Time management is one of the most important skills that you can have if you want to be more effective, and there are a tonne of different tricks and tools that you can use to make better use of your working day.
A few years ago, I came across a productivity system called the pomodoro technique which has worked well for me in terms of creating focus in my day and getting through a list of tasks efficiently.
What is the Pomodoro Technique
The pomodoro technique is a pretty straightforward way of cutting your time into manageable blocks to allow you to focus.
In the variant I use, I split my time between a 25-minute focus period followed by a 5-minute break, and then take a longer break after every 4 cycles:
The classic way of using the pomodoro technique is to put a visible timer next to your working area and set the length of the session. According to legend, he inventor of the technique – Francesco Cirillo – used a kitchen timer shaped like a tomato, which gave the system its name of Pomodoro (the Italian for tomato). During the work periods, you focus entirely on the task, and during the break periods you should step away from your working space altogether and do something physical.
When I first started using the technique, I had a physical timer on my desk in the shape of a tomato that I bought from Amazon for about a fiver:
I still have the timer on my desk, but in terms of actually using the technique, I found an app called Focus To Do which combines my to do lists with the timer. I pay for the premium version of the app so that I can sync lists between different devices.
How Does Pomodoro Work
The core of how the pomodoro technique works for some people is the sense of urgency that it creates. People tend to work hard as they approach a deadline and find focus when it is essential. The timer ticking away next to your computer creates mini deadlines throughout the day and keeps you on task.
Francisco Cirillo used the analogy of how you can be more productive on the last day before you go on holiday, and as the seconds tick away. You force yourself to focus on the task.
The timings that are built into the pomodoro technique are not an accident. The focus period of 25 minutes is just about the optimal amount of time to focus on without exhausting your mind, and the regular breaks away from the task act as mini rewards and help you to recover energy for the next phase.
How to Use the Pomodoro Technique
When I first started using the pomodoro technique, I found that I immediately got more done with my day, I didn’t allow myself to drift from one thing to another as readily, and got through tasks quicker as a result.
I tend to have a lot of meetings and calls through the week, so I can’t just set my first timer as soon as I get to my desk in the morning, but I try and use the technique when I have specific tasks to concentrate on – such as writing a business plan, or a report. My day might look something like this:
This would be an “in the office” kind of day – if I’m on site with a client, it would usually be on their terms, but I would still break activity up into 25:5 minute chunks to ensure that we keep focus during our time.
Does Pomodoro Work?
Over the past couple of years, working remotely more frequently, I’ve found that the pomodoro technique has been really useful in giving my time a clear structure and stopping drift in my work. It works well for me. Adding more structure around it – such as the specific focus periods where I don’t answer emails is also beneficial in giving the technique more value.
It won’t work for everyone – nothing does – but I’d say my own productivity is probably 25-30% higher than it was before I started, and it has also given me much better habits about my day and my attitude to getting things done.