How to manage time using the Pomodoro method: explained using tomatoes

The Pomodoro technique is one of the key techniques in time management. Its effectiveness has been proven by many researchers. For example, Federico Gobbo and Matteo Vaccari observed a group of programmers who worked with and without technology. The efficiency of working using the Pomodoro method was higher. According to another Staples study, employees who work only with lunch breaks are less productive than employees who take several short breaks during the workday.

Despite the fact that many have heard about the “pomodoro”, not everyone has a detailed understanding of the technique. We sorted everything out and prepared a small guide for you.

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What is the Pomodoro technique?

The Pomodoro Technique is a time management system that will improve your focus and productivity. It encourages you to work within the time allotted to you rather than fight against it.

You'll end each day with a sense of accomplishment, having done nothing but work in 25-minute blocks (called Pomodoro sessions) followed by 5-minute breaks.

The Pomodoro Method is popular among freelancers who want to track time, students who want to study more efficiently, and those who want to improve themselves at work or on their personal projects.

The Pomodoro technique is simple but very effective.

Time management tools.

The basic principles of time management mainly concern related topics:

• Goal setting;
• Planning;
• Prioritization;
• Motivation;
• Delegation.

They are logically interconnected with each other, complementing the overall picture of rational use of time.

Goal setting.

The goal is the main landmark that allows you not to deviate from the chosen route. Goal setting is a fundamental thesis of time management, which helps to anticipate time savings before starting work.

Most often, a goal setting method called SMART appears. This abbreviation means that the following target selection criteria are met:

• Specificity – a clear understanding of the expected result;
• Measurable – quantitative or qualitative assessment;
• Achievable – the ability to complete the assigned task;
• Relevance – the need for implementation;
• Time-bound – defining a time frame.

If the set goal complies with the SMART principle, then it will be possible to achieve it with the greatest possible savings of effort.

Planning.

The lack of a plan or strategy has ruined many promising initiatives. In addition to understanding the goal, you should also understand what “steps” are necessary to realize it. In addition, it is advisable to monitor the results obtained.

Many planning methods have been invented, but in time management one of the most popular is rigid-flexible planning. It is recommended to plan no more than 60% of your day, leaving 40-50% of the schedule for unforeseen situations. It is advisable to outline the most important tasks, while laying down a kind of “reserve” for various force majeure events. In this way, you will be able to avoid negative emotions from failure to fulfill or adjust your plans. Maintaining peace of mind is one of the most important management priorities.

Prioritization.

Priority is the order in which various tasks are performed. According to the law called “Miller's purse”, a person’s memory can hold 7±2 elements. This means that a normal person can easily conduct from 5 to 9 different activities, including hobbies and household tasks. If it is less, then life will become boring, and if it is more, then the brain will not be able to process the entire array of information. But there is Pareto's law, according to which 20% of efforts bring 80% of results and vice versa. Choosing priorities allows you to concentrate efforts on those activities that provide maximum effect.

One of the popular methods for choosing priorities is the “Eisenhower matrix”, which was mentioned above in the text

By dividing your tasks according to their importance and urgency, you can easily build a hierarchy, choosing the most relevant and effective areas

Motivation.

Without proper motivation, the desire to work disappears and labor productivity is reduced to a minimum. A time manager needs to be able to inspire himself and others. An excellent motivation technique is the “Anchoring Principle.” It implies a certain amount of praise for completing a specific task.

For example, a schoolchild likes to play on the console, but does not do his homework. Parents can enter into an agreement with him that for completing his homework, he will have the opportunity to play. Gradually, the child will get used to the fact that lessons are followed by games, thereby developing a kind of reflex. You can do the same in the case of self-motivation.

Delegation.

The ability to delegate (transfer) your tasks to others in order to save personal time is an extremely useful skill for any time manager. It's not that difficult to master. The main thing to remember are 10 basic principles of delegation:

• Providing the performer with the necessary support;
• Responsibility for the results of his work;
• Preliminary information about the order;
• Involvement of the performer in the process;
• A clear description of the expected result;
• Formulation of norms and rules of work;
• Motivating the performer, indicating his interests;
• Designation of rights and obligations;
• Regular monitoring at implementation stages;
• Anticipation of possible refusal and “return” of powers.

