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How to Maximize Efficiency by Grouping Tasks

How to Maximize Efficiency by Grouping Tasks
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    There’s a metaphor many of use on a daily basis that compares our brain to a car or a bicycle with gears. I need to shift gears or my head’s in the wrong gear for this indicates that the human brain, for the sake of efficiency and concentration, hones in on the task at hand to the point where it takes time to remove our concentration from the subject matter and move on to something else.

    This is something we experience all the time—for instance, when I’ve been working on the budget and getting invoices and receipts in order for tax time I’ll need to take a break to refresh my mind before moving on to work such as writing this article, which is a different type of work—creating data rather than processing it—and a different subject matter.

    In Your Memory: A User’s Guide the author Alan Baddeley refers to a study conducted by Dutch psychologist Adriaan de Groot in which the memory of chess masters were compared with those of average club players. The masters were the players who frequently played with a blindfold on.

    In one experiment he set out a chess board in a position selected from a game, allowed his chess players a series of five-second glimpses of the board, and after each glimpse required them to attempt to reproduce the position on another board. The masters correctly placed 90 per cent of the pieces after a single five minute glimpse, whereas the weak players positioned only 40 per cent of the pieces after one glimpse, and needed eight glimpses before they could equal the initial performance of the masters. Excerpted from Your Memory: A User’s Guide.

    What was the conclusion of de Groot’s study, along with a number of other experiments? That the master chess player’s superior skills comes from their ability to see the board as an organized whole rather than as a bunch of disconnected and individual pieces.

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    What’s that got to do with anything? Your mind organizes not at a minute level, but by clumping small, related things into cohesive wholes. To the mind, checking email, reading RSS and reading snail mail from the letterbox all end up as one thing—communications processing.

    If You Think in Groups, Work in Groups

    So, through anecdotal observation and personal experience (both highly regarded forms of scientific evidence, I assure you) we’ve established that the mind “shifts gears” in order to hone in on a particular task and think in the fashion required to complete it, or solve any problems pertaining to it. We’ve established that it then takes time to shift the gears of our brain to deal with other problems optimally. And, we’ve obtained legitimate scientific evidence to explain this and gain some insight into why this occurs.

    The natural, practical conclusion is that if you think in groups of related ideas that form wholes, then you should work that way too. Going against the flow of the human mind is only counter-productive, so instead of doing small chunks of the bookkeeping in between writing articles—since it’s so hard to keep going at it in one sitting!—we should group those related bookkeeping tasks together and tackle them in one go, right?

    The practical exercise would be to try it both ways and measure, down to the minute, the time it takes to complete the bookkeeping and the articles using both methods. I can guarantee that, if you mix tasks up through the day:

    • You spend more time completing the tasks,
    • You spend more time switching between tasks,
    • You have lost a significant amount of the day.

    Every time you stop what you’re doing and make a coffee and enjoy the sun for ten minutes after that half hour bookkeeping before you get stuck into an article, you lose time. Every time you have to pick up where you left off, you lose time figuring out where you actually left off and getting back onto the next tasks. And at the end of the day, when you add this up, you could be losing two hours because your style of task planning isn’t efficient.

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    Baddeley explains in his section on mental organization that the brain also categorizes things by your attitudes, beliefs and expectations. This may seem like an obvious factoid to bring up, but the truth is it means groups can only be defined by you.

    For instance, I put checking email, snail mail and reading RSS in the same group earlier on in the article—you may organize email, snail mail and phone calls in the same group while putting RSS with browsing and research.

    Getting a Grip on Groups

    List all the tasks you complete in a day, from the 8am email check through to the 5pm task review (or whatever it is you do). Everything. Then, using either paper or a mind-mapping tool, group all of those tasks together in what seems like a logical match to you. There’s no right or wrong, obviously, since whatever your brain is telling you is the way that you think about those tasks.

    If you have fairly large groups or lonesome tasks, that’s okay. The largest groups will make up the bulk of your crunch time, because you should tackle those tasks consecutively for maximum efficiency. The lonesome tasks will be good for breaking up any large groups, since it’s particularly hard to shift gears from one really huge area to another huge one.

    You should also figure out any tasks you perform weekly or monthly and group them too, though this can get trickier. Only attempt this if you’re an uber-productivian, the kind of person who actually lists reading this blog on their task list.

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    When you’re done, schedule them in groups, saving the most challenging groups and the largest groups for the times of day when you have the most energy, and the fairly low-involvement groups for the start and the end of the day. For instance, checking email and RSS is a fairly easy but productive way for me to get started, so I put that at the beginning of my day and get it out of the way. It gets me into the office routine and by the time those tasks are done I’m awake and ready for the real work.

    Examples of Groupings

    Communication is a big one, but unfortunately, it’s also fairly hard to group—you may have phone calls coming in and out all day, emails that need to be dealt with on the fly (avoid this at all costs if your work allows for it), and so on. However, in my workday, it looks something like this:

    • Email
    • RSS
    • Snail mail – bills, bank statements
    • Instant messaging (if you’re a web-worker, that’s like the conference room)

    Housework, however, is pretty easy to figure out—and we all have a pretty similar idea of what that entails.

    • Sweeping, vacuuming and mopping floors
    • Washing dishes, cleaning kitchen
    • Bathroom cleaning,
    • Laundry

    I know some people who spread the housework out through the day and take breaks in between. We all do it. But, if housework is viewed as a grouped task set, it can take an hour to do what usually takes you two.

    Your groups may (in fact, definitely will) vary – these are just examples of the groups of tasks I use to organize my day.

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    Auxiliary Benefit

    Instead of micromanaging my schedule, preset groups allows me to schedule much faster. I can simply plot Communications for 8am, Research for 9am and Writing for 12. It’s certainly not the reason for using this scheduling technique, but it does provide one more reason to actually do it.

    Schedule Consistently

    Perform your grouped task sets on a consistent basis – for weekly groups, do it on the same day at around the same time. For daily groups, do them in roughly the same order. Developing a routine allows your brain to shift those gears more easily, because they know what to expect.

    Grouping tasks is a simple, even trivial, technique, but after a few practical tests I’m convinced that it can save me a couple of hours in every day—exactly what I needed to find! However, if you like to break up tasks into more palatable chunks and aren’t looking for a few more hours in the day, then it might just drive you crazy to try this.

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    Joel Falconer

    Editor, content marketer, product manager and writer with 12+ years of experience in the startup, design and tech digital media industries.

    3 Simple Strategies for Dealing With External Distractions How to Use Parkinson’s Law to Get More Done in Less Time How to Master the Art of Prioritization the Right Way The Importance of Scheduling Downtime How to Make Decisions Under Pressure

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    Last Updated on July 21, 2021

    The Importance of Reminders (And How to Make a Reminder Work)

    The Importance of Reminders (And How to Make a Reminder Work)
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    No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

    Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

    Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

    A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

    Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

    In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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    From Creating Reminders to Building Habits

    A habit is any act we engage in automatically without thinking about it.

    For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

    This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

    The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

    That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

    Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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    The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

    Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

    But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

    The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

    The Wonderful Thing About Triggers — Reminders

    A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

    For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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    But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

    If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

    For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

    These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

    For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

    How to Make a Reminder Works for You

    Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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    Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

    Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

    My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

    Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

    I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

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    Featured photo credit: Unsplash via unsplash.com

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    Reference

    [1] Getting Things Done: Trusted System

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