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How to Make the Pomodoro Technique More Productive

How to Make the Pomodoro Technique More Productive

The Pomodoro technique is a time management method developed to increase your productivity. The theory is simple: you break down your work into periods and then take short, scheduled breaks. I’ve been using this technique for a while and even if it really helped me focus on one task at a time I was missing something. Indeed, I found the Pomodoro Technique very restrictive and not user friendly. My main concern was about the “timer” which is not really friendly, but I finally found a solution—an alternative to this unkind timer: the musical timer!

The Pomodoro Technique in a Few Words

The Pomodoro Technique is really simple to understand: you work for 25 min, and then you take a 5 min break. After 4 Pomodoro slots you take a longer break. In order to work with this method, you first need to break down your to-do list into 25-minute periods. If a task is going to take you more than 25 minutes then you can set up several periods for one task (you’ll be surprised how long certain projects can take!).

Your to-do list is organized, so now you’re ready to get started. You only need a timer to set up the 25 minute slot—you can use a kitchen timer, your iPhone timer or the mobile application Pomodoro timer. This timer is here to help you focus on what you have to do. In fact, during those 25 minutes you’re not going to do anything else except the task you planned to do. Then at the end of the period the timer will ring to notify you that you can now take a break.

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The basic idea is to have a short period of time in which you’ll only focus on a single task. During this period, you’re not supposed to check your emails, open your Facebook, or respond to your phone. I found this technique really useful for two reasons:

First, it really helps you focus for 25 minutes straight. You’ll meet your objectives by telling yourself that you’re not allowed to procrastinate during a slot.

Secondly, it helps you realize how long some tasks could take… and measure the effort you put forth to complete those tasks for less than stellar results.

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The downside of this technique is that it’s really not much fun; you have your timer on your desk, and it vibrates/rings when time is over, like a school bell (it brings up so many bad memories!) So I found a new way to make this technique more fun.

My Musical Timers

I’m a music lover—I love to listen to it when I work, at home, or in my car. Most of the time, when I have a very specific task to do, I would just listen to music to isolate myself in my bubble. It feels great because I can really focus on what I need to do, and I can’t hear what people are saying around me so I don’t get distracted.

That’s how I started to use my playlists as personal Pomodoro timers. One day I was listening to a 30 min music mix I had made a few weeks before. I told myself: “Okay, you have this article to write and you’ll have until the end of the mix to write it”. It worked really well, as the music helped me focus on my task and still had a limited time to complete my task.

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From then on, I made few other mixes from 25 to 40 minutes that I would use as Pomodoro timers! No more unpleasant ringing to notify me that It was time to take a break, and I could still track the time I was spending on a task.

How do I manage my time with my musical Pomodoro timers?

This is really simple. In the morning I check my to-do list, and for that I use the collaborative task management application Azendoo. I prioritize the things I have to do and I estimate how long each task is probably going to take me. Then I select a musical mix for each task and I start working. I even add the link to my music mix in my task description so when I open it I start the music and I begin to work immediately.

When each mix is over, I’ll take a 5 minutes break (I check my emails, go grab a cup of coffee, check my Facebook, phone, etc.) and then go on to the next task and the next music mix. It really makes me much more productive because I know that I’m done when the music is over, and it’s way more pleasant than a ringtone!

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Now, I don’t really respect the 25-min slots anymore. Instead, I use mixes with different lengths and I affect them to my task according to their level of difficulty. Of course this technique is not going to work for everyone, but if you love to listen to music at work, give it a try!

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Last Updated on August 6, 2020

Why Working 9 to 5 Is Outdated

Why Working 9 to 5 Is Outdated

Bristol is the most congested city in England. Whenever I have to work at the office, I ride there, like most of us do. Furthermore, I always make sure to go at off hours; otherwise, the roads are jam-packed with cars, buses, bikes, even pedestrians. Why is that? Because everyone is working a traditional 9 to 5 work day.

Where did the “9 to 5” Come From?

It all started back in 1946. The United States government implemented the 40 hour work week for all federal employees, and all companies adopted the practice afterwards. That’s 67 years with the same schedule. Let’s think about all the things that have changed in the 67 years:

  • We went to the moon, and astronauts now live in space on the ISS.

  • Computers used to take up entire rooms and took hours to make a single calculation. Now we have more powerful computers in our purses and back pockets with our smartphones.

  • Lots of employees can now telecommute to the office from hundreds, and even thousands of miles away.

In 1946 a 9-5 job made sense because we had time after 5pm for a social life, a family life. Now we’re constantly connected to other people and the office, with the Internet, email on our smartphones, and hashtags in our movies and television shows. There is no downtime anymore.

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Different Folks, Different Strokes

Enjoying your downtime is an important part of life. It recharges your batteries and lets you be more productive. Allowing people to balance life and work can provide them with much needed perspective and motivation to see the bigger picture of what they are trying to achieve.

Some people are just more productive when they’re working at their optimal time of day, after feeling well rested and personally fulfilled.  For some that can be  from 4 a.m. to 9 a.m; for others, it could be  2 p.m. to 7 p.m.

People have their own rhythms and routines. It would be great if we could sync our work schedule to match. Simply put, the imposed 8-hour work day can be a creativity and morale killer for the average person in today’s world.

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Productivity and Trust Killer

Fostering creativity among employees is not always an easy endeavor, but perhaps a good place to start is by simply not tying their tasks and goals to a fixed time period. Let them work on their to-do list at their own pace, and chances are, you’ll get the best out of your employee who feels empowered instead of babysat.

That’s not to say that you should  allow your team to run wild and do whatever they want, but restricting them to a 9 to 5 time frame can quickly demoralize people. Set parameters and deadlines, and let them work at their own creative best with the understanding that their work is crucial to the functioning of the entire team.

Margaret Heffernan, an entrepreneur who previously worked in broadcasting, noted to Inc that from her experience, “treating employees like grown-ups made it more likely that they would behave the same way.” The principle here is to have your employees work to get things done, not to just follow the hands on the clock.

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A Flexible Remote Working Policy

Yahoo CEO Marissa Mayer famously recalled all her remote workers, saying she wanted to improve innovation and collaboration, but was that the right decision? We’ve all said that we’re often more productive in a half day working from home than a full day working in the office, right? So why not let your employees work remotely from home?

There are definitely varying schools of thought on remote working. Some believe that innovation and collaboration can only happen in a boardroom with markers, whiteboards and post-it notes and of course, this can be true for some. But do a few great brainstorms trump a team that feels a little less stressed and a little more free?

Those who champion remote working often note that these employees are not counting the clock, worried about getting home, cooking dinner or rushing through errands post-work. No one works their 9-5 straight without breaks here and there.  Allowing some time for remote working means employees can handle some non-work related tasks and feel more accomplished throughout the day. Also, sometimes we all need to have a taste of working in our pajamas, right?

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It’ll be interesting to see how many traditional companies and industries start giving their employees more freedom with their work schedule. And how many end up rescinding their policies like Yahoo did.

What are your thoughts of the traditional 9-5 schedule and what are you doing to help foster your team’s productivity and creativity? Hit the comments and let us know.

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