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Published on October 22, 2021

The Flowtime Technique: A Pomodoro Alternative

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The Flowtime Technique: A Pomodoro Alternative

Today, there are countless productivity techniques that claim to help you work at peak efficiency. Among them, few are more widely known and widely used than the Pomodoro Technique. It’s a time management system that suggests that you break down your work tasks into 25-minute chunks and take breaks in between them.

The idea revolves around the notion that most people begin to lose focus after 25 minutes of continuous work and will need a reset to remain productive. But there’s a problem with that idea: no two tasks are the same. And for that matter, neither are any two people! That means a one-size-fits-all productivity system can’t possibly be the best fit for everyone.

But there’s an alternative that provides more flexibility and allows you to customize it for your specific use cases. It’s called the Flowtime Technique, and here’s everything you need to know to use it and start getting more done.

What Is the Flowtime Technique?

The Flowtime Technique, while not as well-known as the Pomodoro Technique, has been around for some time. In many ways, it’s a direct descendent of Pomodoro. It’s the brainchild of Zoe Read-Bivens, and she thought it up as a means of dealing with some of the shortcomings she experienced while using the Pomodoro technique.[1]

She found that sticking to 25-minute work segments often interrupted her flow—the feeling of being immersed in a particular task—and ended up harming her productivity rather than enhancing it. To fix the problem, she sought to create a system that retained the beneficial aspects of the Pomodoro Technique while allowing her to get into a positive flow and stay there.

The Basics of the Flowtime Technique

To start using the Flowtime Technique, the first thing you’ll need to do is create a timesheet to help you manage your daily activities. You can do this with a spreadsheet or by hand, whichever you find most convenient. At the heading of your timesheet, include the following column headings:

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  • Task Name
  • Start Time
  • End Time
  • Interruptions
  • Work Time
  • Break Time

Your timesheet will be the primary way you track your daily tasks and establish a flow that works best for you. Once you have it set up, here’s how to use it:

1. Choose a Task

To get started, choose a task you wish to get done. It should be specific, and something you can reasonably complete in the amount of time you have. In other words, don’t choose a task like “paint my house.” Choose something like “paint the front door of my house.” If you select a task that’s too broad, you’ll have difficulty sticking with the work. So, try and break down what you’re doing into the smallest manageable pieces.

2. Begin Working on Your Task

The next step is to start working on your task. Begin by listing the task you’re going to work on in the appropriate field of your timesheet. Then, list the time you’re starting work. Once you’ve gotten started on your task, the only rule you must observe is that there is no multitasking allowed. This will help you to focus on what you need to get done and minimize any self-imposed distractions.

3. Work Until You Need a Break

You may then keep working on your listed task for as long as you like. If you feel yourself getting fatigued after 15 minutes, take a break. If you get into a productive groove, lose track of the time, and end up working for an hour straight, that’s fine, too.

The idea is to get to know your own patterns and work in segments that fit you best. If you don’t focus well on certain tasks, work on them for shorter durations. If you get absorbed in other types of tasks, maximize your output by working for as long as you feel capable of staying focused.

You’ll likely find that the longest period you’ll be able to sustain is around 90 minutes or so. This corresponds to your Ultradian Rhythm, which are the alternating periods of alertness and rest that our brains experience throughout the day.[2]

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There are plenty of case studies that demonstrate how taking regular breaks improves productivity. It’s one of the reasons that mandatory breaks are a part of the Pomodoro Technique. But there’s evidence that the less-structured Flowtime approach to breaks works just as well. One technology company that recently directed its employees to take breaks every hour as they saw fit saw productivity levels rise by 23%—with no mandate required.[3]

4. Take an Appropriate-Length Break

When you decide you need to take a break, go ahead and do so. Just make sure to write down your stop time on your timesheet in the right place. You can take a break that’s as long or short as you like, but don’t abuse the privilege. Otherwise, it won’t be long until your breaks eat up the majority of your time.

As a general rule of thumb, try taking a five-minute break for each 25-minute work period, and increase your break time proportionally for longer work periods. You should use a timer to make sure you get back to your task in the right amount of time. And when your break ends, don’t forget to record the time you’ve resumed work and list the length of the break you took.

