Productive Like a Pro with Time Batching

As a writer, your daily to-do list is probably the length of your desk. I know mine is.

As a mom of three and a freelancer, my to-do list is never-ending.

Maybe you can relate.

I’m usually bouncing between tasks, trying to cover it all. I start on one thing and then get pulled away to another. And then, halfway through that, something else (or someone else) needs my attention.

By the end of the day, I haven’t finished any one task. I’ve done a little on this and a little on that. The to-do list hasn’t gotten any smaller. In fact, it might have grown longer.

How do the professionals do this? Do they have a whole team of people to help them? Maybe the big dogs, but not the average Joe, and especially not the new writers.

So, do you have to wait until you’re a rich and famous writer before having professional levels of productivity? Or, can you bump up your productivity starting right now?

I say, let’s work on it right now.

I’ve been experimenting with my own productivity, and I recently found something that’s really changed my process. It’s called “time batching,” and I love it!

What Is Time Batching?

It’s a simple, effective way to schedule your work. When I started using it, I got so much more done. Things that used to take me weeks to finish were done in a day.

To use time batching, you schedule blocks of time for specific tasks.

For example, let’s say you record videos for your YouTube channel. You post one video a week. So, each week, you get dolled up, figure out what to say, set up the equipment, and make sure it’s quiet. Then you record the video, edit the video, and post the video. It probably takes you an hour or more, if all goes according to plan (and you don’t have a five-year-old bust into your office).

You repeat that process every week. That’s four hours a month.

With time batching, you’d take a completely different approach.

Instead of finishing each video from start to finish, you would focus on one aspect at a time.

For example, you’d take a bit of time one day to come up with ideas for several videos.

Then, on a different day, you’d set up all your equipment and record several videos within the time frame you scheduled. Maybe you have a few outfit changes ready, so you’re not wearing the same thing in every video.

After that, during another block of time, you’d edit the videos and then schedule their posting.

By taking this approach, you’ll get more videos done in less time, and you can record less often. You might even find yourself constantly ahead of schedule… which is a pretty fantastic feeling.

You don’t have to set up and break down your equipment every time you do a video. You get everything set up once, and then you get it all done at once.

The Time Cost of Switching Tasks

When you’re switching from task to task, you always have that transition time. It can take you a while to get in the zone. And then, as soon as you’re in the zone, something else needs your attention, so you have to switch gears… and then, it takes you time to get into that zone.

By time batching, you’ll switch gears less often. You’ll be able to focus all your attention on the project in front of you — and you’ll be able to focus for longer.

When you’re able to focus, you get more done. Often, you’ll get into a flow state… and then, you can get an impressive amount of work done in one sitting. I also find the quality of my work is better when I allow myself to get into a rhythm.

I spent two hours recording videos this morning. I recorded 12 videos. 12! Done. Just like that. Editing those 12 videos will also take me around two hours. And then, scheduling and optimizing them will take me one to two hours.

I was spending four hours to create four videos. Now I’m spending five to six hours to create 12. That’s the difference time batching makes!

So, How Do You Start?

What I really love about time batching is how easy it is to get it going. You’ll figure it out quickly, once you get organized. But, let’s break it down into some simple steps:

1. Figure Out What to Batch. Get out a pen and paper or open a blank page on your computer. Make a list of every task you complete for your business. For example, you check and respond to email, you record videos, you create social media content, you reach out to prospects, you complete assignments for your customers, and more. Write it all down.
2. Evaluate Your List. What tasks can you easily group together? Research and note taking? Emails and phone calls? Group your tasks into categories. You’ll use the categories to direct your time batching.
3. Set a Time Allowance for Each Section. If you need only 30 minutes to check emails, set a block once a day for that. If you do phone consultations, figure out how many you do on average, how long each call is, and set a time allowance. Try to schedule your consultations for the same day each week, or maybe for two separate afternoons. (Fun side note: I once heard Dan Kennedy  say he does customer calls only once a month. If his clients want to book him for a new project, they call that day. If they miss that day, they have to wait until next month. Now, that’s time batching in the extreme… and it works for Dan.)
4. Schedule Your Blocks. Decide what you need to do and when. Then schedule it. For example, if you know you need new social media posts for every day of the month, you can create them all at once and then schedule them to post. (What usually takes you 15 minutes a day — five hours a month — will take you only two or so with time batching. Win!)
5. Evaluate Your Schedule Weekly. Every Sunday, I review my to-do list. If I’m almost out of content for social media, I find a place to schedule a block for that. If I have a new project coming up, I schedule a block for research and organization. Learn to anticipate what you need and set a block for it. Then, get a lot done all at once.
6. Stick to Your Schedule. Life happens. But, for the most part, you should be able to stick to this process. If you’re working on a promotion, don’t you dare check your email. If you’re writing a newsletter, and an idea hits you for a social media post, jot down a note, and keep going. Honor the system.

Time batching works only if you really commit to it. You can’t be willy-nilly with it, or you’ll end up right back where you started — hopping all over the place and not getting anything done. Tanking your productivity.

I don’t think you’ll have a hard time sticking to it, once you see how well it works. I don’t think I’ve ever gotten as much done before. And, whether you’re a mom of three, or working a full-time job and building a freelance business on the side, or traveling and trying to earn a full-time income on a part-time schedule… whatever kind of full life you have, a strategy for getting more done is a valuable tool.