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Summary

Introduces The Pomodoro Technique, a method for sustainable personal time management.

Abstract

An unofficial introduction to The Pomodoro Technique, a method for sustainable personal time management by Francesco Cirillo.

What's in a name?

Pomodoro is Italian for tomato, and each timeboxed "pomodoro" takes 25 minutes just enough time for Francesco Cirillo to cook some fine tomato source.

"The Pomodoro" in the technique is an Italian kitchen timer for tomato sauce shaped like a Pomodoro.

This visceral physicality is important to the effectiveness of the technique. The distinctive shape and the act of winding becomes conditioned as an associative trigger for focus and flow; the ticking is a constant reminder that this time box is devoted to productive work, not play; time counting down builds completion pressure; and the ringing bell ending the session marks the transition from concentration to relaxation and reflection.

This mix of simple methodology and complex psychology is characteristic.

If you're not using timeboxing, then follow Dreyfus Rule: applying everything for two weeks before trying variations.

My recovery programme means computer time is already timeboxed for me. (Using a ladybird.) In many ways, I think introducing an Agile method is easiest on a blank slate. All you need to do is ensure that people are fully trained and buy into the process. It's more difficult to adapt existing working practices especially when faced with constaints and practices may be described as a variation.

I'll run quickly through the basics of the technique then open up the discussion towards why it works.

Many people will be able to guess the technique from here, and some will recognise the classic elements for productivity and focus boosting methods. Activity inventory is a back log from which activities are pull at the start of the day onto the To Do Sheet. The To Do sheet is a daily pla. The records sheet collects empirical feedback for continuous improvement.

The activity inventory sheet records the backlog. At the start of each day, prioritize then write enough tasks to fill the time available today onto a new To Do sheet. Add a "Unplanned & Urgent Activities" section. This space allows the plan for today to evolve in response to change. Emergent activities which aren't urgent today are added to the Activity Inventory.

The Pomodoro technique aims to boost creativity and productivity by boosting focus and flow. Both are sensitive to interruptions. The default way of handling interruptions within a productive timebox is to record them quickly whilst context is maintained for the primary task and before the thread is lost. Switching contexts is an expensive operation brain-wise. Once the thread is lost, focus and flow are hard to regain. If an interruption really has to be handled immediately, then the timebox must be voided.

"A Pomodoro is indivisible"

Each day (usually at the end) the record sheet is updated by adding records of the day's progress. In the same way that iterative methods record velocity using reguarly sized timeboxes then use this data for continuous improvement and future estimation, these records allow empirical methods to be used for personal improvement. This documentation is an investment in improving your future productivity.

"The next pomodoro will go better"

"If a task takes more than 5–7 Pomodoros, break it down"

"If it takes less than one pomodoro, add it up, and combine it with another task"

When pulling tasks from the Activity Inventory, timebox them into units. Combine tasks smaller than a Pomodoro.

Break big (5-7) tasks down - when faced with weeks of work without intermediary rewards, procrastination is an easy and natural way out but an unproductive one. Breaking out smaller tasks do-able within the day motivates, provides intermediary milestones and helps to estimate progress. Estimation is tricky but improves with practice. Always estimate, record then review.

"Once a Pomodoro begins, it has to ring"

The Pomodory Technique emphasises sustainable progress. Establishing a regular work-rest rhythm is essential for this. When a task is completed before the bells rings, spend the time reviewing and overlearning, aiming for mastery. After every Pomodoro take a short (3-5 minute) break.

The rest allows assimilation and relaxation, not to divert attention onto another task requiring concentration. Get up. Stretch. Walk around. Get another cup of tea. Don't be tempted to read email or catch up on other work. After a set of 4, take a longer (15-30 minute) break to allow reflection and reconsideration of the day's work. Feel free to check email but don't be drawn into complex thought. If anything important emerges, add it to the To Do.

The use of "The Pomodoro Technique" is intended to be normative only.