How to use the Pomodoro Method to Level Up Your Time Management Skills

Do you worry you're not getting the most out of your time? Struggling to focus on tasks? Spending hours at your desk but barely making a dent in your workload?

If so, the Pomodoro method may be the answer to your problems.

This time management technique advocates thinking in Pomodori (the Italian word for tomatoes, don’t worry, we’ll explain the connection) rather than hours to solve your focus and time management problems. It might initially sound funny, but millions swear by its effectiveness.

Keep reading, and we'll explain how a simple fruit inspired so many people worldwide to rethink their relationships with time completely — and how you can do the same.

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What Is the Pomodoro Method?

The Pomodoro method is a time management technique devised in the late 1980s by Francesco Cirillo as a student. At the time, Cirillo struggled to concentrate on his studies and complete assignments before their deadlines, so he made a bet with himself. He decided to dedicate just 2 minutes of his time to uninterrupted studying. He marked the passage of time with a tomato-shaped kitchen timer (a Pomodoro timer, in Italian), which would later define the entire technique.

Cirillo’s gamble paid off tremendously. He found that by setting a time limit for completing his tasks, he could achieve and maintain his focus better than when he studied haphazardly.

After some experimentation and refining, he settled on the optimal form of the technique: 25-minute work sessions with five minutes breaks in between; and a longer 15–30-minute break after every four Pomodori.

And thus, the Pomodoro method was born. Cirillo would go on to write a book expanding on the technique, but at its simplest, all you need is a pen, paper, and a tomato-shaped kitchen timer (technically, it doesn’t have to be a tomato).

How Effective is the Pomodoro Method?

Although the Pomodoro technique was first developed as a study tool, its usefulness extends beyond academics. These days, its primary application is in the workplace. Over two million people credit the technique for making them more competent, focused, and productive.

There are several testimonies from people who have tried the technique. One user noted that the method helped draw her attention to certain work habits contributing to her distractions. Another pointed out that the technique helped her get in the zone, stop ineffective multitasking, and avoid mindless internet surfing.

Ultimately, the technique’s effectiveness depends on you and your level of commitment, so give it a spin and see if it improves your time management.

How Does the Pomodoro Technique Work?

The Pomodoro method is successful because it redefines your relationship with time.

Instead of seeing the clock as an enemy you must beat, the method helps you see time as an ally and a measure of productivity. It achieves this by:

Sharpening Your Concentration

A folktale perfectly illustrates how the Pomodoro method improves your time management. In the story, two lumberjacks make a bet to see who can chop the most wood in an hour. While the first lumberjack works tirelessly throughout the hour, the second takes several breaks to sharpen his axe.

When the hour is up, and both lumberjacks compare their piles, the second's is larger. The simple reason — the sharper axe helps cut more efficiently.

The Pomodoro method is much the same. Doing one task for a prolonged time "blunts" your focus and attention, much like constantly chopping wood blunts an axe. However, by allowing for restorative breaks between work sprints, you sharpen your focus and prime yourself for another burst of concentration.

Restricting Distractions

One of the rules of the Pomodoro method is that while a Pomodoro is running, you are only allowed to work exclusively on your designated task. You can note any new tasks or ideas that pop up, but your entire focus should remain on the selected assignment as long as the timer is still running. That way, you avoid getting sidetracked by emails, notifications, and other pesky distractions.

Making Molehills Out of Mountains

When you're working on a large-scale project, it's easy to get scared by the enormity of your tasks and responsibilities and want to procrastinate. The Pomodoro method helps with that. It keeps you from feeling overwhelmed by divvying all your work into smaller bite-sized portions–making molehills out of mountains of work, if you will.

For example, let's say you're a developer tasked with building a new app. The Pomodoro method encourages you to break down the process into manageable chunks so that instead of having “build an app” looming over you on your to-do list, you can work with smaller fragments such as “fix API” or “develop backend." This way, you can slowly chip away at the task until it's complete.

Inspiring a Sense of Urgency

You know how when there are only five minutes left until the end of an exam, you suddenly get a burst of inspiration and can't get the answers down fast enough? The Pomodoro method does the same thing. The technique lights a fire under you by placing a time limit on what would otherwise be an open-ended task. It instills a sense of urgency that inspires you to finish your work quickly and efficiently.

What Is the Pomodoro Technique Good For?

Certain tasks and people work better with the Pomodoro method than others. Use the technique to save time if you:

• Have open-ended tasks such as personal projects with no clear deadline;
• Have tasks you’re dreading to start;
• Struggle to focus on just one task or have a tendency to multitask; or
• Have a tendency to procrastinate.

What Are the Benefits of the Pomodoro Method?

