Time Management: Boost Your Productivity with the Pomodoro Technique

Nick Everything Else 2 Comments

In my last post I shared my Top Ten Time Management Techniques. Today I want to go into more detail about one of the methods I mentioned, The Pomodoro Technique. I find this a great tool for improving my time management, lowering my stress level and boosting my productivity.

The Pomodoro Technique was devised by Francesco Cirillo in the 1980s. It splits tasks into focused 25-minute sessions called ‘pomodoros’ (from the Italian word for tomato), separated by short and longer breaks.

Applying the Technique

There are six basic steps to applying The Pomodoro Technique:

(1) Decide on the task to be done.

(2) Set your timer to 25 minutes.

(3) Work exclusively on the task till the timer rings.

(4) Take a five-minute break.

(5) Every four pomodoros, take a longer break of 15 to 20 minutes.

(6) Continue this cycle as required.

Obviously you will need a timer of some description for this. Cirillo himself originally used a tomato-shaped kitchen timer, which is how the technique got its name. Cirillo recommended using a mechanical timer, as he believed the physical act of setting it primed the user to start working.

The technique is quite flexible, though, and nowadays many people use timers on their computers or smartphones instead. Obviously, if your work requires the use of a computer, it can make sense to have the timer on this as well.

There are lots of free timer programs and apps you can use. Here are a few possibilities.

Marinara Timer is a web-based app, so it will work on any computer or operating system. You can keep it open in a tab on your browser. There are three different versions: a traditional Pomodoro timer, a more flexible one where you can change the session lengths, and a simple kitchen timer. It’s very flexible, and you don’t have to install anything.

Tomato-Timer is also web-based. If you want a simple, basic Pomodoro timer, this is for you. Just open the website, click the green Start button, and 25 minutes will count down. An audio alarm will sound at the end of the period. You can enable desktop notifications as well.

Clockwork Tomato is a free Android app. Just tap it and get working. At the end of 25 minutes your phone’s alarm will go off.

Arise is available from the Apple Store for iOS/OS X users. It describes itself as an anti-procrastination app. It incorporates the Pomodoro Technique among other methods.

Who Is Pomodoro For?

The technique works especially well for people who have to produce something that has to be reviewed by others. That includes designers, programmers, and (as I can testify myself) writers and bloggers.

But it can also work well for people such as support staff, who may use their 25 minutes to work through a set of tickets, then take a short break to refresh themselves and ensure they don’t get burned out.

And people who work with their hands, such as artists, gardeners and builders, can use the method to force themselves to take a step back at regular intervals to evaluate their work, take a rest, and plan what to do next.

Why Does It Work?

There are various reasons the Pomodoro Technique works so well.

1. It makes starting a job less daunting. At the beginning of a large project the amount to be done can appear overwhelming. This in turn creates feelings of anxiety and the urge to procrastinate. But if you divide the work up into 25-minute sessions, suddenly it appears a lot more do-able.
2. It helps you focus on the job in hand. For 25 minutes at a time you are working on one task and nothing else. This is much more efficient than trying to multi-task, which human beings are notoriously bad at.
3. Each pomodoro becomes a mini-challenge. Completing your 25-minute goal is rewarding and gives you a little boost. It means you can relax and enjoy your breaks more too, as you will feel that you have earned them. All of this can make the working day more enjoyable and less stressful.
4. It forces you to take regular breaks. Working in the same position (e.g. sitting at a keyboard) for long periods is bad for your health. Using the Pomodoro Technique, you can use the short and longer breaks to move around, get a drink, or even take a breath of fresh air.

More Tips

• The rules of the Pomodoro Technique aren’t written in stone. If you get into a good flow, you may sometimes want to continue beyond the 25-minute limit.
• Equally, you might find that 25-minute sessions are too long and you work better in 20-minute bursts. Experiment to find what works best for you.
• Try to avoid getting interrupted during a pomodoro. If someone asks you a question, explain that you are in the middle of something and ask if you can get back to them in 10 minutes.
• If you have to break off a pomodoro due to an unavoidable interruption, cancel it and start a new one (for a full 25 minutes) as soon as the opportunity presents itself.

The Pomodoro Technique works well for many people, but not all. Some jobs/activities clearly aren’t suitable for it, and others may not be all the time. In practice many users find they can only use it for part of the day, before other demands on their time make it impracticable. Often those periods are their most productive of the day, though!

I wish you every success applying the Pomodoro Technique. I hope it helps you manage your time better, reduce your stress level and boost your productivity!

As always, if you have any comments or questions, please do post them below.

