Task Batching: Everything You Need To Know

Key wellness / productivity strategies (Task Batching)

Why batching helps (reduce mental fatigue)

• Frequent switching (e.g., email → project → DMs → back to email) forces your brain to “reset,” which drains mental energy.
• Interruption-related “attention residue” can take ~15–20 minutes to fully clear—batching helps you stay in one mental mode longer.

Task batching (core method)

• Group similar tasks together (avoid random task mixing).
• Do each group in a dedicated time block (e.g., emails in the morning, then again in the afternoon).
• The goal is to keep the same tools/setup and mental bandwidth so you feel less scattered and more in control.

Choose task batch categories

Common suggested batch types:

• Communication: email, Slack, phone calls, texts
• Admin: expense reports, spreadsheet updates, documents, scheduling
• Creative: writing, design, brainstorming, planning creative work
• Planning: project planning, editorial calendars, timeline/strategy sessions
• Research: reading, fact-checking, competitive analysis
• Quick tasks: under 5 minutes (approvals, short updates, small cleanups)

Tip: Use a quick-label system (example given: an @quick label in Todoist) so you can spot small tasks that can be completed when you have spare time.

5-step setup process (Todoist-centered, adaptable)

1) Audit your tasks

• Track tasks for one week and note how long they take.
• This often reveals surprises—things you assumed were “quick” may take longer.

2) Choose batch categories

• Start with ~5–7 categories (optionally include personal tasks).
• In Todoist, create labels for each category to surface tasks by context.

3) Block time for your batches

• Use calendar time-blocking: dedicate blocks to categories (e.g., deep work in the morning, admin in the afternoon).
• Sync your task system with your calendar (Google/Outlook) to see meetings and avoid overload.
• Weekly planning helps you identify overloaded days and adjust blocks so the week feels manageable.

4) Focus using filters

• During a batch, work on only that category.
• Use saved filters to show tasks for the batch (e.g., “email tasks next 7 days” or “email tasks today”).
• This reduces attention drift and helps you stay “locked in.”

5) Make it stick (build the habit)

• Expect occasional slip-ups—persistence matters.
• Use the “Later list” strategy:
  • If a new thought/task appears mid-batch, write it down or move it to a Later/parking list (e.g., Todoist later list).
  • Return to the current batch without derailing.

Presenters / sources mentioned

• Doctor Sophie Leroy (study referenced: attention residue, 2009)
• Todoist (example tool/system)
• Google Calendar / Outlook Calendar (calendar integrations mentioned)
• Video hosts/creators (not named in the subtitles)