Following these rules helps to avoid many of the pitfalls of delegation, the most dangerous of which is the need to redo the work.

The topic of delegation indirectly includes the ability to say “No”. In addition to learning how to shift routine work to others, it is advisable to be able to refuse if they try to do this to you.

The Pomodoro Method – where does the name come from?

Pomodoro is the Italian word for tomato - that's the answer to why it's called that. The Pomodoro Method was developed by Francesco Cirillo while still a university student, when he used a Pomodoro Timer to measure his 25-minute sessions. These intervals became known as pomodoros, and the technique became its namesake.

A little bit of history

It's 1980. Italian university student Francesco Cirillo enters his second year after successfully passing his exams. Summer flies by and a new school year begins. Francesco studies hard and does his homework every day when he comes home. Time moves inexorably, another session is just around the corner. And then our hero realized that he was completely unprepared for the exams. Cirillo did not understand why he found himself in this situation, because he spent a lot of time studying during the semester.

To find the answer to this question, the student asked himself: “Can I really study for at least 10 minutes?” So that the numbers were not something ephemeral, Francesco took a kitchen timer in the shape of a tomato and began to use it during his classes. This is how the technique got its name – Pomodoro. Months of practice and temporary experimentation turned the experience of an ordinary student into a recognized and world-famous technique.

How does the Pomodoro technique work?

Pomodoro is a cyclical system. You work in short sprints, which ensures you are always productive. You can also take regular breaks, which will boost your motivation and keep you creative.

The Pomodoro technique is one of the simplest methods to improve productivity. All you need is a timer.

1. Select a task to complete
2. Set Pomodoro for 25 minutes (Pomodoro timer)
3. 25 minutes of concentration. Work on the assignment until Pomodoro calls, then put a check mark on your piece of paper
4. Take a short break (5 minutes is enough)
5. Repeat the work on the timer
6. Every 4 Pomodoros you need to take a long break

SELECT A TASK

Do you know a problem that you've been trying to solve for months? Let's do it.

FOCUS

Minimize distractions.

Close email, close social media, turn your phone on do not disturb, close the door. Learning to manage distractions is one of the key skills the Pomodoro Technique will teach you, and it only takes 25 minutes.

JOB

Select a task, start a 25-minute timer, and get to work. There is no concept of pausing when using the Pomodoro technique, stick to your chosen task throughout the session and note any distractions that you need to return to.

SHORT BREAK

Well done. The session has ended. Step away from your desk for five minutes, clear your mind, stretch your legs, or grab a refreshing drink.

REPETITION

Start the timer again for the next session.

BIG BREAK

After the fourth session, take a 20-minute break and return fully rested.

Distractions on "tomatoes"

No one can work perfectly evenly. Therefore, situations invariably occur when the current “pomodoro” is interrupted. What to do in this case? The decision determines the reason for the interruption. The most popular interference:

• Call, message, letter in the mail. The solution is to turn off the sound, turn the phone over, close or turn off instant messengers.
• An unexpected idea about work, plans, relaxation. The solution is to write the idea down in an organizer or on a piece of paper and continue working.
• Children, relatives, colleagues. The solution is to stop the “pomodoro”, get distracted, quickly deal with the issue and return to work.

The Pomodoro technique is not a strict absolute that cannot be violated, but using it on an ongoing basis you can notice:

• that matters are resolved faster and more efficiently;
• More and more points of the plan are being closed;
• manages to concentrate even on very complex tasks;
• the quality of work improves.

Today, many software tools have been invented to work with Pomodoro technology that allow you to plan, analyze, and optimize work.

Why does the Pomodoro technique work?

Sometimes, when faced with a large task or series of tasks, it can be difficult to get started or stay motivated. By breaking the work down into short periods followed by short breaks, the task becomes more manageable and becomes a matter of simply taking one step forward.

