How to Eliminate Procrastination by Using the Pomodoro Technique

In the late 1980's Francesco Cirillo created the "Pomodoro Technique," a popular time management hack.

Cirillo was studying for his end of year exams at university and wondered if he could perform 10 minutes of ultra-focussed studying. Initially he couldn't, but very quickly he began to develop and mould this strategy.

Using nothing more than a tomato-shaped kitchen timer (Pomodoro means Tomato in Italian), Francesco Cirillo created the now popular, Pomodoro Technique.

The principle is to complete 25 minutes of continuous uninterrupted work on a given activity, followed by a 5 minute break. It is scientifically proven, that 20 - 45 minute intervals can maximise our attention and mental activity if followed by a short break.

"The Pomodoro Technique encourages conciousness, concentration and clear-minded thinking" Francesco Cirillo

Disclaimer: In order to truly show the procrastination-busting value of the Pomodoro Technique, I wrote this whole article (including research and notes) under the rules of the Pomodoro Technique. See how I got on and whether or not you want to super-charge your work!

How Does it Work?

Defining the relationship between people and time is something that scientists, thinkers and theologists have had to admit defeat over and over again. We can split our perception of time into two different views. Becoming, which is the abstract division that we have given time i.e. minutes, hours, days; and Succession which is the concrete 'aspect of temporal order.'

The Pomodoro Technique isn't about seeming faster, it's about being faster.

It eliminates procrastination by allowing a 5 minute window in every 30 minutes to do what ever we want to do (i.e. not work/procrastinate). So by allowing it in the 5 minute window it is no longer procrastination as it is what we are meant/allowed to do as opposed to work.

The main benefits of the technique are:

• Enhanced focus
• Reduced interruptions
• Consistently boosted motivation
• Improved work/study process
• Procrastination eliminated

A traditional Pomodoro 'cycle' involves 30 minute bursts, with 25 minutes of complete work followed by a 5 minute break.

Complete work is seen as continuous uninterrupted work, purely focussing on tasks in hand. Break is seen as 'switching off,' ideally having nothing to do with the work being undertaken i.e. making a cup of tea, or listening to your favourite song.

(If you are wondering what I do on my breaks, I plug my headphones in and crank up the volume to this song)

Every 4 Pomodoro 'cycles' is followed by an extended 15 - 30 minute break. A Pomodoro is intense and is meant to be a sprint, so we need to give ourselves suitable down-time to mentally freshen-up.

Already you may be feeling like there is no way that you can work uninterrupted for 5 minutes (let alone 25!). But hold that thought, we help solve that later in the article.

Streamlining Your Work

The key to really increasing efficiency under the Pomodoro Technique and removing procrastination is organising your work properly. We are creatures of habit, and not having a routine is still having a habit (just a bad/inefficient one). This can be replaced with a good habit, so instead of adding things to our day, we are merely substituting a good one for a bad one.

The diagram below shows how planning and learning to deal with interruptions help us with self-inspection, which in turn, allows us to adapt and create a simple and efficient way to get continuous work completed, that suits us and our lifestyle.

Source: Pragprog.com

1. Planning

First we need to ask how much effort a task requires? This is then estimated by the number of Pomodoro's (25+5) we expect that task to take. Knowing what we are working on and sticking to that task in intense sprints maximises efficiency. If you estimate that a task takes more than 5 - 7 Pomodoro's to complete, then split it down even further.

2. Reduce Interruptions

We need to cut down on the interruptions that we allow to occur during the 25 minutes of uninterrupted continuous work, before we can cut them out we need to know what they are. They come in two forms; Internal and External.

Internal - procrastination, such as reading articles online or checking social media. i.e. doing anything but the task in hand, even if it is 'work-related'

External - phone ringing, emails, someone asking you a question, noise i.e. anything you have less opportunity to control

If we are working in a social environment (such as an office) it is a lot easier for us to be interrupted. But, if we take a leaf out of web developers, who can be seen with headphones on and 'wired in' to their computer.

We can do this by creating Systematic Interruptions. Entrepreneur Tim Ferriss checks his emails once a day and lets people know that is what he does. A former lecturer of mine used to schedule in a 2 hour drop-in session every week, she wouldn't answer questions outside of that. It was annoying to start with, but after a few weeks that 2 hour slot was penned into my calendar.

Let others know you are working. How urgent is it to reply to the email this second? There are rarely emergencies that we have to deal with exactly now and no other time will do. We need to find time for interruptions so that we can expect them and let others work around us, rather than the other way around.

3. Recording

When we are planning we are obviously estimating the required time/effort for each task based on the number of Pomodoro's (25 minutes work + 5 minute break). To begin with, this may be way off what we expect, which is why recording our results is so vital and it takes less than 10 seconds.

• Boxes = estimated Pomodoro cycles to complete task
• X's = Actual Pomodoro's completed
• Apostrophes = interrupted/non-continuous cycle

I estimated 7 cycles (3 hours 30 minutes) which was optimistic. The actual time taken was 9 Pomodoro cycles (4 hours 30 minutes). This article is longer than I would usually write, but it has definitely been one of the most efficient.

As we progress we start to build up a picture of our efficiency and the feedback loop of planning to recording and adaptation becomes much tighter. As you increase your self-observation and decision making the amount of efficient work that can be created within 25 minutes will also increase, knowing this is valuable.

For example, if you are a consultant writing a proposal for a job, knowing the time that it will take you is imperative to ensuring that you make a profit. The Pomodoro Technique gives you a firmer grip on your own efficiencies and potential.

Adapting the Pomodoro for Your Benefit

Maximising the effectiveness of Pomodoro involves self measuring, simple planning and tracking. You can do this a number of ways, by downloading an app, using a spreadsheet or just a pen and a bit of paper. You can make it as complex as you want, but it doesn't need to be.

Research has shown that those who are not used to being self-disciplined and also people who are very goal oriented, often struggle more initially but they show the best improvement and results after 6 weeks of performing the Pomodoro Technique.

The Pomodoro Technique isn't about seeming faster, its about being faster. Start by trying to reach 10mins, then take a break. Make sure each consecutive Pomodoro cycle is longer than the previous until you reach 25 minute sprints (which is easier than you think). You can then use it as often as you like.

Initial objective = finish one Pomodoro, 25 minutes of continuous uninterrupted work on a given activity

And if everything goes completely wrong (which it will, because we are human); reduce time of Pomodoro, increase break and briefly write down why it went wrong. But the easiest way (which is also the backbone of the technique) is to focus on the next Pomodoro.

I struggled at first and then after a few I had to force myself to stop (it's easy to get carried away, I went for 40 minutes). The technique encourages conciousness, concentration, clear-minded thinking which is something that I struggle with, yet after using it for a few days I began to look forward to the next 'cycle' as opposed to the next break.

Overall it is a great tool to increase efficiency and eliminate procrastination. But like most things, you won't feel the benefits of it until you give it a proper and fair trial.

Procrastination is dead, long live Pomodoro!

Paul Davies writes about the search for living a happier and healthier life. For more ideas and easy systems you can implement to change your life then join his free newsletter.