivity hack you didn’t know you needed. Have you tried batch working before? If so, what tasks do you group together? If not, what’s one area of your work you could batch? Let’s share tips! 👇

How to Get More Done in Less Time. (Your guide to working smarter, not harder) As a busy dad of 4 building a brand & business, I had to get creative with how I managed my time. I've read dozens of productivity books, listened to the podcasts, and followed the gurus. But it wasn't until I found what worked for me, that I was able to accomplish more with what seems to be less effort. Here's my 5-Step Framework: 1. Prioritize and Plan with Intention - What will move the needle forward today? - Choose 3 high-impact tasks and write them down. - Set deadlines and time limits for each. - Build your day around these priorities—everything else is noise. 2. Time Block Like a Pro - When will you do your best work? - Dedicate focused blocks of time for deep work. - Schedule everything: calls, emails, breaks—even downtime. - Stick to your blocks like they’re non-negotiable meetings. 3. Automate and Systematize - What tasks can you stop doing manually? - Use tech tools to handle repetitive work (e.g., auto-replies, scheduling). - Create templates, SOPs, or workflows for tasks you repeat often. - Free up mental energy for what matters. 4. Batch Similar Tasks - How can you reduce context-switching? - Group related tasks (e.g., emails, brainstorming, admin) and tackle them in one go. - Focus on one "mode" at a time: create, respond, or strategize. - End the habit of jumping between tasks—it kills momentum. 5. Delegate or Outsource - What can someone else do for you? - Identify low-leverage tasks that don’t need your expertise. - Train someone, then trust them to own it. - Stay focused on the high-value work only you can do. Ready to lock this in? Which one are you starting with today? ♻️ Share to help your network be more efficient. ➕ Follow Nico for daily productivity & branding insights.

It’s 8 p.m. I’ve been going since 7 a.m. Dinner’s still not made. The laundry’s still not folded. My inbox is a disaster. I look at my to-do list…half of it’s untouched. “I worked all day. Why does it feel like I got nothing done?” This is the cost of task switching. Every time we jump from one thing to another, our brain has to reorient, reengage, and restart. For neurodivergent professionals, that process is exhausting. If you’re feeling this way, it’s time to switch up your systems. Give task batching a try : 1️⃣ Identify common tasks. Write down everything that’s been bouncing around your brain. 2️⃣ Group similar ones. I batch my tasks as communication, admin, and creativity. 3️⃣ Block time for each group. Decide when you’ll do “communication” or “admin” batches. 4️⃣ Use a tool to get started. Try a timer, playlist, or a body double. Anything that helps you initiate. Four steps. That’s it. You don’t need a new planner. You need a new rhythm. One that’s free-flowing and flexible.