This process helps train your brain to focus and helps you make progress despite many distractions.

Sometimes willpower alone is not enough, but the Pomodoro technique will keep you accountable.

Perfectionism interferes with action. Waiting until you come up with the perfect solution for something is simply a form of procrastination. Staffan Noteberg

Openspace

The Pomodoro method in open space is doomed. You are constantly distracted, and no tricky practices will help here. Petya joked about the elections, Vasya opened the window and it was blowing from there, Pasha naturally speaks in a loud voice. Full concentration can never be achieved. In general, it's always fun.

Ideally, the open space would be divided into a loud and quiet zone (with library rules for silence). Then any person could choose what is more important to him - discussing the details of the task or concentrating on the solution.

By the way, it would be cool to invent headphones that would completely block external sound, but at the same time remove the blocking when they call you by name (for urgent matters). Those. with speech recognition. Well, at the same time you can hang a “do not disturb” light on them and connect them with Pomodoro software.

Who does the Pomodoro technique work best for?

The Pomodoro technique is often championed by developers, designers, and others who have to regularly release packages of creative work.

Essentially, these are people who actually have to produce something to be appreciated by others. This means that everyone from authors writing their next book to software engineers working on the next big video game can benefit from the temporary work sessions and breaks that Pomodoro offers.

However, it is also useful for people who don't have such strict goals or a lot of work to do. Any other person with a different type of job can also benefit.

If you are an engineer with short tasks, you can set a timer and start working on them until your timer goes off. Then there's a break time, after which you come back and pick up where you left off, or start a new batch of tickets.

If you're doing crafts or working with your hands, frequent breaks give you the opportunity to step back and reassess what you're doing, think about your next steps, and make sure you're not tired. This system is remarkably adaptable to various types of work.

Finally, it's important to remember that Pomodoro is a productivity system, not a set of shackles. If you're moving forward and the timer goes off, you can pause the timer, finish what you're doing, and then take a break.

The goal is to help you get into the zone and focus, but it also reminds you to get some air and rest.

Secrets of the technique

It has been scientifically proven that the brain is most efficient for 25 minutes, then this figure drops. Therefore, the Pomodoro method involves taking full advantage of this fact. When your brain gets tired, you should take a break rather than sit and suffer trying to force yourself to work.

25 minutes is the recommended time and is an average. If it’s difficult to concentrate at first, you can set yourself a timer for 15-20 minutes, gradually increasing the time by 5 minutes until the desired indicator is achieved. Efficient people can take on large amounts of work at once, doing their “pomodoro” lasting up to 45 minutes. However, there is a very important condition: all the scheduled time must be devoted to solving a specific task; other things and the whole world around seem to cease to exist until the timer signal.

You can also do it relatively freely intermittently. If 5 minutes is not enough, they can be extended to 10-15, but it is important to remember: by increasing the duration of rest, you reduce your own productivity and extend the working day. Therefore, a longer pause between sprints should be justified.

Using the Pomodoro method helps you organize your time more effectively and efficiently, focusing on solving important issues. The work process becomes many times more productive. The Pomodoro method program is quite simple to implement; it does not require any special knowledge or skills; you just need to show willpower and endurance at first, forcing yourself to work. Gradually this will become a habit.

What problems does the Pomodoro method solve?

Regular breaks are very important for your productivity. Also, keep in mind that Pomodoro is just one method and it may or may not work for you. It's flexible, but don't try to fit your work into it if it doesn't suit you.

Productivity isn't everything, it's a means to an end and a way to spend less time on what you should be doing so you can spend time on what you want to do. If this method helps, use it. If not, then don't force yourself to do it.

If you end your days frustrated with how little you achieve, you should try the Pomodoro technique. It's designed to break down otherwise intractable tasks into manageable chunks, so all you have to do is get started, and then a pomodoro task will help you do the rest. It helps with the following problems:

Poor performance

Are you wondering where the time went and what you should have actually done? The Pomodoro technique will quickly show this.

Easily distracted

The day fades when you click on your email to post a blog post on social media, only to find yourself exhausted, frustrated with life, and frustrated with your progress. You know you're wasting your time.

