How often do you procrastinate simply because you are daunted by the sheer enormity of the task? Seems we can all relate to this. But is there any way out?

Yes, surely, the Pomodoro technique is meant just for that…

Pomodoro? You mean tomato? What has tomato got to do with procrastination? Let’s explore the technique to understand this correlation…

The Pomodoro technique is the means to stay focused and mentally agile. That’s pretty straightforward, but how does it work?

Well, the technique was developed by university student Francesco Cirillo. Overwhelmed by the challenge of managing his studies and assignments, he used a tomato-shaped kitchen timer to set a 10-minute task for himself. The timing helped him complete the task and boosted his confidence. Thus, was born the Pomodoro technique, which works as follows:

• Get a To-do list and a timer
• Set the timer to 25 mins and focus on the task till the timer rings
• When the session ends, mark off one Pomodoro and consolidate your learnings from the session
• Go for a 5 min break
• Repeat from Step 2 onwards
• After 4 Pomodoros, take a longer 15-30 mins break

To be precise, you are chunking down your tasks, time, and effort into more achievable units. In fact, Agile Project Managers can relate very well to this technique as they use short, time-bound sprints for delivering products.

The technique is indeed very simple, but be mindful of the following rules so that the technique works for you:

1. If a task requires more than four Pomodoros, break it down into smaller tasks to track your progress better, eg writing a thesis or preparing for an exam
2. If a task requires less than one Pomodoro, club such small tasks together, eg. booking an appointment, making a digital payment, drafting an email etc.
3. Once you set a Pomodoro, honour the timer, and must not indulge in any distractions eg. checking emails, watching an Insta reel etc.
4. If there is any unavoidable distraction, take your five-min break and resume your Pomodoro

Now that you got a hang of the Pomodoro technique, the obvious question arises, what do you gain out of it? Valid question, so let’s examine the benefits:

Deal with procrastination: Tasks that you often put off because they are too complex or time-consuming can now be accomplished because they are now time-bound. Put otherwise, you have a potent tool to stave off laziness or negativity associated with any task.

Counter distractions: You are now better equipped to deal with the urge to check your emails or social media messages while working on a task as you train your brain to focus on the 25-mins task. The following 5-mins break resets your concentration on the task at hand. In the process, you achieve higher levels of productivity or do more with less time.

Plan better: When you start time-boxing your tasks, you have better control of your daily activities. You gain clarity on the time taken on completing a task, rather than applying gut feeling. So, next time, you plan the task better and complete it on time.

If you are keen to apply this simple yet powerful time management technique, let me share a few tips to make this technique yield the best results for you:

• Prepare a To-do list for the day and plan your Pomodoros in advance, keeping in mind the rules described above
• Plan a few extra Pomodoros over and above the sixteen Pomodoros covering an 8-hour workday if you finish some of your tasks early. You can then utilize these extras for upskilling yourself
• Experiment with the length of the Pomodoros – in case you are working on research, you can opt for a longer Pomodoro, eg a 50-mins focus followed by a 15-mins break. On the contrary, if you are on a task you have been delaying indefinitely, plan a shorter Pomodoro, maybe a 15-mins focus followed by a 5-mins break. The high probability of completing the long-pending task does wonders for your confidence level
• Exercise prudence to design your breaks: If your focused tasks involve working on the computer, make sure to break away from digital screens during the breaks. In other words, scrolling through Insta reels or WhatsApp messages during your breaks will not be effective. Instead, pick up a physical activity – take a stroll, prepare a cup of tea, dust the furniture etc. to reenergize your brain when you are back to your computer screen.
• Use apps to manage your Pomodoros effectively so that you continue to execute your Pomodoros with discipline every time you are tempted to exceed your breaks or deviate from the Pomodoro routine

In summary, the Pomodoro technique is an extremely powerful tool to effectively manage your day and boost your productivity. Beware, however, to follow the rules outlined in this post so that the technique works to your advantage every time for every task. Once Pomodoro becomes your way of working, relax and watch the magic happen…