batching – Henrik de Gyor

What is task batching?

Batching, task batching or batching tasks is simply grouping all of the same tasks at the same time. Doing all of the same tasks repeatedly and/or all together at once. Together is much easier, less time consuming, and more productive than using the typical start-stop-start-stop-repeat model when it comes up for the frequently reoccurring task. We all have tasks like this. It helps maintain consistency when necessary. It may be easier to schedule these batched tasks on a periodic basis.

For example, I write all the edits needed for my podcasts to be released next month within 1 or 2 days of this month. This can be on auto-pilot after you grouped up those tasks for the month and did all the work of figuring it out ahead of time.

You can document the process of said task and then possibly delegate that task too. Sometimes, when the tasks are consistent and exactly the same steps every time, the task can be automated.

For example, after converting them from XLSX files to CSV, I used to clean up the CSV files manually. Once I figured out all the steps and the sequence of steps to clean it up the CSV, an Excel macro was created to automate the cleanup process. The macro was iterated when there was a new consistent challenge to be fixed repeatedly.

How to record a task and delegate a task

Figure out what is needed to do this task like pre-requisites, the sequence of steps, and the outcome when done.

Creating a written step by step checklist can help remember. Pilots use checklists for regular plane operations before, during, and after flights, as well as emergencies.

Chefs use recipes that are documented tasks and checklists along with their mise en place before they start to cook.

Documentation can happen as a screen capture video for a computer task, even while on a video conferencing tool like Zoom.

It can be a video recorded with you talking through each step, if not on the computer.

Even if you delegate a task, you can check the results on the given parameters that you provide beforehand and have them iterate if needed.

What tasks can you batch together?

I plan most podcast series that I created.

How I do plan podcast episodes which are mostly interviews?

Pick a niche topic that enough people care about and isn’t talked about much (hence the niche topic we will call XYZ for this article)
Test the topic by asking a lot of people (that you don’t know) how much they care about topic XYZ and see if the market (people interested in the topic) is willing to talk about it who knows a bunch about topic XYZ or work in the field of XYZ. Look it up to be sure there is a network or groups of people interested in XYZ and join their network, group and/or conversation.
Find 52+ people to interview on topic XYZ who are willing to answer a handful of pre-prescribed questions. This often means you need to ask several hundred people if they are willing to be interviewed because A) not everyone will say yes to the interview. Follow up and move forward. B) not everyone can schedule time to do this with you. Follow up and move forward. If they can’t, move on.
Schedule all interviews over a 4–6 week period for 15–30 minutes calls. Mass interviews. Sometimes a few per hour, back to back. This can be all scheduled and managed.
After the interviews are recorded, bulk edit all interviews in manageable groupings. I edit blocks of up to 10 interviews at one time. Schedule the time for everything if you want to get it done.
Bulk approve edited interviews with interviewees. Email them the edited audio for their approval.
Once approved, bulk schedule the release of episodes with a year (52 weeks) from those 52 interviews. Grouping or batching tasks is much easier than the start-stop-start model. It helps maintain consistency too. It is easier to schedule too. This is auto-pilot after you grouped up and did all the work ahead of time. Some podcasters I have met do 4 episodes at a time.
Release weekly with some marketing to the XYZ community, interviewees, relevant social media channels, all the podcatchers, email marketing, interviewing with other podcasters/bloggers and word of mouth.
Repeat the process for the next podcast series. You can do this a few times just like I did if you want to.