Lack of concentration

At the end of each day, you realize that you haven't accomplished anything you set out to do. You spent the entire day dealing with whatever was in front of you while you managed to ignore anything that could make you feel like you had accomplished something.

Zero motivation

No matter what you do, you just can't get started on that big project. You know it's important, maybe even necessary, but it doesn't really ignite your enthusiasm.

You feel exhausted

During the day you are so tired. You barely leave your desk because you have so much to do, but you leave quality on the back burner because you're burned out. You need the Pomodoro technique to ensure you take regular breaks and stay fresh throughout the day.

Gantt chart

A strip chart is well suited for planning and monitoring project implementation time. But often Excel tables are used to build the so-called Gantt chart.

• Define the tasks, all activities and milestones required to complete the project.
• Organize these operations. Determine the dependency and arrange the operations in the order that makes the most sense to you. Create subtasks and structure the project logically.
• Evaluate the resources of these operations. Assess the supply and demand for each resource/person. Are there enough resources to complete the task, or are additional ones needed? Assign responsible people for each task and give them personal tasks.
• Mark the start and end times for each task on the graph (the time from the start of each task to completion will appear as a bar).
• Monitor the timing of operations shown in the schedule.

For large tasks that require a number of actions, this method is better suited than many. Moreover, this is a great way to visualize the entire process from start to result.

It would seem, what else can you come up with for planning efficiency? But sometimes, when using already known tools, you can come across completely new and fresh ideas.

Will the Pomodoro technique work for me?

The Pomodoro technique is great if you have a long to-do list. Move between multiple tasks throughout the day and leave the office asking yourself, “What have I really accomplished?” Also, if you're working on large projects that seem to have no end or beginning, breaking them down into chunks can help you make steady progress.

And for whom does it not work?

The Pomodoro technique does not work for people who cannot adapt to short, regular breaks. Although you can change the session time and break to be longer if that suits you. Breaks promote mental agility, focus and productivity, and without them you risk burnout.

Also, when using the pomdoro technique, you should not pause or switch (no distractions). You need to keep this in mind when considering technique.

Flaws

Unfortunately, not everyone has the opportunity to divide their working day into a series of segments that involve alternating work and rest. Thus, operators of popular hotlines are forced to take calls throughout their entire shift and cannot take a break every 25 minutes. The same applies to salespeople in stores and other service personnel.

Also, people in creative professions will not be able to use the Pomodoro method in time management, because much of their work depends on inspiration, which, as we know, does not come at certain hours.

But in general, the technique has proven to be valid and helps many people solve the problem of rational organization of working time.

What are the results of Pomodoro?

First of all, technology allows you to achieve more. Sometimes even much more. Full concentration and a clear plan can work wonders!

People who use Pomodoro are often more relaxed and happier. Firstly, they see the results of their work, and this helps them calm down, and secondly, working with full concentration gives them great satisfaction.

Another extremely important effect is that you will learn to respond more calmly to any messages and other potential distractions. At first you wouldn't think it was possible to ignore certain phone calls and not check your SMS or Facebook account right away (even though you really want to!), but once you see what you can achieve with full concentration, you'll overcome your surprise and soon You will view new circumstances as something normal.

When used correctly, Pomodoro can help transform entire teams. When used in a group, the Pomodoro Method teaches that while time spent together is important and helps creativity, each person needs a few minutes alone when they can fully concentrate on their work.

Overall, I was surprised to find that I actually really like the Pomodoro Technique and I think it lives up to its promise of making me more focused and productive. I plan to use it on days when I have nothing on my calendar. However, I'm curious to see how well it works for those who regularly have a lot of meetings, phone calls, and appointments.

