BATCHING YOUR WORK TO GET MORE TIME IN YOUR DAY

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I am always on the lookout for ways to save time and be more efficient and focused with my work.

But, when I learned about batching tasks a few years ago when I was working full time, I thought no way was that ever going to work for me. I had to many different things and what about all those random things that would come up throughout the day that didn’t fit into my batching schedule.

Funny how far I’ve come since then because just realizing those thoughts I was having regarding my time and tasks I can now see just how much I was prioritizing other people’s needs over my own.

Sure, as a teacher, my days were pretty unpredictable. But, that didn’t mean I didn’t have tasks that I did every single week that fell nicely into different categories.

And that’s what batching is ALL about. Once I learned how to do it correctly and stuck with it consistently, I ended up saving myself SO much time and energy each week - and was focusing on MY priorities first versus the priorities that were coming in via email.

(If you’re struggling with other people’s priorities, you might want to take a minute to check out this post on how to set boundaries.)

Ready to get more crossed off your to-do list this week? Here is how to get started with batching your tasks so you can be more productive!

STEP ONE || CREATE A LIST OF ALL THE THINGS YOU DO ON A DAILY, WEEKLY, AND MONTHLY BASIS

Think of this as a giant brain dump of all the things you do in your work or business. This does not need to be specific. For example, I do different things for different clients (scheduling blog posts vs. writing content for others), but I don’t need to be specific about who I do those for if I do those for multiple different clients.

This big brain dump is just to get an idea of what you are doing regularly.

Next to each item, put a “D” for daily, “W” for weekly, and “M” for monthly to get an idea of how often you need to do things.

Here is an example of what this might look like:

• Check + respond to emails (D)

• Follow up with clients or customers (W)

• Update P+L sheet (M)

• Schedule blog posts and emails for clients (W)

• Write content for clients (W)

• Write email campaign for my business (W)

• 1:1 coaching calls (W)

• Group coaching calls (W)

Keep in mind we are ONLY doing this for your business or work-related tasks - NOT your personal or home tasks.

STEP TWO || CATEGORIZE YOUR TASKS

You’ve already categorized your tasks by weekly and monthly things, but now it’s time to put like with like. In the example I used above, I can categorize scheduling blog posts and writing content for clients as “client tasks.” I can also categorize any calls I have under one umbrella.

The goal is to have about 5 categories for each day of the week. Now, obviously, if you have daily and monthly things, those will look a little different, but let’s focus on the weekly things first as that’s the best starting point.

STEP THREE || CREATE THEME DAYS

Now that you have approximately 5 categories of tasks that you do, it’s time to give each category a day of the week to focus on. Again, don’t worry about your daily or monthly things yet - we will get to that later.

Here are my 5 categories:

• Personal Business Tasks

• The Biz Runners Tasks

• Client Tasks

• Client Calls

• Content Writing for Clients

You can even make these a little more broad if you want, but as long as you know what they are and what’s included, that’s all that matters.

And here’s how I have assigned them days:

• Monday: Personal Business Tasks

• Tuesday: Clients Calls + Tasks

• Wednesday: Content Writing + Projects

• Thursday: Client Calls + The Biz Runners Tasks

• Friday: Catch-Up

Do the days fit my categories perfectly? No, but I know what I am focusing on each day.

And it’s OK to be flexible and move things around if needed. The goal here is to know exactly what to focus on each day of the week so you’re not moving from one task to another and barely chipping away at any one thing.

STEP FOUR || DAILY + MONTHLY TASKS

So, what about those daily + monthly tasks? All those daily tasks I put into a list called my Daily Do List (formerly known as my Power Hour). This is really my Workday Startup Ritual. Before I get to that theme of the day, I do the things I need to get done DAILY first, like checking my email, writing my personal content, writing my gratitude for the day, etc. Once I’m done with that, I can move on to my priorities for the day.

Those monthly tasks I like to pick a specific day each month to work on. Typically, I like to do those monthly things at the beginning of the month if possible. For example, I am writing this post on the first Friday of the month because that’s the day I write all my blog posts for the month ahead.

Not only does it help me get them DONE for the month (woohoo!), it makes it so I don’t procrastinate on getting it done either because I know exactly when I’m supposed to be focusing on them.

I know this system might feel a little overwhelming to start, but I promise, writing this all out is probably much more complicated than actually implementing it. But, when you do implement, I believe it will help you get more done each and every day!

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