It is one of the biggest challenges as a freelancer to be able to deal with the pile of tasks that accumulate on our desks. How often do you work feverishly all day, only to find that there is still a lot to do at the end of the day? This is what the Pomodoro technique is for.
Pomodoro is a simple yet effective method for managing time and tasks. It emphasizes short and focused work segments, mental breaks and the deliberate prevention of distractions. Here’s what you need to know about Pomodoro.
Who invented the technique and why Pomodoro?
The Pomodoro technique was invented by Francesco Cirillo, a software developer and entrepreneur. The name Pomodoro (Italian for tomato) comes from Francesco’s tomato-shaped timer, which he used to maintain concentration and productivity while working hard on his university studies.
What is the Pomodoro Technique?
Pomodoro is a simple yet effective method that helps us increase our concentration, prevent distractions, and divide our workload into easier to digest segments. It helps us maintain concentration on highly focused tasks.
A timer is used to divide the work process into segments of 25 minutes each with short breaks in between. Each session of 25 minutes is called a Pomodoro. After four Pomodoro sessions, it is recommended to take a 15-30 minute break.
By concentrating for 25 minutes without distractions, we are able to accomplish our tasks more efficiently. A short break gives the body and mind a rest before we begin the next pomodoro.
The basic Pomodoro session looks like this:
Work on a task for 25 minutes
A 5 minute break
Work on a task for 25 minutes
A 5 minute break
Work on a task for 25 minutes
A 5 minute break
Work on a task for 25 minutes
A 15-30 minute break
A few general guidelines:
- A pomodoro is worth 25 minutes of pure work, and you should avoid violating it at all costs.
- There is no fragmented pomodoro, only the entire session (25 minutes) or nothing.
- If a pomodoro has been significantly damaged by self or external distraction, it will not be considered and you will move on to the next pomodoro refreshed.
- After a Pomodoro, take a break, even if you think it will take you only a few minutes to complete the task.
Who can benefit from this technique?
For freelancers to meet deadlines and maintain profitability, it is critical to focus their working hours on the most important tasks. Students who procrastinate or struggle to concentrate on their studies will also find it an effective and focused study framework. Due to its well-suited structure to the structure of a standard work day, the technique is equally effective for office workers. It gives them the tools to maintain maximum concentration in a place that might not always support deep and concentrated work.
How to use the Pomodoro technique?
In order to utilize the Pomodoro technique effectively, we must first set a clear mission. Plan your daily tasks, estimate how long they will take and write down the relevant number of pomodoros. For instance, if you estimate an hour for a task, mark four pomodoros next to it. Sort the list based on urgency or importance.
It can also be viewed another way – once you know how long your working day is going to be, you can plan in advance how many pomodoros you have available. Divide it into tasks depending on urgency.
Here are two ways to manage tasks using Pomodoro:
- Over several Pomodoro sessions, complete a lengthy and in-depth task
- Do several simple tasks of the same nature in one Pomodoro.
At the beginning, it is difficult to estimate how much time is required for each task. Smaller tasks are easier to estimate than large tasks. Large tasks that require five or six pomodoros should be broken down into smaller ones.
If you know reviewing your emails will take 15 minutes, you might as well combine it with other administrative tasks and devote an entire Pomodoro to it.
As an example, if you are writing an article, you can divide the task up into several smaller tasks such as gathering materials, writing, proofreading, and final editing.
When the bell rings after 25 minutes of work, delete a Pomodoro.
The Pomodoro technique works well with Time Blocking – Read about it more in another article.
Let’s take a 5-minute break now
When we complete a Pomodoro, it’s advisable to disconnect from the task we’re working on and refresh our minds. Stretch, make another cup of coffee, take a deep breath – the most critical thing is to let your mind relax.
Avoid distractions and make sure not to let other work matters permeate during short breaks. Even reading email or WhatsApp will disrupt your concentration. Stay away from your desk to avoid distractions.
Keep taking breaks. To stay focused throughout the day, your brain needs to rest even when you are focused. Without a break, your productivity will drop.
You should take a moment at the end of every working day to reflect on what you have accomplished. This is to see how many pomodoros you achieved, and which tasks you were able to complete.
Preventing distractions
It’s difficult to avoid distractions without really trying. Actively removing distractions is my warmest recommendation. There are two general categories of distractions – self-distractions and external distractions.
Self-distraction refers to actions we take that impair our concentration, such as logging into Facebook in the middle of a work session or checking our phone to see if a message has been sent. You’re probably familiar with these types of distractions. If your willpower isn’t enough, block certain websites using digital wellbeing apps.
Find a way to quickly document insights and creative ideas so you can revisit them after the session without wasting valuable time.
The term external distraction refers to external factors that disturb our work. For example, if we work in an open office with constant noise and colleagues coming to ask questions. In these circumstances, it is recommended to practice some relevant techniques::
- Let colleagues know that whenever we are wearing headphones, we should not be disturbed except in urgent cases.
- Whenever you’re working on a task, tell the person who asks for your attention that you’ll get back to him as soon as you’re finished.
- Contact that person at a time that is more convenient for you
The Pomodoro technique is supported by research
A study conducted at the University of Illinois found that prolonged concentration on a single task reduces performance. As a result, it is recommended to take breaks during a continuous task (such as studying for a test). Short mental breaks help maintain maximum concentration for a long time.
The technique has advantages and disadvantages
The advantages are:
There is a specific task we must complete.
We all have a lot to do all the time. That’s why it is rare for us to concentrate on one thing for long periods of time. While multi-tasking might be a necessity in some cases, if we want to do deep and meaningful work, it is recommended to focus on one thing at a time.
It’s helpful for procrastination.
The Pomodoro technique helps us to overcome a lack of motivation by breaking large and intimidating tasks down into smaller tasks that are easier to digest. We regain control of our desktop and to-do list.
The management of work within time constraints is excellent.
Using the Pomodoro technique, we look at our tasks and time in minute increments. Those who are persistent and incorporate the Pomodoro rhythm into their work practices can achieve very high levels of productivity.
The disadvantages are
A timer is a tyrant.
The Pomodoro technique has relatively rigid time constraints. Sometimes you find yourself very focused and efficient and the timer will indicate that you need to stop. It will not always feel right to you. Also, it is not easy to adapt any physical or emotional need to the structure of the Pomodoro.
It is not suitable for all types of work.
It is likely that an interruption every 25 minutes will interfere with your ability to maintain your creative flow if your work is primarily creative.
An enabling space is required.
In an open office, it may be impossible to apply the method no matter how hard you try. Many workplaces do not allow 25 uninterrupted minutes of work, let alone a working day.
Tasks must be managed clearly.
Unless you know what’s on your desktop and how to prioritize and divide your time, it’s not very effective.
Apps for Pomodoro
Lastly, we will talk about technological tools that can help us practice Pomodoro. Each app has its own thing, so we have chosen a few we recommend. But feel free to explore others as well.
With Focus Booster you can track your work using Pomodoro and improve your performance with the help of data. The application switches between work and rest automatically and synchronizes information across different devices.
PomoDoneApp is another app that can integrate with all popular task management applications (Todoist, Trello, Asana, etc.). It can pull your tasks from those apps in a structured manner. In addition, you can also start Pomodoro sessions from the Chrome browser using the app’s Chrome extension.
If you have come this far, you have received everything you need in order to start experimenting with the technique and see if it suits you. Ideally, all the necessary conditions should be prepared well in advance. You should also give it at least a week of conscious experimentation to see if it works for you. Adapting to a new workflow takes time, especially if you are not used to working within a strict deadline.
I would love to hear about your experiences. Feel free to write to me.
Good luck until next time.