Ten Top Tips for Better Time Management

Nick Everything Else 4 Comments

Young or old, we all lead busy lives these days. And even those of us who are retired or semi-retired often juggle a wide range of duties and responsibilities, from part-time jobs to managing our healthcare, looking after our house and garden to babysitting the grandchildren.

Time management is something I’ve always had an interest in, and as a freelance writer I’ve produced a number of articles about in the past. So today I thought I would share some of my top tips on managing your time better…

1. Know What Your Goals Are

The first essential step for better time management is knowing what you want to achieve, both in your work (if you’re still working) and your life more generally. Knowing your goals will help you plan better and focus on the things that will help you to achieve those goals.

2. Prioritize

One key principle of good time management is to do the most important things first. Every day, therefore, identify the two or three tasks that are most crucial to achieving your goals, and do them first. Once they are done, your day has already been a success. You can then move on to other things, or let them wait till tomorrow.

3. Make a ‘To Do’ List

This isn’t exactly an original idea, but it’s a powerful and important one. Either the evening before or first thing in the morning, make a list of all the things you want to achieve that day. Apply priorities to the tasks (see above) and tackle the most important first. Ticking off items from your list as you complete them is rewarding and will give you a sense of moving forward to achieving your goals.

4. Focus on One Thing at a Time

Human beings are notoriously bad at multi-tasking, so try to focus on one task at a time. A personal favourite tool for this is the Pomodoro Technique, which involves working in focused, intensive bursts with short breaks between them. Click here to read my in-depth post about the Pomodoro Technique.

5. Batch Process Routine Tasks

According to a recent study, a typical information worker who sits at a computer all day turns to their email program more than fifty times and instant messaging 77 times. If that sounds like you, one way you can boost your productivity is by ‘batch processing’ these tasks. In other words, set aside specific time-slots in the day for checking email, making phone calls, and so on, but otherwise stick to your priority tasks. Yes, people may have to wait a bit longer to get replies, but at a stroke you’ll be working far more efficiently.

6. Minimize Distractions

There are many ways you may be able to do this. One is to work from a different base where you are less likely to be interrupted. Some possibilities might include a café or coffee shop, a public library, or a meeting room that isn’t being used. Another option might be to ask your employer if you can work from home some days.

7. Have a Low-Tech Day

A further option you might try is a low-tech day. Switch off your internet connection and immediately a wide range of potential distractions will be closed to you. Unplugging your phone or putting it on voicemail will eliminate a further swathe. Obviously, you won’t be able to do this every day, but it’s well worth doing if you have an important project to complete or just a lot of work to catch up on. Even if that doesn’t apply, you should find that designating one day a week as a low-tech day greatly boosts your overall productivity.

8. Use the Four D’s

This is a great time management technique for dealing with incoming emails. The four D’s are Delete, Do, Delegate, or Defer.

To apply this method, the first time you open an email apply one of the Four D’s.

Delete: If you’re anything like me you can probably delete over half the emails you get immediately.

Do: If the email is urgent or can be completed quickly.

Delegate: If the email can be better dealt with by someone else.

Defer: Set aside time later for emails that require longer action.

The Four Ds technique is great for keeping on top of your inbox and reducing the time you waste on it. You can also apply the Four Ds to items on your To Do list generally.

9. Say ‘No’ More Often

For many of us saying no is difficult, especially to work colleagues or family members. Nonetheless, if you have to decline a request in order to focus on what is truly important to you, don’t hesitate to do so. Your time is limited and precious, so don’t waste it on things that you don’t enjoy and won’t contribute to achieving your personal goals.

A good response instead of automatically accepting requests is to say, ‘I’ll check my diary and get back to you.’ This will buy you time to think about offers and decide whether they are worth pursuing.

10. Use Waiting Time Constructively

We all have times in the day when we are waiting for something. This includes sitting in reception areas, doctors’ waiting rooms, queuing at the bank, driving or travelling on public transport, exercising, and so on.

Rather than waste this time, use it constructively. For example, you could listen to a podcast on a subject that interests you. Or just take the opportunity to reflect on your current goals and projects. These ‘down times’ can be great for stepping back and taking a broader view of your life and work. Always carry a notebook with you to record any thoughts or ideas you have at these times.

Finally, although it’s not a time management tip in itself, take care of yourself. That means getting enough sleep (experts say 7 hours a night is the minimum you should aim for) and sufficient physical exercise. None of us can be fully productive unless we pay some attention to these things, so give your mind and body what they need to refresh and replenish themselves.

I hope you find these tips helpful. If you have any comments or questions, or other time management tips to share, please do leave a comment as usual.