Mastering the Art of Task Batching
Unlocking Efficiency and Focus During Your Search
Have you ever wondered, 'Isn't this supposed to be a newsletter about search funds? Why the constant focus on productivity?'
Let me tell you, they're more intertwined than you might think. With traditional search funds, your time isn't just valuable; it's the cornerstone of your success.
The effectiveness with which you manage tasks that move you closer to buying a business can be the deciding factor in whether you'll have the opportunity to acquire a great small business successfully. It won’t guarantee an acquisition for factors we will later discuss, but it will at least put you in the ring to make a swing at it.
I shared some insight into my typical week last year, which I encourage you to check out if you haven't already. In that post, I mentioned breaking down your week into distinct blocks: Sunday through Tuesday and Wednesday through Saturday. Depending on which day of the week it is, you can focus on activities such as origination, research, intern management, owner calls, due diligence, or whatever else you need to get done.
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The Essence of Batching
Today, I’ll be building on that concept with a bit more granularity, using an idea called batching. More importantly, I will walk you through a framework I have put together in the search context that helps you internalize this approach to managing your day and put it into practice.
How do I define batching? Very simply, it is the practice of proactively grouping tasks or activities into containers (or batches) that you tackle at specific periods throughout the week. This concept includes everything in your life, from sleeping to emailing business owners. But hear me out – I am not encouraging everyone to become the next David Goggins, but instead, to be more mindful of what you actually do daily.
It's the bedrock of your search strategy, offering a sense of direction during times of uncertainty.
Why Batching Works
This concept is so straightforward. But for those of us transitioning from the structured corporate world — where the days are filled with meetings, small talk with coworkers, and the occasional time-sensitive projects that require an all-nighter — the high degree of ambiguity during the search phase can leave you a bit lost on how to tackle essential items daily. Where there are no correct answers and little guidance, batching can help you feel a bit more centered, especially as you establish your unique workflow.
Today, I’ll go into more detail about the benefits of batching as a searcher, how to implement a system like this, and what to do if you fall a bit off track. There are many elements here that I am continuing to refine in my schedule, so don’t expect that this is something you can enact and then get your first business under LOI the next day. Give the system a chance, and with some patience, you’ll see your good habits compound into success.
What Does Batching Look Like?
Getting into the specifics, let’s assume you’re already using a digital calendar to manage your schedule. From friends’ weddings to Monday morning standup meetings, we already keep some of the most important events in our pockets to ensure we don’t forget about them as they approach. So why stop there?
With batching, we can leverage these power apps to create a new calendar that represents what Ali Abdaal (a popular YouTuber on productivity) refers to as the ideal week. This calendar will be distinct from your actual work and personal calendars but represents how you would like to spend each second of your day if everything went according to plan. Yes, this includes sleep, eating, and exercise.
Once you’ve created a new calendar within one of your accounts, you can map out each hour of your day in more detail.
Before implementing a system like this, remember that due to the variety of activities you will need to work on during the search, keep each container you create somewhat high-level, as it will be much easier to stick to than specific tasks. For example, a block for “Sourcing” would be preferable to “Clean Data from Deal Sourcing Tool and migrate to CRM.”
The goal is to build a framework that enables your brain to focus on 1 task at a given time. And yes, this also applies to email – no more responding to emails the instant they come in. These can also be batched, even if they need to be multiple times per day. I am a terrible culprit for this one…
Key Benefits of Time Batching
In the world of searching, where time is both a currency and a compass, task batching emerges as a critical strategy for efficiency and asserting control over your most valuable asset – your time. Think of it as an invisible shield, guarding your focus against the myriad distractions vying for your attention. By grouping similar tasks, you're not just combating the inefficiency of constant task-switching but also erecting barriers that protect your mental space from being invaded at whim.
Picture the heightened focus and precision you can bring to each part of your search. Whether deep diving into due diligence or engaging with investors, your mind stays on track, undisturbed by the usual cacophony of random tasks. This method instills a disciplined rhythm into your days, anchoring you in profound, meaningful work if you stick with it.