5. Record Distractions as They Happen

While you’re working, there are always going to be times when you’ll get distracted. It may come in the form of a phone call, an urgent email, or even the urge to use the bathroom. When these things happen, record the occurrence in the interruption column on your timesheet. Do your best to keep distractions short, but don’t try and block them out.

The reason is that you’re unlikely to succeed and sometimes, the things that distract you will be a higher priority than what you’re working on. So, it’s important to deal with distractions as you see fit instead of trying to simply work through them.

6. Repeat Until Your Work Is Complete

All you have to do next is to repeat the steps above until the tasks you’re working on are complete. As you complete each task, be sure to record your final stop time. If you wish, you can calculate your total work time (and fill it in) when you finish a task, or you can do all of the math at once at the end of the day.

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All that matters is that you don’t leave any gaps in your time tracking. Your timesheets, once complete, will become an asset that improves your ability to create a work schedule that maximizes your daily output.

What to Do With Your Timesheets

Although the act of recording your work periods and break times will help you remain on-task each day, there’s another important reason you’re doing it. It’s that your timesheets will gradually begin to reveal to you how to craft an ideal daily schedule for yourself.

So, at the end of each week, take some time to compare your timesheets. You may see that certain patterns begin to emerge. For example, you might notice that your longest work periods typically occur before lunch or that there are specific parts of your day that tend to be filled with distractions. You can use this information to plan subsequent days more effectively.

In general, you’ll want to cluster your most important tasks at your most productive times. So, if you are reviewing detailed property records, for example, you can set aside time to do it when you know you’ll be able to focus without interruption.

Conversely, you should schedule less critical work at the times when you’re most likely to be interrupted while working. So if you need time to respond to emails or return phone calls, you’ll know just when to do it. This will not only make you more productive but will also eliminate mistakes in your work.

Key Similarities Between Flowtime and Pomodoro

If you’re familiar with how the Pomodoro Technique works, you may have noticed some similarities with the Flowtime Technique. As we’ve discussed earlier, this is intentional. The Flowtime Technique is specifically designed to retain three critical features of the Pomodoro Technique, which are:

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1. Precise Time Tracking

One of the reasons that the Pomodoro Technique is so effective for many people is that it creates a rigid system to facilitate time tracking. By having to split your work tasks into 25-minute segments, you become acutely aware of the tasks you have in front of you and how you’re using your time. That alone helps you to avoid wasting precious work time because you have to account for every minute. The Flowtime Technique provides this benefit, too.

2. Eliminating Multitasking

With the Pomodoro Technique, you have to choose a task to work on and use a 25-minute timer to measure each work period. This does an excellent job of keeping you on-task because you know from the moment you set the timer what you’re trying to accomplish, and you’re therefore not likely to stray onto another task.

Even though you don’t need to use a timer with the Flowtime Technique, the very act of writing down your task accomplishes the same task. Because you know you’ll be tracking your time spent working on a particular thing, you’ll tend to stick with your task until it’s complete or time for a break.

3. Facilitating Breaks

One of the biggest killers of productivity is exhaustion, and there’s plenty of data to prove that taking breaks is essential to maintaining peak work performance. That’s the real secret to the Pomodoro Technique’s successful reputation—it makes breaks mandatory and unavoidable.

The Flowtime Technique, by comparison, also insists you take breaks. It just doesn’t force them upon you until you’re ready to take one. In that way, some additional self-discipline is required to succeed using the Flowtime Technique. But if you can obey a timer, there’s no reason you can’t learn to obey the signals your body sends you when it needs a time out.

Final Thoughts

At the end of the day, you may find success using the Pomodoro Technique. There’s a reason it’s so popular, after all. But if you’ve been using it for some time and find yourself straining against its rigid structures, you’re not alone. So, consider giving the Flowtime Technique a try for at least a week or two. You may find it’s a much better fit for your work style and that you get even more done than you ever have before.

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More Productivity Techniques

Featured photo credit: Fakurian Design via unsplash.com

Reference

More by this author

Chris Porteous

The CEO of Grey Smoke Media / My SEO Sucks, helping entrepreneurs to grow their businesses.

