Productivity Tip – Try The Pomodoro Technique

144 times a day. According to a 2023 survey from Reviews.org, Americans check their phones an average of 144 times a day.

Our phones top the list of the noisy & bedazzling things that divert our attention. Each source of distraction siphons a little more fuel from the engine of our productivity.

In his book Deep Work, author Cal Newport defines deep work as “the ability to focus without distraction on cognitively demanding tasks.” Cal goes on to explain how deep work is difficult to achieve. “Deep work is becoming increasingly rare and increasingly valuable in our economy. The few who cultivate this skill will thrive.”

The concept of deep work is incredibly appealing. We all want to be as productive as possible, running on all cylinders.  We want to deliver value. We want to thrive.

But, this deep work is difficult to achieve. We are easily distracted. Email, Androids, iPhones, Slack, Zoom, Teams, social media… everything is vying for our attention. To add to the list of distractions, each of us experience cognitive fatigue during a typical work day. The human brain is like a muscle – the brain gets tired from overuse and needs recovery time.

Yet, the demands of work keep coming. Delivery dates and deadlines fill your calendar, then a big new problem surfaces. These daily demands couldn’t care less that your brain is tired and needs a break. They want your attention now.

What can we do about it? 

Hey, Colin Powell and Matthew Walker… thanks for the advice to get a good night’s sleep and tackle the problem with a fresh brain tomorrow.

But, what if you don’t have until tomorrow?  What if you really need to work this problem out today?

Introducing the Pomodoro Technique.

First, “Pomodoro” is not the name of a new supplement or a brand of caffeine-laced protein bars. Pomodoro is a technique – a set of simple steps – that can be a game-changer for your productivity. Best of all, you can build this new habit into your daily work routine. Let’s see how it works…

The Pomodoro Technique involves these 6 steps:

1. Identify one task to complete
2. Set a timer for 25 minutes
3. Work on one task
4. When 25 minutes is up, take a 5-minute break
5. Repeat steps 1-4 three more times
6. Take a 30-minute break and start the steps again.

Let’s take a closer look at each step…

Step 1: Identify one problem to solve or one task to complete. This critical starting point forces you to prioritize your work. What is most important? What delivers the most value?  Project management guru Neal Whitten has written courses that point out behaviors that lead to exceptional performance. Neal’s advice: always know your Top 3 priorities. Focus ruthlessly on number 1. Complete it. Now, turn your attention to item 2. Etc.

Not sure about your Top 3? Confirm them with your manager. Early in my career at Velociteach, I met weekly with CEO Andy Crowe for that purpose. We both wanted to know that my top priorities were aligned with his.

Step 2: Set a timer for 25 minutes. Buy a classic kitchen timer, or explore many options online… or use your distracting smartphone!

Step 3: Work on one problem or task. This step is the most challenging. Focus your efforts on solving that big problem or making progress on the top-priority task. Start by assessing those things that keep you from focusing. What are the sources of your distractions? Turn off notifications. Turn your phone on silent. Block out your calendar. Close email. What if you finish that first task? Move on to the next most important one on your list.

Step 3 will take the longest for you to master, because we all struggle with distractions.

Step 4: When 25 minutes is up, take a 5-minute break. Your brain works more efficiently when you give it small, frequent breaks. Use these 5 minutes to rest your central processing unit! Do not dig into another problem. Don’t check your email or get pulled into someone else’s web of urgency. Instead, do something physical. Take a brief walk, do a few pushups, climb the stairs, or eat a snack.

Step 5: Repeat steps 1-4 three more times. Pick a task, set a timer, work it, and take a break. Rinse. Repeat.

Step 6: Take a 30-minute break and start the steps again. With this longer break, you can get some things done. Eat lunch. Complete a short workout. Run an errand. If you are working from home, you can really get creative. Finish the laundry… load the dishwasher… what fun!  Again, the key is to give your brain a rest.

Make the Pomodoro Technique a part of your daily routine.

Your productivity and energy levels will reach new highs. You’ll get things done. And, you will become a more valuable member of your team and organization.