Once you start using the Pomodoro technique, you'll notice some improvements in your life and work. Some benefits of the method include:

• Reduced risk of burnout syndrome;
• Higher energy levels;
• A better work-life balance;
• Renewed concentration and enthusiasm about your work;
• Better planning; and
• Reduced anxiety.

What Are the Drawbacks of the Pomodoro Method?

Despite its usefulness, the Pomodoro technique does not work well in all situations. Some limitations of the method include:

• It is ill-suited for tasks requiring prolonged concentration especially creative tasks such as writing or composing.
• It can be difficult to implement in an office setting, as you can’t exactly ignore your boss or co-worker simply because your timer is still running.
• You may lose a flow state because of breaks which can be difficult to regain.

If you’re experiencing any of these challenges, you may have better luck exploring other time management techniques better suited to you and your work.

How Do I Use the Pomodoro Method?

The Pomodoro method consists of five simple steps, and all you need to get started is a pen, paper, and a timer. You can use a kitchen timer, a watch, or even your smartphone as a timer. What's important is that it rings to alert you when a Pomodoro is complete.

Once you have your supplies, follow these five simple steps.

1. Identify tasks that you need to complete.

If you don't know what task to do, you can use the Eisenhower technique to separate important and urgent tasks. Break up bigger tasks into smaller components. For example, if your task is writing a proposal, break it up into research, outline, first draft, second draft, final draft, and proofreading.

Also, arrange them logically and assign Pomodori to each task. Assign as many Pomodori as you think are necessary to complete a task. However, a general rule of thumb is that if a job requires more than four Pomodori, you should break it up.

2. Set the timer.

Don't use your internal clock or try to eyeball it. You need something that will alert you when your time is up. Your best bet is to get a digital watch or a dedicated timer. As a last resort, you can use the timer on your phone, but we don't recommend it because you risk being distracted by social media and other notifications.

The convention is 25 minutes, but as you'll see, there are other combinations you can try.

3. Work on your task with no distractions.

When we say no distractions, we mean it. None. Zero. Nada.

If you have any pressing ideas that can't wait, write them down to be tackled in a later Pomodoro. However, while the timer is running, keep your mind fixed on the task at hand. Ensure you don't break focus, even if it's just to check how many minutes are left in your Pomodoro (checking the clock is a no-no).

4. Take a break and record your progress.

When the timer goes off, take a 5-minute break. Don't fall into the pitfall of "five minutes more." Discipline yourself to stop when the timer goes off, and if you still have work to do when it does, tackle it in the next Pomodoro.

Also, use this time to note what you achieved during your Pomodoro. It'll make it easier to jump back in once your break is over.

5. Rinse and repeat.

Go through steps 1 through 4 three more times. At the end of the process, take a well-earned 30-minute break before starting all over again.

Master the Pomodoro: Tips for Excelling with the Pomodoro Technique

The Pomodoro technique is a deceptively simple but highly effective time management technique. If you want to squeeze out every drop of value you can get from it, you'll want to follow along with these simple tips.

Customize Your Pomodoro

Remember earlier when we mentioned how Cirillo settled on 25 minutes of work and 5 minutes of rest as the ideal duration for Pomodoro work and rest sprints? Well, that ratio was indeed ideal… for Cirillo.

You, however, may require something different. Some people have different kinds or styles of work, and the factory default 25:5 ratio may not just cut it. If that's the case, feel free to play with the settings to see what does work.

Explore different Pomodoro durations and see what clicks. Who knows? You may need longer stretches of work and correspondingly longer breaks, or maybe you work better in even shorter bursts. You'll never know if you never try.

Choose Your Break Activity with Care

The mandatory breaks between every Pomodoro aim to sharpen your mind and prime you for another focus session. However, the effectiveness of these breaks depends on what you do with them. We advise doing something that will help you relax but won't make it harder to refocus when your break is up.

That means watching a movie or going on social media is probably not a good idea. 

Instead, try relaxing activities like walking, doing a few quick exercises, or lying down to rest. Anything that makes you feel calm, centered, refreshed, and ready to take on another Pomodoro. This is a good place to utilize habit stacking.

Plan Your Pomodori Ahead of Time

Set aside ten minutes at the beginning of each day to review your to-do list and assign Pomodori to all your tasks. That way, you know how long each task will take and plan your day accordingly.

Initially, you may struggle to tweak your accuracy and frequently overestimate or underestimate how long it will take to get things done. However, over time you'll learn to think in Pomodori and accurately estimate how long it'll take to get any job done.

Regain Your Time With the Pomodoro Technique

The Pomodoro technique is a simple yet proven way to take back your time and maximize productivity. Time management specialists all over the world praise the method, and it is responsible for a boost in productivity for millions of users all around the world.

You can be a part of this movement too. Yes, the technique may take some getting used to, but once you break it in, the rewards are outstanding. So, what are you waiting for?

Grab your timer and start Pomodoro-ing today!