The Flowtime Technique: A Pomodoro Alternative 7 Daily Stress-Management Rituals that Improve Your Productivity 5 Simple Steps to Creating a Productive Daily Schedule How a Project Management Mindset Boosts Your Productivity 16 Tips For Success from the World’s Most Influential People

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Last Updated on November 29, 2021

How to Become Indistractable: 4 Powerful Tactics to Help You Focus

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How to Become Indistractable: 4 Powerful Tactics to Help You Focus

From modern technology to interactions with our friends, family, and coworkers, distractions are practically unavoidable. This makes it very hard to focus, especially for a sustained period of time on a specific task. Becoming indistractable, then, is an important skill to learn if we want to be truly productive.

Distractions aren’t going to decrease any time soon with advances in technology. Therefore, there is no better time than now to learn the best strategies to help you defeat distractions head on. Remember, many distractions may be out of your control, but you can learn to take charge of whether or not they take control of you.

In this article, you’ll learn not only why distractions are so destructive, but also why they exist in the first place, and a powerful technique that can help you get rid of them for good.

What Is a Distraction?

A distraction is anything that draws attention away from what you’re doing at a given moment. Examples include looking at your phone each time a notification pops up, chatting with people who stop by your office space while you’re working, or checking social media or emails while trying to finish a big project.

Distractions can cause problems for more than just a few seconds. When you switch your attention, you create attention residue, which can linger for an extended amount of time, getting in the way of your focus.

If you really want to become indistractable, you’ll need to overcome each distraction that steps in your path.

Traction: The Opposite of Distraction

We’ve come to the conclusion that distractions are bad, and we don’t want them interfering with what we need to get done. What we want to achieve is the opposite: traction. Now, there aren’t any official antonym for distraction. However, I propose it so as by definition traction is any action that moves us towards what we really want.

Traction is an action that you fully engage in with intent—following through with what you say you will do.

    How To Tell If You’re Distracted

    Most people find it quite common to be distracted. The bustle of everyday life, heightened by social media and other means of escapism into a reality that’s not ours, has offered everyone things to pass their time with.

    Today, being distracted leads to wasting a significant amount of time during the day. Yet, it is not addressed as seriously as it should be. If you can spot the signs of distraction, then you can tackle the issue in time and live the life you want to.

    “Most people don’t want to acknowledge the uncomfortable truth that distraction is always an unhealthy escape from reality.”
    [1]

    We have become so used to being distracted that we hardly see it as a bad thing anymore. Distraction can look different in various kinds of people. However, if you’re looking to become indistractable then here are signs to look out for to check if you’re becoming distracted so you can address the issue in time.

    • You find yourself wanting to check your phone frequently: Checking your phone often or feeling the need to constantly be active on social media during work hours or when you’re doing a task is one of the biggest signs of distraction.
    • You look at an object for a long time unable to figure out what to do with it: Although you have something to do, and the materials to do it with, you find it hard to figure out how to go about the task
    • The thing you’re working on feels so boring you want to do something fun: This stems from dissatisfaction with the work you’re doing. This dissatisfaction leads to you feeling bored with your task and seeking external comfort in something ‘fun’.
    • When you’re doing something mundane, you’re thinking about doing the things you like: Constantly thinking about things you like is what most people do when they cannot keep traction with the work in front of them. This usually happens when they are thinking about activities they look forward to once the task is over.
    • Audio-visual stimuli around you make it hard to focus on the task at hand: Although you’re working on the task, every voice or passing visual catches your attention. This may cause you to forget about work and listen in on a nearby conversation instead.

    The Reasons for Distraction

    When we talk about distractions, we’re talking about human behavior and reactions to the distractions themselves. And, all human behavior is marked by external or internal triggers.

    External Triggers

    External triggers

    are cues that we take from our environment that tell us what to do, such as pings from our phone or computer that prompt us to look at whatever the alert is announcing: an Instagram update, an email, a text from an old friend. These external triggers compete for our attention with whatever task we’re ultimately trying to focus on. Sometimes, the mere presence of an object itself, such as having your phone nearby, can prompt you to give it attention.

    Internal Triggers

    There are also internal triggers, which are simply cues that come from within, such as hunger, anxiety about an upcoming event, or feeling cold.

    All human behavior is prompted by external or internal triggers; therefore, traction and distraction both originate from the same source.

