Batching Productivity

While the limit for what can be accomplished in a day expands beyond what seems humanly possible, the productivity rate diminishes as the volume of tasks given our attention increases. In the workplace, we are faced with an ever-evolving goal to get more done in a day. The more we pile on to do, the less we accomplish.

If productivity is such an essential component of how we live, figuring out how to get the most out of our days at work has to be a priority.

The following are three practices to implement immediately to finish more in less time.

Integrate or streamline.

Many systems and tools for productivity promise us the ability to get more done in a day. Yet, with all the tools and technology we use to aid us in our pursuit of getting more done, are we adding complexities to our already overcrowded calendars, task lists, and projects? Quite possibly. Whenever possible, integrate platforms to limit process redundancies and time wasted toggling between platforms for the same or similar tasks. When sourcing software options to support processes and workflows, seek the priority of ensuring integration with your current technology when possible.

Automate when without an option to delegate.

The goal of productivity is to complete tasks; the goal is not that you would be the person to accomplish the tasks. Before electing to complete a task, seek opportunities for delegation. When delegation is not an option because of a specific directive, or you're simply the best-suited person for the job, activate your productivity hacks, beginning with integration and then automation. Examples of automation are auto-replies. Keeping a file for commonly used communications as templates will help you to program auto-replies into office software.

Opportunities for automation:

• Integrate data sets to auto import data into business intelligence software for reporting and analytics
• Leverage automated workflows in software to avoid manual inputs, errors and updates
• Utilize macros for repetitive tasks
• Create auto-responses for forms and other data collection tasks

Most importantly, batch tasks to maximize effort.

Batching is completing a series of tasks related or connected to the same outcome, thought framework, or system in one span of time. Batching related jobs will allow your brain to stay focused in one direction.

It's a simple process that allows us to align our efforts with the way our brains are naturally inclined to work. Our brains are not wired to multitask effectively, and switching from task to project and project to project drains the day's productivity. When switching to a new task, it takes the brain an average of twenty minutes to refocus. If you switch to 4 new functions a day, you've lost 1 hour of productivity a day, 5 hours a workweek, 20 hours a month, and 240 hours per year. That's a lot of lost productivity over time.

Batching certainly isn't rocket science and is a relatively simple system, but it can be quite challenging when trying it out for the first time.

Here are some tips if you need a starting place:

1. Make an exhaustive "to-do" list and group tasks that are connected.
2. Schedule time on your calendar for "batches" of work. An example of this is checking emails during a specified batch period instead of opening your inbox every time a notification pops up.
3. Turn off alerts and notifications to restrict any unnecessary distractions.
4. Schedule batches of more challenging work during the time of day you work best. If you're groggy in the morning and your brain isn't firing on all cylinders until your third cup of coffee, save challenging work until you feel caffeinated enough to offer your best. In this case, batch more straightforward tasks at the morning's top.
5. Take advantage of the batch of work you scheduled for that particular time. The goal is to stay focused on one thing at a time.

As the marketplace evolves and humans compete with the abilities of AI, more innovative technology, and increased competition, the demand to get more done will likely continue to trend upward.

These simple tools will help you maximize your day, increase productivity, and increase your value as a contributor to the teams you are on.