Task batching isn't merely about structuring your present; it's an exercise in building a resilient, autonomous future. It empowers you to navigate the unpredictable with poise, ensuring others’ demands or unexpected events do not derail you. Crucially, it's about reclaiming your time – deciding who or what gets a slice of your day and when.
I must acknowledge that you will need to take calls or meetings outside the batches you eventually create, but that should be the one-off case, not the default. Some structure is better than none at all.
Here are the top benefits I’ve experienced through this approach, in addition to just simply building better habits:
Reduced Mental Clutter: Focus on similar tasks in batches to clear mental fog, boosting concentration and output.
Control Over Time: Assert control over your schedule. By batching tasks, you decide when to open the gates for meetings, calls, and emails, safeguarding your prime working hours and time outside work.
Sharper Decision-Making: With less decision fatigue, your choices become more intentional and impactful.
Elevated Work Quality: A focused mind produces higher-quality work, especially when you become accustomed to allocating specific parts of the week or day to certain activities.
Work-Life Balance: Task batching isn’t just about work; it’s about life. Carve out uninterrupted time for personal activities, like exercising or spending time with family, ensuring that your professional commitments don’t overrun your personal life.
By embracing batching, you're tweaking your daily routine and redefining how you engage with work. It's a commitment to mastery over time, a dedication to excellence, and a balanced approach that ensures you work on high-value activities.
Implementation
To effectively implement task batching, start by setting up a new calendar on your preferred digital platform and label it as you see fit. Something like “Ideal Calendar” is sufficient. This calendar should encompass all seven days of the week, giving a holistic view of your life, not just the work week. Even if you plan to take most of the weekend off, it also helps to plot this out.
Begin with the non-negotiables - allocate sleep, meals, and exercise time. These are your pillars of personal well-being. I give myself a two-hour window in the morning to get up, make coffee, meditate, and read before getting started with my day, and in the evening, an hour to wind myself down and get into bed. I have an hour set aside each day (at various times depending on the day) for exercise and two hours for meals. In total, that leaves me with around 10 hours each day to get things done.
Then, work backwards from there.
Block out periods for which you will take meetings, do deep work, supervise interns, execute outreach campaigns, and other foundational activities you’ve established in your search. Some may repeat weekly, while others may be monthly or quarterly tasks such as writing investor updates.
This process isn’t just about scheduling work; it's about consciously creating a game plan and boundaries to support it. To reiterate, the batches are to separate work and personal life and also within your workday, separating times for meetings, focused tasks, and collaborative efforts.
By the end of this exercise, you’ll have a blueprint that maximizes efficiency and respects the balance between your professional and personal lives. Remember, this calendar is a living document – it should evolve as you refine your understanding of what works best for you. Trust me, you will need to do this occasionally as life evolves and you figure out what works and doesn’t for you.
I found the below example online of someone who does a relatively good job at batching their work week, and if batching the entire week is a bit intimidating or too much for you, start with something like this.
Falling Off Track and How to Course Correct
Slipping off the task batching wagon is not a matter of 'if' but 'when.' When it happens, remember, it's perfectly okay.
The key is not to let a deviation derail your entire system. Acknowledge the slip, then realign with your plan even if you get off the train for a few days.
As you experiment with this new working method, give yourself at least two weeks to embed these habits into your routine. This initial period is critical for your brain to adapt and recognize this framework as the new normal.
However, ensure that any adjustments you make align with the core principle of batching – a dedicated focus on grouped tasks. I mean, that was the point of this whole article, right?
Flexibility within the structure is essential, making this system sustainable in the long run. Stay patient, stay committed, and remember that every day is a new opportunity to refine your approach and get back on track. If certain aspects aren't working, don't hesitate to tweak them. This isn’t something that needs to be perfected upfront or rigid; think of it as your guide.
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