Three hours into my workday, I’d done exactly nothing.
Well, that’s a lie. I’d answered fourteen emails, checked Slack forty-seven times, and started—but not finished—three different “priority” projects. I’d also refilled my coffee twice and stared out the window contemplating the evolutionary purpose of squirrel tails.
My problem wasn’t laziness. It was task switchitis—a cognitive epidemic that kills productivity while making you feel busy.
Task batching cured me. It might cure you too.
The Cognitive Tax You Don’t Know You’re Paying
Every time you switch tasks, your brain pays a toll. Researchers call this “context switching,” and it’s devastating your output.
University of California information scientist Gloria Mark found that it takes an average of 23 minutes and 15 seconds to fully refocus after a distraction. Twenty-three minutes to recover what you lost in two seconds of weakness when you clicked that notification.
The math is sobering:
- Switch tasks 10 times a day = ~4 hours of recovery time
- Switch tasks 20 times a day = ~8 hours of recovery time
See the problem? Most creative professionals are “working” a full day just to overcome their transitions.
This isn’t about discipline. Our brains weren’t designed for the digital pinball machine we call modern work. They evolved to focus deeply on one thing at a time—hunting, crafting, creating. Task batching works because it realigns your workflow with your brain’s natural capabilities.
What Task Batching Actually Is
Task batching is grouping similar activities together and tackling them in dedicated blocks of time. That’s it.
But this simplicity is deceptive. The implications transform how you work:
- Email becomes an activity, not an interruption. You process it twice daily instead of sixty times.
- Creative work gets uninterrupted space. Writing, coding, design—all need runway to reach breakthrough.
- Administrative work becomes efficient. Invoices, scheduling, planning—bundled together, these tasks create momentum.
I used to wear “multitasking” like a badge of honor. Now I recognize it as efficiently being inefficient.
The Batching Framework That Actually Works
Most productivity advice fails in the real world because it’s too rigid. Here’s a system flexible enough for the chaos of entrepreneurial life but structured enough to transform your output:
1. Identify Your Task Categories
Start by inventorying everything you do in a typical week, then group similar tasks:
- Deep work: Writing, strategic planning, creative problem-solving
- Communication: Email, calls, meetings, messaging
- Administrative: Invoicing, scheduling, paperwork
- Learning: Reading articles, watching tutorials, skill development
- Network maintenance: Social media, relationship building
2. Align With Energy Levels, Not Just Time Blocks
This is where most batching advice fails. Different tasks require different types of mental energy:
- High creative energy: Reserve your peak hours (morning for most) for your most important creative work
- High focus, low creativity: Technical implementation, detailed work
- Low focus needed: Administrative tasks, email processing
- Rejuvenation tasks: Learning, inspiration, certain meetings
I write between 6-9am because my creative energy peaks early. I schedule calls after 2pm when my focus naturally dips but my social energy remains high. Your rhythm might differ, but ignoring your natural energy patterns guarantees failure.
3. Build Batch Blocks Into Your Calendar
Don’t just plan to batch—protect it in your schedule:
- Deep work blocks: 90-120 minutes minimum, no interruptions
- Email/communication blocks: 30-45 minutes, twice daily
- Administrative blocks: 60 minutes, 2-3 times weekly
- Buffer blocks: 30 minutes between major activities to handle overruns and transitions
The transformation happens when you defend these blocks as sacred territory—because your best work depends on it.
The Common Batching Mistakes That Will Sabotage You
I’ve failed at batching more times than I’ve succeeded. Learn from my missteps:
Mistake #1: Unrealistic Batch Sizes
Stuffing 20 hours of work into a 4-hour batch block isn’t ambition—it’s self-sabotage.
Fix: Before finalizing any batch, ask: “Could I actually complete this in the allotted time if everything went reasonably well?” If not, scale it down.
Mistake #2: Ignoring Transition Time
Jumping from deep creative work to client calls without a buffer is cognitive whiplash.
Fix: Schedule 15-30 minute transitions between different energy modes. Use this time to reset, review, and reorient.
Mistake #3: Surrendering Control of Your Schedule
Other people will inadvertently dismantle your batching system if permitted.
Fix: Make your batching blocks visible in your shared calendar with clear labels. Communicate their importance to your team and clients.
Mistake #4: Neglecting Environmental Preparation
Ever sat down for focused work only to waste 20 minutes gathering necessary materials?
Fix: Create environmental checklists for each batch type. For deep work: charger, water, reference materials, notifications disabled, necessary apps open.
Real-World Batching for Apple Users
If you’re in the Apple ecosystem, these tools make batching considerably easier:
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Focus Modes: Create custom Focus profiles for each batch type. My “Deep Work” Focus allows notifications only from my partner and blocks all apps except those needed for writing.
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Shortcuts: Build batch-initiation shortcuts that close distracting apps, open necessary ones, and set the stage. My “Start Writing Batch” shortcut closes Mail and Slack, opens my writing app, and starts a 90-minute timer.
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Time Tracking: Use Timing or Toggl to measure how effectively you’re maintaining your batches.
The 7-Day Batching Challenge
Theory without implementation is merely entertainment. Here’s your action plan:
Day 1: List everything you do, then create 4-6 batch categories that make sense for your work.
Day 2: Track your energy throughout the day. When are you most creative? Most analytical? Most social?
Day 3: Design your ideal batched week in your calendar.
Day 4-6: Implement your batched schedule. Note what works and what doesn’t.
Day 7: Reflect and adjust. Which batches were too ambitious? Which were scheduled at the wrong energy level?
The Truth About Batching That Nobody Tells You
Task batching isn’t a perfect system. Some days, it will collapse entirely. Client emergencies happen. Kids get sick. Technology fails.
The difference between those who master batching and those who abandon it is simple: masters return to the system after disruption rather than discarding it.
I’ve had weeks where my carefully constructed batch schedule imploded by Tuesday morning. The old me would have surrendered to chaos. The new me rebuilds for Wednesday.
Beyond Productivity: What Batching Really Gives You
The true gift of task batching isn’t merely getting more done—though that happens. It’s reclaiming sovereignty over your attention.
When you batch effectively, you’re declaring: “This work is important enough to receive my complete focus.” In an age of fractured attention and constant interruption, that declaration is revolutionary.
I don’t batch because productivity experts recommend it. I batch because at the end of a well-batched day, I’ve actually lived my professional life instead of merely reacting to it.
Try it for one week. You might discover it’s not just your work that improves, but your relationship with it.
That’s worth infinitely more than a few extra completed tasks.