Have you ever wondered how to be more efficient, or concentrate better at work? Does your brain get all fuzzy, and you cannot focus on what you are doing? It happens to me all the time. The Pomodoro Technique is a clever productivity technique that can help solve this problem.It is one or my favorite ways to fight procrastination and also distractions and maintain focus on the current task at hand.
The Pomodoro Technique is a very easy way to boost your productivity. The name comes from the kitchen timer called pomodoro, which is where this technique was born. It’s a time management method that encourages you to work for short periods of time followed by short breaks.
It has been helping individuals master the art of concentration and increase their productivity for the last two decades. As used by millions of people, this process offers a simple, adaptable way to gain control of your time and your life.
Today, we will be discussing:
What Is The Pomodoro Technique?
The Pomodoro Technique is a popular productivity technique developed by Francis Cirilo in the 1980s to help him be more productive and help him study by studying in short increments, which initially was just 10 minutes for him. He also wrote a concise book about this one as well.
Now in its refined version, the Pomodoro Technique encourages you to break your task/workday into 25 minute increments separated by five minute breaks. After around four pomodoros, you can take longer breaks, around 15 to 20 minutes.
It has been helping individuals master the art of concentration and increase their productivity for the last two decades. As used by millions of people, the Pomodoro Technique offers a simple, adaptable way to gain control of your time and your life.
4 Simple Steps On How To Use The Pomodoro Technique
Step 1: Choose Your Task
Choose the task that you want to work on for your pomodoro. This task should be one that requires concentration, such as answering emails or writing a blog post. It could also be something relatively small or a large project – it doesn’t matter as long as it’s something that requires your full attention and focus.
Pro tip: To make this more effective, ensure that you are working on the right things at the right time. When managing your day-to-day tasks, always remember to focus on what is important, as opposed to what is urgent. You should also try and avoid working against deadlines as much as possible because these will only create unnecessary pressure which could have been avoided if you had planned ahead and prioritized your tasks earlier on.
Step 2: Set the Timer to 25 mins
Once you’ve selected a task to work on, set a timer for 25 minutes – this is one pomodoro. You can use any kind of timer but there are now many free apps available that will do this for you.
In my case, I use the Mac application Be Focused. I really like the minimalistic design as well as the simplicity of the app. I just click start and the timer starts already. But in some instances, people would prefer using other applications in their phone. Personally, I don’t like using my phone in such cases because I might be tempted to open an app and wander around.
If you are like me that doesn’t have self control when having a phone in your hand, I highly suggest you use a desktop app instead, or use a manual timer like a physical Pomodoro clock to easily prevent distractions.
Step 3: Work. Avoid Checking The Timer
Do your magic.
By being only focused on the task at hand, your output quality will definitely be better as compared to you working on one thing then suddenly checking messages, then going back to work. Studies have shown that changing context or changing tasks lowers your output quality. It takes time for your brain to be back to the context that you are currently working on. So it’s very important to stick to what you are doing and prevent ANY kind of distractions.
Step 4: Take A Break
Taking a break is essential in all aspects of life. It allows you to rest and unwind, which is especially beneficial after a difficult activity. In this situation, though, you can take a rest after 25 minutes! According to research, deactivating and reactivating work allows us to stay concentrated. When working on extensive tasks like studying for exams, giving presentations, or producing reports, it’s essential to take brief, planned breaks.
Not all breaks are the same. I highly recommend that you don’t just switch to Twitter or Instagram when the timer goes off. When you look at a screen, your eyes and brain get tired. It will be much better to get up and move around. Stretch. Go outside. Do a short meditation. Grab a snack and watch the birds outside the window.Whatever you do, your break will be much more mentally refreshing if you get away from the glowing hypnosis of your computer or phone.
How To Handle And Manage Distractions
As you probably know, distractions are the biggest threat to our productivity. And I don’t mean just social media and phone notifications; anything that draws your attention from your work is a distraction, including colleagues asking for help, family members and other responsibilities.
If you want to be productive, you must avoid interruptions at all costs. But how can you do that? How can you increase your focus and learn to work in a distraction-free environment?
Distractions can be a huge challenge when trying to focus on a task. This is especially true when you are using the Pomodoro Technique to manage your time and productivity. Fortunately, there are some things you can do to help minimize distractions and stay focused.
Dealing with Internal Distractions
- Make sure you are in a quiet, distraction-free environment. If possible, work in a room without windows or use headphones to block out noise.
- Leave your phone in your purse or in another room if you aren’t using it for work purposes, and turn off notifications so that you aren’t tempted to go for it every time your inbox beeps or a text message comes through. You should not look at your phone until after you have done your most critical duties or during your work Pomodoro. Put it and other technological devices away from the time being to avoid being distracted while working.
- Turn off the notifications for your laptop/desktop as well if possible.
- Create a schedule for checking email and social media (and sticking to it) will also help minimize distractions throughout the day.
Dealing with External Distractions
Dealing with external distractions such as co-workers and family members would be different. One thing you can do is the Inform, Negotiate, and Call Back Strategy. Though taught by Franciso Cirillo himself, the explanation from Med School Insiders on YouTube helped me appreciate it more. Basically for this approach, what you will do is:
- Inform – it’s perfectly ok to let people know when you have a deadline coming up or when you have a particular project that needs your full attention. If they know what’s up, they may be more likely to check in with you later instead of right now. If they’re next door or close by, pop your head in and let them know what’s on your plate for today so that they’ll understand why you might not be able to chat for a little
- Negotiate – after informing the other person of your current obligations, negotiate with them when you will be able to return to them. It is entirely up to you whether you will return to them once the timer sounds or during your lengthy break.
- Callback – it’s now time for you to address their need.
When Should You Skip Breaks?
Sometimes, you don’t need a break. When you’re in the right mood and working on a task which doesn’t involve much mental energy, you might be able to go through a couple of pomodoros without needing to rest.
It’s the same way when you’re reading an interesting book. You don’t want to stop reading to take a break because it would interrupt your focus. The same thing can happen with work. If you’re feeling energized, there’s no reason to stop and rest for five minutes every half hour. In general, as long as you’re making steady progress and are still feeling focused, there’s no reason to stop and take another break. However, once you start feeling tired or are finding it difficult to focus on the task at hand, it’s time for a break.
You can also use this simple rule: Once the timer rings twice in a row, that means it’s time for a longer break (25 minutes instead of 5).
If you have an important task to finish and you only have a limited amount of time to do it, then you should forgo the break. When you’re working on something that doesn’t require your full attention, you can also work for 25 minutes and then take a five-minute break.
Additionally, when you are already in the zone and don’t want to stop. When you are in a state of flow, it might be much better to just continue working and skip the break. Usually what I do is I still reset my timer so that I can be reminded of the next break that I need to take.
To Wrap Things Up
If you find yourself having trouble concentrating while working, use the Pomodoro Technique. It’s a simple time management method that doubles as a way to force yourself to focus on your work. This method has been shown to have positive effects on your concentration, retention, and motivation. The more often you implement it, the more you will improve your discipline in terms of being focused thus allowing you to improve your personal and professional life.
It might not be for everyone, but if you can get in touch with your needs and figure out what works best for you, then it’s hard to go wrong with this simple process.