What is the link between tomatoes and team productivity? No, it’s nothing to do with the importance of Signor Tomato from Gianni Rodari’s fairy tale, and it’s not about tomatoes per se.
We’re going to tell you and show you everything. And most importantly, we will explain how this methodology can be useful in project management.
What is the Pomodoro Method?
As you can see from the picture, a tomato (which is how the word ‘pomodoro’ is translated from Italian) in this management methodology is an analogue of a kitchen timer that can be set for a certain period of time (usually no more than 30 minutes).
The point is that in Italy, where the pomodoro method was developed, timers are often made in the shape of an appetising tomato. In other countries, timers are often made in the shape of eggs, apples, clocks and other things. The time management technique could just as easily have been called an egg or an apple.
But even if you type Tomato Timer into a search, along with pictures of timers, you are sure to come across articles about the Pomodoro method.
That’s how a simple device became the symbol of an entire time-management methodology.
The Pomodoro method is a simple and straightforward time-management technique proposed by the Italian Francesco Cirillo in 1980. It involves alternating periods of activity (working on tasks) with periods of rest according to a set timer: 20-30 minutes of work versus a break of about 5 minutes.
Basics of the Pomodoro Method
A major productivity problem is procrastination. In today’s world, procrastination has all the signs of a pandemic. A huge amount of information from multiple sources distracts and scatters attention.
It is very difficult for the human brain to focus on one thing, it needs reference points.
And it is just such a simple and easy-to-understand kitchen timer (although nobody is stopping you from using more advanced technologies such as mobile applications or web services) that acts as a kind of divider between work and other activities.
This is a kind of controlled procrastination: you know exactly when you can distract yourself and do tasks unrelated to your main job.
The main principles of this approach are as follows:
- Make a complete list of your work tasks and prioritise them by importance and urgency (you can use the Eisenhower Matrix approach, which we discussed in the article on how to prioritise your work).
- Set a countdown timer for 25 minutes (this can be changed to suit your needs and focus, but it is not recommended to use the timer for more than 30 minutes).
- During this time, focus your attention solely on working on the current tasks on your list, in order of priority.
- When the timer goes off, you can take a 5-8 minute break and do anything to distract yourself. For example, read the news, reply to private messages in chat, browse your feed. As long as it is not your main task.
- A new timer will start and the cycle will repeat.
- After 4 ‘tomatoes’ you can take a big break of 15-30 minutes.
It’s best to stick to a 25+5 minute cycle — that’s a total of 30 minutes for the whole tomato. These cycles are easier to manage: 4 cycles of -2 hours, big break of 20 minutes, 4 more cycles of 2 hours, big break of 20 minutes, 4 cycles of 2 hours, 20 minutes rest and again 2 hours work. In total: 8 hours of work + 1 hour break (a full working day). The 5-minute breaks can be ignored, as it is not possible for a person to concentrate for the full 8 hours.
It’s more a question of how efficiently you can use those 8 hours to work on tasks.
The effective working time is not directly linked to the tasks on the list, so you don’t have to try to complete one or a fixed number of tasks during a ‘tomato’.
Of course, tasks should assume that you can pause to work on them. If this is not possible, change the timer period to a more optimal value.
The division into ‘tomatoes’ of 30 minutes is conditional.
What to do in case of interference?
Imagine a situation where you are working on a task and are interrupted by external distractions: customers with their requests, colleagues communicating on the same tasks, and many others.
How do you deal with these distractions, which inevitably reduce your concentration?
The answer is simple:
- Unless it is an additional task from your manager, let the other person know that you are busy.
- Set a specific time when you can deal with the incoming request (e.g. to discuss a colleague’s problem or to fully understand the issue).
- Include this meeting or discussion in your overall time-bound task plan (slots, if you’re on a strict 30-minute ‘tomato’ schedule).
- Return to that task at the scheduled time.
This way, the overall flow of your work doesn’t suffer and you can maintain your focus and productivity.
When compared to other time management methods (Top 10 Project Management Methods, Modern Project Management Practices, Team Task Scheduling), Pomodoro’s advantages include:
- Ease of technical implementation. There is no need to use complex control systems (BPM, CRM and ERP, how they differ from each other), group calendars and other external tools. A single countdown timer is sufficient. The timer can be physical (an ordinary kitchen timer or built into a classic desk, wall or wristwatch), software (in the form of an application for a PC or mobile device) or as a web service (works and runs through a browser).
- Full compatibility with any complex project management methodology. You can set and schedule tasks according to any company standards and frameworks. Pomodoro helps to improve concentration and reduce procrastination.
- Reduce the impact of distractions. To be on the safe side, set smartphones to ‘on plane’ mode or only read chat room notifications when you are not actively engaged.
- Improved concentration and motivation. You focus your attention only on the work on your to-do list.
- Improve case performance. That’s what planning, monitoring and other activities are all about — improving performance.
- Reduced burnout. The employee perceives the work more easily on any type of task. It is a kind of small ‘runs’ for a fairly predictable and easily measurable time (25-30 minutes). During such cycles, one clearly understands the limits of the tasks and can redistribute one’s energies. As a result, it is almost impossible to burn out from the unbearable burden of projects that have not been taken to their logical conclusion.
Disadvantages of the Pomodoro Method
Of course, every method has its drawbacks, and Pomodoro is no exception.
- The method is incompatible with complex and time-consuming tasks. To fit them into cycles of 25-30 minutes, they have to be broken down into fractional subtasks. This can sometimes be extremely difficult. Splitting tasks also takes a lot of time and effort. It’s best if the employee does it themselves during their working hours. If you don’t want to lose, forget or miss anything, use a day-planning app.
- The method is incompatible with some types of position, especially those with many distractions. It will not work to endlessly postpone discussions with customers and employees to your spare time. This will have a negative impact on reputation. Example: consultants, technical support specialists, etc.
- Even with a physical timer, it can be very difficult to plan your activities. It is even harder to fit your activities into a strictly defined cycle. You will still miss something. You will have to start working on a new task and stop abruptly because your activity time has run out. This is definitely not good for your motivation or concentration.
- Pomodoro does not fit into the normal working day, where the only break is in the middle of the day. No one is going to let an employee take a half-hour break unless it is required by company standards.
Instead of conclusions
The Pomodoro method should be considered primarily in terms of personal motivation and the organisation of working time. It may not fit in with existing company standards and business processes. However, it can be refined and adapted to suit your needs. The basic idea is to set aside periods of time when you can concentrate on your work and not be distracted by outside stimuli.
In this way, the method works perfectly and produces really clear results — increasing efficiency and reducing procrastination.
