So, how do we go about grouping tasks?
1. Enumerate tasks – to cherry pick the ones that go together
2. Pool tasks – make the most of their shared context
3. Stay on the razor’s edge – no rabbit holes, no tangents
4. Remember where you are – pick up again where you left off
5. Collect to-dos over time – so you can pool them, and back to step 1.
1. Enumerate tasks
We need our tasks laid out in front of us, so we can see the length and breadth, of what remains to be done. How else can we discern the big picture, and plot a path, through it?
Gather tasks, so that you can cherry pick the ones that go together.
2. Pool tasks
Take advantage of shared context by pooling tasks. Group tasks together than can be done together, minimizing switching overhead in working memory.
– Group tasks that share a common context – a common state of mind, or a common set of information needed to handle them.
– Group tasks in a way that won’t overwhelm working memory. Each individual task shouldn’t need a whole lot of cognitive resources, apart from the common context they all share.
3. Stay on the razor’s edge
We’re now in the realm of execution. The challenge is to stay on the straight and narrow. So, make sure you don’t go down rabbit holes, or veer off on tangents.
A task in the chain may mushroom. If you need to track information for later, jot down some notes, and move on – enter now, process later. Processing information involves a deeper engagement – a task onto itself. For now, get through the list, in rapid-fire fashion.
Example: If making a bunch of phone calls, don’t include those involving long, intense conversations. Emotional calls involve a lot of cognitive investment. They should be tasks onto themselves. For now, focus on calls that you can dispose of quickly, one after another.
Example: If working on a chunk of related items – like doing taxes – start by collecting all the paperwork you will need, in one place. Stay on the task at hand by minimizing the run-around to chase bits and pieces of information.
4. Remember where you are
What if you don’t get through a group of tasks in one sitting?
You’ll need an external pointer to where you left off, so that you can continue at a later time. The pointer should cue you back into what you were doing at the point where you left off.
You’ll need multiple pointers, one for each group of tasks or to-do list. Store the pointers in a trusted external system. The mind is not the place to store these, especially for tasks that take days or weeks to resolve.
You really don’t want this burden on your mind.
5. Collect to-dos over time
You can’t pool tasks together until you have enough of them to pool. And that means, you have to wait a while, sitting on some tasks while more arrive, until you have a big enough pile to chew on.
So, don’t feel guilty if you don’t jump after every new task. There is productivity in this procrastination. That is, as long as you keep track of the tasks, so that they don’t fall through the cracks.
And for that, you need a trusted external system.
