TL;DR: Multitasking is a myth for focused work. Batching similar tasks together—like checking email 2-3 times daily, scheduling calls in blocks, or writing multiple blog posts at once—helps you accomplish more with less stress. Your brain’s executive function works best when you give it dedicated focus time instead of constantly switching between tasks.
I used to think I was a good multitasker.
As a matter of fact, I’m rubbish at it.
And so are you.
Just ask any teacher or partner who’s asked you a question that you completely missed because you were focused on something else.
Our bodies do plenty of multitasking – breathing, keeping your heart beating, registering your mild headache, and sending signals to your fingers as you’re typing – but those things get their own areas in your brain to work in.
The executive function of your mind craves focus.
If you find yourself flitting from thing to thing, it might be time to start batching.
How Does Task Batching Improve Productivity?
Task batching works by reducing context switching, which is the mental effort required to jump between different types of work. When you group similar tasks together, your brain stays in the same mode of thinking, making you faster and more efficient. Instead of answering one email, writing a paragraph, taking a call, then returning to email, you dedicate specific time blocks to each activity type.
Here are practical ways to implement batching:
- Open your inbox 2-3 times a day, take some time to respond to messages, then close it for a few hours
- Set aside blocks of time for calls, and have at least one day each week when you don’t do calls at all
- Write several blog posts at once
- Brainstorm social media content for a month at a time
- Allocate categories of tasks for days of the week (admin on Wednesdays, marketing on Thursdays, client work on Mondays)
What Are the Benefits of Batching Your Work?
Beyond productivity gains, batching offers several advantages. You’ll feel less mental fatigue because your brain isn’t constantly resetting. Decision fatigue decreases when you follow a predetermined schedule rather than choosing what to do next every few minutes. You’ll also develop deeper focus and higher quality output when you stay with one type of task longer.
Not only will you get more done and feel less stressed, but you’ll find it easier at the end of the day to know what you’ve accomplished. If you get to the end of a day and think, “I worked my butt off today but I couldn’t tell you what I did,” that’s a sign you switched tasks too much and were likely more reactive than proactive.
Why Can’t Humans Actually Multitask Effectively?
While our bodies handle multiple automatic processes simultaneously, our conscious mind works differently. The executive function—responsible for planning, decision-making, and focused work—operates best with singular attention. What we call multitasking is actually rapid task-switching, and research shows this constant switching reduces efficiency by up to 40%. Each time you shift focus, your brain needs time to reorient, creating invisible productivity drains throughout your day.
Frequently Asked Questions
Q: How long should my batching blocks be?
A: Start with 60-90 minute blocks for deep work tasks like writing or analysis. Email and administrative tasks can be batched in 30-45 minute sessions. Experiment to find what works for your attention span and task complexity. Most people benefit from taking short breaks between batches.
Q: What if urgent matters come up during my batching time?
A: True emergencies are rare. Set expectations with colleagues and clients about your availability windows. You can check for genuine urgencies without reading every message—scan for urgent flags or important names. Most “urgent” items can wait 2-3 hours without consequence.
Q: Can I batch tasks if my job requires constant availability?
A: Even in responsive roles, you can create micro-batches. Instead of responding to every notification instantly, batch your responses every 30-60 minutes. Inform stakeholders of your response time so they know when to expect replies. You’ll likely find that immediate responses aren’t as crucial as you thought. Other options include office hours (professors do these for a reason) or signals (like a sign on your door or emoji on Slack) to let people know when you are and are not open for a ping.
Q: What types of tasks work best for batching?
A: Any repetitive or similar tasks are ideal candidates: emails, phone calls, social media posts, invoicing, data entry, content creation, meeting scheduling, and administrative work. Tasks requiring similar mental states or tools benefit most from batching.
Q: How do I get started with task batching if I’ve never done it before?
A: Begin with one category—email is often the easiest starting point. Close your inbox and only check it at set times (like 9am, 1pm, and 4pm). Notice how it feels and adjust. Once comfortable, add another batch category like scheduling all calls on Tuesday and Thursday afternoons. Build your batching system gradually rather than overhauling everything at once.