Pomodoro little helpers

So, the key pomodoro device is the timer. You can't go anywhere without him. Nowadays there are a lot of pomodoro applications. Let's look at the most popular ones in 2021:

Flat Tomato is a free application for iOS that will help you control yourself during the working day. The program has a nice design, an intuitive interface, and the basic settings include the ability to adjust time periods. Flat Tomato can run in the background and notify you when you need to take a break

sound signal. It’s convenient to mark off tasks that have already been completed, but there is also one paid option – connecting a calendar for $0.99

Forest is an application with a more interesting graphical solution. You define a period of time

, and then “plant” a virtual tree. As you do the work, this tree will grow and become greener. As soon as you are distracted by your smartphone (social networks, multimedia, etc.), the plant will immediately die. The human brain cannot create and destroy at the same time, so such a stimulus sets us up to work without distractions. Forest for Android is free, costs $1.99 for iOS. Google Play

Focus Booster is a classic timer in which you need to create a list of tasks

, determine the start time of work and the finish time, rest - strictly according to the schedule. Focus Booster runs on Mac OS and Windows, and has recently become available for smartphones. The application is shareware, the full version will cost $5 per month.

Pomodoro is a convenient browser-based timer for comfortable self-control while working at the computer. Easy to use (you just need to click on the required time period - the countdown will start immediately), a loud sound signal will not let you forget about the task. The service is free and is well suited for those who have a fairly high level of self-organization.

Be Focused is an application for iOS and Mac that will help you organize your routine work in relation to your final goals. The program allows you to individually customize time periods

and the number of approaches per day, will suggest taking a long break from work after 4 approaches. Be Focused collects statistics on the user's progress: the graphs show which mode of operation is the most convenient, how much time is spent on certain types of work. Additional options: the ability to number each “pomodoro”, select the signal sound, pause function, full synchronization between Mac, iPhone and iPad. The application is free, but there is a paid option to disable advertising for $2.

Focus Keeper is a pomodoro timer for iOS with flexible settings. In addition to standard 30-minute sessions, the application offers manual setting of the operating mode for weekdays and weekends - this will help you develop the habit of regularly using the timer. Focus Keeper collects information about your activity and displays data in the form of graphs 1-2 times a month, and can work in the background. It costs $1.99.

Beautiful, clear, clever

Before I discovered Pomodoro Time, I used another timer program. Compare the approach to menu organization in it and in PT (below):

Do you feel the difference? The Russian analogue offers “everything at once” by clicking on the icon! A luxurious graphic timer with animation is pleasing to the eye. By clicking on the Stylish command buttons, you can reset the tomato (but then, according to the method, you will have to do it again) or mark it as completed / view other tasks / see the total number of tasks completed today / proceed to enter a new task / open settings. Much more interesting and clearer than reading the boring lines in the first example.

Tomato rule 1 – choose a priority task

The Pomodoro technique involves the ability to prioritize correctly.

It is necessary to determine from the long list of upcoming tasks the most important thing at the moment. The task does not have to be the most complex and voluminous; here the selection criterion is the urgency of completion. Therefore, a project manager must be able to see the situation as a whole and evaluate it correctly: highlight priority tasks and put the rest aside for later. The first stage of work will include the following actions:

1. Setting tasks for the team.
2. Compilation of a report.
3. Meeting with the client.
4. Preparation of a report for the conference.
5. Planning the next stage.

Principles of time management

Try all planning methods and choose the most suitable one. Keep records. Don't try to do everything. Do the most important and priority things first. Plan your every day. And also make an additional plan for the week. Always carry a pen and notepad with you. Keep a Success Diary, it will motivate you and remind you that you are on the right path. Learn to say "No"

This will help you avoid communicating with unnecessary people and doing unnecessary things. Before you do anything, consider how urgent it is, how important it is, and how this action will bring you closer to your goal. Analyze your habits, actions that waste your time. By timing it is easy to track those actions that you need to get rid of. Don't do other people's business

Don't be a tool to achieve other people's goals. Focus on your goal. Make time for self-improvement. Don't stop there. Once you achieve one goal, set the next one.

Tomato rule 4 – don’t try to be on time

The desire to complete a task in time will negatively affect the result.

The main goal is not to finish the task in 25 minutes, but to fully concentrate on completing it. Not all tasks can be fit into this period; some will require two or even three “approaches”, so there is no need to try to do everything at once.