If you’re having trouble getting work done — because you procrastinate, because you lose focus, or because of your perfectionistic tendencies — a time blocking approach to managing your time might help. The Pomodoro Technique, developed back in the 1980s by Francesco Cirillo, is the best-known approach but certainly not the only one.
The Pomodoro Technique
The Pomodoro Technique has you work on a specific task for a 25-minute block, called a Pomodoro, with no interruptions. You set a timer to let you know when each Pomodoro is done. After each Pomodoro, you put a check mark on your log sheet and take a 5-minute break. (You also note how many times you were tempted to break the Pomodoro.) After four Pomodoros, you take a longer break, around 20-30 minutes.
The 5-minute breaks are not meant for anything requiring a lot of brainpower. Getting up and walking around is recommended. You could also do desk exercises or start a load of laundry (if you work at home). The idea is to give your mind a rest.
One thing I really like about this technique is how it gets you to understand how long a task takes, which is very helpful for anything you do repeatedly. Is something a one-Pomodoro task, a two-Pomodoro task, etc.? You may also choose to limit yourself, only allowing a specific number of Pomodoros to complete a task, and thus keeping perfectionistic tendencies at bay.
Fans note that this technique helps them get going on a dreaded task, since deciding to do just one Pomodoro isn’t so intimidating. It helps them stay focused, since they know that doing something like checking social media is off the table until the Pomodoro is done.
For those working in teams that require a lot of interaction, Pomodoros can be a problem unless everyone starts in unison. If they don’t, team members may never be free at the same time to have discussions. As Ben Northrup wrote, what’s needed in this situation is a “shared Pomodoro.” His project team solved this problem by having two shared Power Hours per day, when everyone agreed to do focused work.
The Rule of 52 and 17
Julia Gifford looked at the data in a time-tracking and productivity app and found that the most productive 10 percent of users worked on average for 52 minutes at a time, and then took a 17-minute break before getting back to work. So if you like the idea of Pomodoros, you may want to play with the times and see what works best for you.
90-minute blocks of work
As Tony Schwartz noted in The New York Times, a study of elite performers (musicians, athletes, chess players, etc.) found they practiced in uninterrupted sessions of no more than 90 minutes. They took breaks between these sessions, and seldom worked for more than four and a half hours every day.
Schwartz said he changed his own writing practice to work in three uninterrupted 90-minute sessions. He found that he finished writing his books in less than half the time he took for his previous books, when he worked for 10 hours a day.
While many people can’t work for just four and a half hours each day, this approach may work for those who have more control of their time, especially those who are focusing on building their skills.
Do you use any time blocking technique? If so, please add a comment to let us know what you do and how it’s worked for you.