    How to Overcome Distraction and Become Indistractable

    Distractions can easily take over your life, but below I outline 4 simple tactics to take back your control and become indistractable. This concept I am sharing with you now draws from my book Indistractable: How to Control Your Attention and Choose Your Life.

    1. Master Internal Triggers

    To overcome distractions and slip into deep work, you first need to understand your root cause of distraction. Humans have a natural tendency to want to escape discomfort. Even at times where we are going after pleasure and positive events, our drive often revolves around freeing ourselves from the discomfort of wanting.

    In truth, we will turn to social media, emails, video games, and Netflix not necessarily for the pleasure that they provide, but because of how they free us from psychological discomfort within. While it provides temporary relief, it is an unhealthy way to deal with your life. Even though you can’t control all outside situations and occurrences, you can control how you react to those circumstances.

    Various studies show that when humans don’t give into an urge, craving or impulse, it can trigger rumination and make the desire grow even stronger. So, when you eventually give in, your reward is increased, which can turn quickly into an undesired habit.

    Identify the Feeling or Thought Behind Your Urge

    When you find yourself wanting to give into your distraction, stop and become familiar with the internal trigger. Are you feeling anxious, overtired, or maybe you’re underprepared for the task at hand?

    Write Your Feelings Down

    Using a log and writing down the time of day and what you were doing, along with the feeling that accompanies it. Doing so will help you link your own behaviors with your internal triggers, which will help you better notice the thoughts and feelings that precede certain behaviors and better manage them.

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    Get Curious and Explore Your Feelings and Sensations

    Have a sense of curiosity towards your feelings. Notice if you have butterflies in your stomach, or a tightening in your muscles.

    2. Make Time for Traction

    Planning is critical to beating distractions, because if you don’t plan your day, surely someone else will! When you’re not clear on how you want to deal with your time and attention, anything and everything becomes a potential distraction.

    First, you need to turn your values into time. Of course, many of us want to spend more time with things that matter most to us: our family, friends and hobbies. But, we often fail to do so because we don’t make time for them in our day.

    So, you must acquire the attributes and values of the person you want to become.

    Examples might include becoming a contributing member of a team, spending quality time with your children, jumping into continuing education, becoming physically fit, or giving back to your community. Many of us wish to subscribe to these values, but without making the time to take actions to live them out, they’re simply empty aspirations.

    Timebox Your Schedule

    Timeboxing is, in my opinion, the most effective way to ensure time for your values. Timeboxing is the process of deciding what you’re going to do and exactly when you’re going to do it, helping you become indistractable.

    You simply create a daily calendar template for how to spend your time, so that you have no white space in your day. It isn’t important what you have planned to do, as long as you stick to it. If you feel a need to scroll through social media, just make sure you have planned appropriately for it.

    Be sure to include 15 minutes per week to reflect and refine your calendar, improving it week by week. You can ask yourself: When did I do what I said I would do, and when did I get distracted?

    At times where you became distracted, note what triggered it and come up with a strategy to use the next time the distraction or urge arises. Also ask: Are there changes I can make to my calendar that will give me the time I need to better express my values?

    Synch Your Schedule With Others

    Once your ideal week has been planned, be sure to notify others of importance in your life. Make a clear intention to stick with your plans and involve those who matter most. This could be related to sharing household responsibilities, alerting your boss to your timeline intentions at work, or even scheduling a date with your partner.

    3. Combat External Technical Triggers

    Tech companies are adept at using external triggers to hack into our attention. There are countless ways they do so, but our smartphone use is fueled by many of these triggers.

    Research shows that ignoring a call or message can be just as distracting as responding to one! If used properly, though, you can take control and rely on these external triggers to remind you to follow through with what you planned.

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    To do so, simply ask whether the external trigger is serving you, or if you are serving it. If the trigger leads you to traction, keep it; if it leads you to distraction, get rid of it. A few things to consider:

    1. Remove any and all apps you no longer need.
    2. Remove any apps that you enjoy, but you can use on your computer instead.
    3. Reduce the clutter on your home screen by rearranging the apps on your phone.
    4. Remove notification settings for each app that you don’t need updates on (social media, etc.).

    4. Make a Pact to Prevent Distractions

    Forethought is the antidote to impulsivity and key to becoming indistractable. Therefore, it’s useful to pre-commit to something in order to overcome distraction.

