| name | batch-processing-system |
| description | Designs batch processing workflows for repetitive tasks like invoicing, content publishing, and reporting to save hours each week. |
| allowed-tools | Read Write Glob |
| metadata | {"author":"matthewhitcham","version":"1.0"} |
Batch Processing System
When to Use This Skill
Use this skill when you need to:
- Group repetitive tasks into efficient batches instead of doing them one-off
- Design batch workflows for invoicing, content publishing, email, or reporting
- Save time by eliminating context-switching on similar tasks
- Create a recurring batch schedule that fits into the weekly rhythm
DO NOT use this skill for real-time processes, one-time projects, or tasks that require immediate response. This is for grouping recurring tasks into time-efficient batches.
Core Principle
CONTEXT-SWITCHING IS THE HIDDEN TAX ON SOLOPRENEURS — BATCHING SIMILAR TASKS INTO DEDICATED TIME BLOCKS ELIMINATES THE SWITCHING COST AND CAN SAVE 5-10 HOURS PER WEEK.
Phase 1: Identify Batchable Tasks
Audit current tasks to find batching opportunities.
Required Inputs
| Input | What to Ask | Default |
|---|
| Task audit | "List all recurring tasks you do weekly — everything, even small ones." | No default |
| Biggest time wasters | "Which tasks do you do multiple times per day that could be grouped?" | No default |
| Current schedule | "Do you have set days for certain tasks, or is everything ad hoc?" | Ad hoc |
| Tools used | "What tools do you use for recurring tasks?" | No default |
| Peak hours | "When are you most productive?" | Morning |
Batch Candidate Scoring
Evaluate each task for batching potential:
## Batch Candidate Assessment
| Task | Frequency | Time Each | Weekly Total | Similar Tasks? | Batch Score |
|------|-----------|-----------|-------------|---------------|-------------|
| Reply to emails | 10x/day | 5 min | 4+ hours | Yes — all email | HIGH |
| Post social content | Daily | 15 min | 1.5 hours | Yes — all content | HIGH |
| Send invoices | 4x/month | 20 min | 1.3 hours | Yes — all billing | MEDIUM |
| Client calls | 5x/week | 30 min | 2.5 hours | Yes — all calls | MEDIUM |
Batching criteria: Task is similar each time, does not require immediate action, can be grouped without negative consequences.
GATE: Confirm which tasks to batch before designing workflows.
Phase 2: Design Batch Workflows
Create specific workflows for each batch.
Batch Workflow Template
For each batch, define:
## Batch: [Category Name]
**Tasks included:** [List of specific tasks grouped together]
**Frequency:** [Daily / 2x week / Weekly / Biweekly / Monthly]
**Duration:** [Time block length]
**Best time:** [When in the day/week]
**Tools needed:** [Tools open during this batch]
### Pre-Batch Setup (2 min)
1. [Close all unrelated tabs and tools]
2. [Open [specific tools] needed for this batch]
3. [Pull up the queue/list of items to process]
### Batch Process
1. [Step 1 — do for ALL items before moving to step 2]
2. [Step 2 — do for ALL items before moving to step 3]
3. [Step 3 — do for ALL items]
### Post-Batch (2 min)
1. [Mark batch as complete]
2. [Note any items that need follow-up]
3. [Close batch tools, return to normal workflow]
Common Solopreneur Batches
Content Batch (weekly, 2-3 hours):
- Write all social media posts for the week
- Schedule all posts in scheduling tool
- Draft email newsletter
- Queue blog content
Admin Batch (weekly, 1-2 hours):
- Process all invoices
- Reconcile expenses
- Respond to non-urgent emails
- Update project statuses
Communication Batch (daily, 30-60 min):
- All email responses in one block
- All Slack/message responses
- All voicemails and callbacks
Client Batch (2x/week):
- Stack all client calls on same day(s)
- Process all client feedback
- Send all client updates
GATE: Present batch workflows for review.
Phase 3: Weekly Schedule
Map batches to a weekly calendar.
Batch Schedule Template
## Weekly Batch Schedule
| Day | Morning (Peak) | Midday | Afternoon |
|-----|---------------|--------|-----------|
| Mon | Deep work | Communication batch | Client calls |
| Tue | Deep work | Communication batch | Content batch |
| Wed | Deep work | Communication batch | Client calls |
| Thu | Deep work | Communication batch | Admin batch |
| Fri | Deep work | Communication batch | Planning + review |
Scheduling Rules
- Batch creative tasks during peak energy hours
- Batch admin and communication during low-energy periods
- Never schedule more than 3 batch blocks per day
- Leave white space — over-batching creates a rigid schedule that breaks on the first interruption
- Protect one "no batch" day for flexible or unexpected work
Phase 4: Optimize
Refine batches over time for maximum efficiency.
Batch Efficiency Tracker
## Batch Efficiency Log
| Week | Batch | Planned Time | Actual Time | Items Processed | Notes |
|------|-------|-------------|-------------|-----------------|-------|
| [#] | [Name] | [X min] | [X min] | [#] | [What slowed it down?] |
Optimization Tactics
- If a batch consistently takes longer than planned, break it into two smaller batches
- If a batch takes less than 15 minutes, combine it with another similar batch
- Create checklists or templates for each batch step to reduce thinking time
- Automate prep work (pre-sort emails, auto-generate invoice drafts)
Monthly Batch Review
- Which batches saved the most time?
- Which batches do I dread? (Redesign or delegate)
- Are any new tasks emerging that should be batched?
- Am I still doing things one-off that belong in a batch?
Anti-Patterns
- Batching everything — some tasks need real-time response (urgent client issues, time-sensitive decisions). Do not batch those.
- Too-long batches — a 4-hour batch causes fatigue. Cap at 2 hours, take a break, then resume.
- Rigid schedule with no flex — if the batch schedule has zero buffer, one interruption breaks the whole week.
- Batching without a queue — you need a place to collect items between batches (inbox folder, task list, draft queue).
- Not actually batching — doing "email batch" but checking email 10 other times during the day defeats the purpose.
Recovery
- User keeps breaking batches for "urgent" items: Define what truly requires immediate response vs. what can wait for the next batch. Most "urgent" items can wait 2-4 hours.
- Batches take too long: The batch includes too many items or too many task types. Split into sub-batches.
- User cannot stick to the schedule: Start with ONE batch (the highest-impact one). Add more only after the first one becomes a habit.
- Some tasks do not fit any batch: Create a weekly "miscellaneous" batch for small one-off tasks that accumulate.
- User works reactively and resists scheduling: Frame batching as "you choose when to react" instead of "you stop reacting." It is controlled responsiveness, not rigidity.
