Getting Things Done – The Pomodoro Technique

Posted by Faizel Mohidin on Jul 3, 2010 in Mind Mapping | 1 comment

The recent articles, Basic Ordering Ideas and Expanding Basic Ordering Ideas coincided with the launch of our new expanded Learning Management Program, which now consists of 10 Modules.

The program is available as an affordable Ebook as well as an interactive Mind Map, which needs the OpenSource software, Xmind.

This program gives you all the knowledge, skills, attitudes and values required to put together your own Learning Management Program. By following the instructions, advice and tips in the program, you will learn how to learn using methods that are easy to learn, simple to use and produce fast results.

But – You still have to go and do it. It only tells you what must be done and how to do it – It does not do it for you. YOU must still go and do it yourself.

We all (including myself), struggle with getting things done. Luckily, I found a wonderful technique called the Pomodoro Technique by Francesco Cirillo.

He has quite a comprehensive free Ebook, which can be downloaded on http://www.pomodorotechnique.com.

The Website also covers the technique in more detail than this article. Please note that I am not affiliated to them in any way, nor do I receive any commission for items you purchase on the website. You also download or buy anything at your own risk.

We cover our unique approach to time management in some detail in The Learning Management Program. A good introduction to time management using Mind Maps can be found on UsingMindMaps.com.

The Mind Map techniques allow you to easily prioritise and manage your tasks. Now all you need is a method to actually do the tasks.

I have found that the most difficult thing in the world is to concentrate on one thing only for an extended period of time. We simply have too many distractions in the modern world. Even when writing this article, there will be phone calls, text messages, emails, Facebook, Twitter and lots of other possible distractions. What do I do? When do I attend to them? How do I manage my productivity?

I recently tried this with my 18 year old son, who is studying for his finals. He is in his last year at high school. Getting him to concentrate on one thing for an extended period of time is almost impossible.

Luckily, in stepped the Pomodoro Technique.

Before I get stuck into the technique, let me tell you a bit about the word Pomodoro. (I know you are dying to know!)

Pomodoro is the Italian word for tomato. “What has a tomato have to do with time management?” you may ask.

Francesco Cirillo describes the origins of the Pomodoro technique in his Ebook. I quote:

“…One day in the classroom on campus where I used to study, I watched my classmates with a critical eye…It was clear to me that the high number of distractions and interruptions and the low level of concentration and motivation were at the root cause of the confusion I was feeling…So I made a bet with myself…’Can you study, really study for 10 minutes?’ I needed objective validation, a Time Tutor, and I found one in a kitchen timer shaped like a pomodoro (the Italian for tomato) – in other words, I found my ‘Pomodoro’…”

This is how the Pomodoro Time Technique was born.

Let’s look at the steps as listed on http://www.pomodorotechnique.com:

• Choose a task to be accomplished
• Set the Pomodoro to 25 minutes (the Pomodoro is the timer)
• Work on the task until the Pomodoro rings, then put a check on your sheet of paper
• Take a short break (5 minutes is OK)
• Every 4 Pomodoros take a longer break

Choose a task to be accomplished

This step assumes that you tasks have already been identified and prioritised. We suggest that you use Mind Maps to organise and prioritise your tasks.

Choose one task and only one task to do and then follow the technique to complete the task.

Set the Pomodoro to 25 minutes (the Pomodoro is the timer)

Cirillo recommends 25 minutes as the unit of time that you choose. I think that you can choose any unit that works for you. At the moment, I stick to the 25 minute rule.

I use my mobile phone as my timer, but you could purchase a proper pomodoro timer. You can also get free pomodoro software for your PC, Mac, iPhone, or Android Phone.

Work on the task until the Pomodoro rings, then put a check on your sheet of paper

This is the most important step for me. Work on the chosen task until the Pomodoro rings. Focus on nothing else.

This requires some preparation beforehand, as you need to ignore phone calls, text messages, the urge to surf the net…

You need to ignore ANY interruption that will prevent you from accomplishing the task.

You then work until the Pomodoro rings – AND THEN YOU STOP.

The urge will be there to continue working, but the technique works well if you stop immediately and take a break.

This will be one Pomodoro unit. Record the completion of the unit using a mark on a page, in a book or on your computer.

A Pomodoro unit is always a complete unit.

Take a short break (5 minutes is OK)

This is important. Resist the urge to continue working, even if you didn’t work flat out during your Pomodoro unit of work.

You will get better at focusing on one task at a time and giving it 100%.

Your productivity and effectiveness will increase over time and soon you will be able to measure your effort in Pomodoro units, which are real units of work done and not just elapsed time.

Every 4 Pomodoros take a longer break

If each Pomodoro consists of 25 minutes and a five minute break, then two Pomodoros make up an hour’s work. Four Pomodoros equate to two hours work and is referred to as a Pomodoro Set.

After a Pomodoro Set, take a longer break.

This means that you will be taking a longer break every two hours. How long you break, is up to you. Cirillo once again recommends a 25 minute break.

Conclusion

I don’t always use the Pomodoro technique, but I do use it when learning, or when writing, or when I need to dedicate my time to a known task.

As many of you may know by now I write an article once a week, which gets posted to my website and delivered to my email subscriber list. To prepare for this article, I do research and then create a framework of what I would like to write about (Using Mind Maps of course).

But when it comes to the actual writing of the article, I try my utmost to set my Pomodoro and do nothing but write. I don’t browse the Internet, look at email or answer phones. I ignore Twitter, Facebook and other Social Media distractions. I try to focus on the task at hand.

I don’t say that I always win – But I am definitely more productive and more effective by applying the Pomodoro technique.

Thank you Francesco Cirillo!