    We cement these decisions far in advance of any temptations and distractions that may come our way. This should only be undertaken after you have followed the other three steps and learned to manage internal triggers, make time for traction, and reduce external triggers.

    Here are the three types of pacts:

    Effort Pact

    This is a kind of pre-commitment that requires you to increase the amount of effort towards something you would rather not do. Increasing your effort forces you make the decision as to whether the distraction is really worth it or not. Some great apps that can help you with this include SelfControl, Forest, and Freedom.

    Price Pact

    This pact puts money on the line, where you get to keep your money if you follow through with your intended behavior, and if you get distracted, you lose your funds.

    I committed to a price pact when finishing the first draft of my book, promising an accountability partner $10,000 if I failed to finish my draft by the set deadline. This was an incentive for me to finish writing my book and keep my money.

    Identity Pact

    This is the method of using your self-image to impact your behavior and become indistractable. By deciding on and undertaking a new identity, you will empower yourself to make decisions based on who you believe you are. Think about vegetarians—they do not have to expend much willpower to avoid eating meat because they have committed to that as part of their identity.

    To become a person who is indistractable, stop telling yourself you are a person with a “short attention span” or an “addictive personality.” Rather, tell yourself, “I am indistractable.” If you say to yourself that you are easily distracted, it instantly becomes a truth. Yet, if you commit to believing that you are indistractable, you will immediately begin to implement these strategies, which will empower you to conquer any distraction that comes your way.

    Easy to Use Tools That Help You Stay Focused

    Technology doesn’t have to be the enemy if you’re looking to become more focused and avoid distractions. Some anti-distraction tools and apps help keep you focused by blocking out possible causes for distraction.

    You might be the sort of person who faces distraction at work, or you just can’t make yourself sit down at your desk and get to work, but there’s always hope. Here are some of the best tools that remove distractions and bring out your best potential.

    1. Dewo

    This apps blocks all distracting social media apps automatically, keeping you free from notifications and the constant light-up of your screen. The best part of Dewo is that it gets accustomed to your focus patterns and can even go on ‘automatic’ mode for you.

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    You can ask the app to schedule meetings and appointments for people in your contacts, and it simply picks the most convenient time for you that won’t interfere with your focus schedule.

    2. Freedom

    The Freedom app, much contrary to its name, restricts websites and locks up the internet during focus hours. Once you’ve made up your mind to lock up apps then it won’t let you access them regardless of how you feel later.

    For those who find themselves distracted even on their laptop, this app will work on the computer as well. Most people may consider these methods ruthless, but they are incredibly effective.

    3. Focusme

    Readers who are looking for an app that helps them create healthy work patterns, minimize distraction, block attractive sites, and much more – FocusMe is the perfect app for you. This app helps block out certain apps and sites for selected periods.

    It also gets used to the owner’s work ethic and gives helpful tips and suggestions on what apps to block and when to take breaks. This increases productivity and reduces the chances of dissatisfaction and boredom.

    The Bottom Line

    To become indistractable, you don’t need to have superpowers. It’s truly as easy as following the few steps mentioned above. When you master internal triggers, make time for traction, dissolve any extraneous external triggers, and prevent distractions by creating pacts, you will reshape your entire life.

    However, the important part is to understand that to make a difference, you need to act now. There is no better time to regain control over your life than the present. Taking things step-by-step helps you sustainably achieve your goals. You want to be indistractable for the rest of your life, not just for the week.

    Once you have the ability to see tasks to the end after having committed to them, nothing in life can derail you from your path. This is why indistractability is important, it disciplines you to deal with the harsh realities of life.

    Here are some tips on how to work on your traction just as you finish reading this article.

    • Go through your apps and remove ones that are absolutely unnecessary to your life and goal. You may keep only two that you use for games or recreation.
    • Practice mindfulness through keeping a diary, making observations about your day, having a to-do list, and much more.
    • Whenever you find yourself distracted, re-evaluate the place of that distraction in your life and how it implicates your life’s goals.

    More to Help You Stay Focused

    Featured photo credit: Austin Distel via unsplash.com

    Reference

    [1] Nir Eyal, Indistractable: How to Control Your Attention and Choose Your Life

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