Every week, I am sitting here writing a new blog entry and through to myself, “How can I make this take even more productive?” Thinking back at my early days through college and the workplace, I have always been tasked with homework or projects that would consume lengthy periods. With the current way society works, we are brought into more and more situations where we need to get more done daily to stay ahead of the game.

There are many distractions daily, but even with calendars, reminders, to-do lists. Yes, we can wait till a weekend or after work to get things done, but what if that deadline happens to be in the middle of the week? What if you only have an hour during that lunch hour to get your tasks done for that afternoon meeting with your superiors?

Here is a method that I have used for this blog and my day to day tasks that I would like to share with you for your use. The Pomodoro Technique is an interval-based task management tool that allows one to increase their productivity through the use of short interval task times with small breaks in between to help one remained focused and on task This was created in the early 90s by Francesco Cirillo, an Italian graduate student to assist him with his course work. It used a simple kitchen timer to help with keeping him on task. His happened to be shaped like a tomato, and you guessed it, the Italian word for tomato is Pomodoro.

How-to Pomodoro

The Pomodoro technique can be broken down directly into four easy steps:

1. Choose the task to be performed and completed.
2. Set your timer to 25 minutes for your first Pomodoro.
3. Work on that task until your timer goes off.
4. Take a short 5-minute break.

Congratulations you have finished a Pomodoro.

Best practices for Pomodoro

Even with the simplicity of this system, it is easy to have issues like any others if improperly performed. Here are some best practices I suggest for you to keep in mind for the best outcomes.

Don’t burn out

While this system does help with ensuring that you are on task, it is still a task you are working towards finishing.  To assist with this, it is advised that every 4 Pomodoro’s you perform, take a more extended break. I don’t mean, take the rest of the day or week. 15-30 minutes is more than ideal.  This allows for many things.

• Rest from the task and stress will go down.
• In the study, it allows your brain time to process the information to move it from short term to long term memory more easily
• The gratification of work performed. You were able to work on a task for 2 hours without breaking task.

The Great Distraction

Like any other productivity technique, distractions are the greatest of culprits for failing to meet the completions. During each Pomodoro, it is advised to focus solely on the task and not breaking.  It does not mean if there is a fire out there, to ignore it, but it means that unless it is necessary; deviation should be unadvised. 

If it is necessary to break away, be mindful that the Pomodoro is null and void. When returning, please start over from a fresh start with the Pomodoro Technique.  In an example, if you were halfway through your third Pomodoro and something came up at the office. When you return to the task, it will be your first Pomodoro all over.

There are ways to assist you with these distractions if they are not of the greatest of priorities. Francesco Cirillo provided the following 3 step process for handling distractions with the “inform, negotiate, and call back” strategy.

1. Inform: Let the other person know that you are working on an important task right now.
2. Negotiate: Work out a time for you to reach out to them, during the break of the Pomodoro, the long break, and so one. It is advised that at this point to Schedule that follow-up right away for both parties to have a preset time not to be working on a task.
3. Call Back: Now that the current Pomodoro is completed, if the meeting would be short, you can tackle it before your next Pomodoro. Wait for your completed set to address longer sessions.

Leveling up your Pomodoro

Now that we know how to Pomodoro. How can you level it up even further? Francesco Cirillo also informs us that there are six things we can do to elevate it even further.

Step 1: Find out how much effort an activity requires.

Take time and go through your activity tasks and determine how long this may take and plan your Pomodoro to-do list to assist. Combine this with last weeks blog on the Pareto Principle, and you’ll skyrocket your effectiveness.

Step 2: Cut down on interruptions

That tweet, video, email, text, phone call, etc. Can wait for 25 minutes for you complete that Pomodoro.  Once again, like previously, this is for standard distractions. If it is urgent, then you can deviate, but must start over.

Step 3: Estimate the effort for activities

Use your knowledge from practicing this technique to make accurate estimations. This will allow you to plan out your day better, but that is a later step.

Step 4: Make the Pomodoro more effective

Effective use of the Pomodoro should not be restricted to on task items. Effective future state practices could include. Using your Pomodoro time to review and assess the information before and after the session.

Step 5: Set up a timetable

Now that you have constructed the estimates for the amount of Pomodoro’s you will need for this task, you need to fit it into your schedule.  This step is where you would fill out your calendar from now to the end of your needed time to meet with your daily tasks and these important ones.

Step 6: Define your own objectives

Now that you have your time table and all your work, what are the final objectives?  You can choose your personal goals for the needs of your task. You could use this step to make Pomodoro’s to proofread your work, make adjustments, fix other details.

How does one get started?

You already have everything you need to get started. Any phone comes with a timer app.  Cirillo prefers a physical timer because, in his philosophy, the act of winding the timer up is your commitment to the action. Now you can work with all that, but what if you want to have that app, I have listed a set for all your possible needs.

• The Pomodoro Technique book itself. If you want to discover the full power of this by itself then you can purchase Francesco’s original book as a reference material

• The Legendary “Pomodoro” Timer: Once again, you can always use any other timer function, but for those who want to have a feeling of the original. You can get it for less than $10 for you to test that physical feeling that Francesco mentions.

• Marinara Timer (Web-based) You can use this website to assist with your progress.  You can choose between the traditional Pomodoro timer, create a customized timer for your needs, even use it as the original purpose of the timer for your kitchen.
• Focus Keeper (iOS) For our apple device users, Focus Keeper, allows for the same functions with fully customizable interfaces.
• Pomodoro Timer Lite (Android) For our Android users. I recommend Pomodoro Timer Lite. This is a minimalistic timer that supports customization and does advertise that it is ad-free to allow for 100% concentration.

Challenge of the Week

Level 1: Set that task

Find a task or goal you have this week that you want to practice.

• Set up your timers, take your breaks, and try your best at utilizing this technique.

Level 2: for our readers who want to achieve that extra 1%

Let’s use what we already know to enhance ourselves.

• Using your practice from last weeks lesson for the Pareto Principle, use it in tandem with the 6 steps outlined above to outline your weekly goals and activities.

As always, I look forward to the best and can’t wait to hear about your successes and even failures.  You can leave a comment below for other readers to get in, or email me questions and concerns.