Here’s how to use task batching to get MORE done in LESS time!
Who doesn’t want that, right!? Increased productivity – yes please!
Are you a procrastinator or get distracted easily?
Do you have ‘Shiny Object Syndrome’ (SOS)? Yes, it’s got a name!
As Passion for Business points out:
It seems to be a trend that’s growing: small business owners are getting distracted by too many ideas or the latest fad, going off in a million directions and never completing anything. This loss of focus is costing you hundreds of hours a year in lost productivity, lost hours, lost dollars.It even has a name: SOS – Shiny Object Syndrome. It’s not quite ADD/ADHD. It’s more that a new idea captures your imagination and attention in such a way that you get distracted from the bigger picture and go off in tangents instead of remaining focused on the goal.
Source: http://www.passionforbusiness.com/articles/shiny-object-syndrome
Your time is really your biggest asset
Being ‘busy’ isn’t the same as being ‘productive’. So you’ve got to work smarter not harder, right?
So how can I do this I hear you ask?
What is task batching and what are the benefits?
Definition:
Batching means to do the same task (or similar tasks) for 30 mins or so instead of multi-tasking and chopping and changing between one task to another. You’ll have more focus, less distractions and actually get more done.
I know us women are great at multi-tasking but is it a great skill to have? The truth is that it can actually slow us down. And you aren’t doing any task well when you keep switching from one thing to the next and back again.
When you can work on one task solidly, it means you aren’t continually changing your focus and your brain isn’t trying to catch up when you move from one task to the next. Once you’re in the ‘flow’ of working on something, it’s best to keep going until it’s ideally finished. Task switching makes us feel exhausted and tired, not the actual task itself.
If you work from home, you need to be disciplined and stay away from doing any housework – it really has to wait. And if you have young kids around while you’re working, it’s almost impossible to do both very well. You might have to get a good plan in place by setting up some activities to keep them occupied for 30 minutes while you work. Or if that doesn’t work, then you may need to organise babysitting or care. Otherwise you’ll feel more and more frustrated about not getting anything done.
Examples of some tasks that I like to batch
- Emails
- Learning – I try to have at least 15 minutes a day to focus on my own development through courses, podcasts or reading
- Social media content planning
- Posting/scheduling on Instagram, Facebook, LinkedIn
- Branding images for social media in PhotoShop
- Phone calls
- Writing blog posts
- Writing email newsletters
- Digital file management
- Taking flat-lay photos
- And so much more!
Identify the tasks you can batch
I also think it’s very important to write down every single task you have. I know this can be a VERY looooonng list but it gets it out of your head so you don’t have to worry about forgetting to do it. And then from this list, choose your priorities for the day and week. I usually write mine in my custom designed weekly organiser.
Tip: if you want a copy of my batching template email me at hello@karenvivarelli.com.au!
I’m a BIG fan of list writing using pretty coloured pens – I have a PERSONAL list and a WORK list that I use to physically write down my tasks. And I add tasks to these lists quickly whenever something pops up in my head [usually when I’m trying to go to sleep at night!].
Trello – online project management and collaboration app
I also have a digital/online list I keep on Trello using different boards. If you haven’t heard of Trello then you really need to check it out.
It’s so much more than just project management, Trello is the visual collaboration tool that enables teams of all sizes to get things done, in a fun and flexible way.
Source: https://trello.com/
It’s free to use and you can pay to upgrade to get more functionality but the basic free version is great. You can also share your boards and to-do lists with your team. There’s colour coding, reminders and so much more. It simply is the best app to get organised.
Too many tasks – so little time? Is it time to outsource?
And another great reason to write every task and process down is that you can identify where you might be spending too much of your time.
Ask yourself: which tasks can I outsource so I can do more of the work I get paid to do and love?
Still getting distracted? Try the Self Control app
If you’ve tried batching tasks and you’re still getting distracted, then you may need to step it up a bit.
If you have a Mac, you should try downloading the Self Control app https://selfcontrolapp.com/
SelfControl is a free and open-source application for Mac OS X that lets you block your own access to distracting websites, your mail servers, or anything else on the Internet. Just set a period of time to block for, add sites to your blacklist, and click “Start.” Until that timer expires, you will be unable to access those sites–even if you restart your computer or delete the application.
So if you have a deadline that you need to stick to and you’re getting overwhelmed and stressed, then block it all out and use this Self Control app to stay focussed and get it done!
Have you tried task batching? I’d love to hear your tips about increasing productivity.
