---
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

1. Which batches saved the most time?
2. Which batches do I dread? (Redesign or delegate)
3. Are any new tasks emerging that should be batched?
4. 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.
