The simple technique to get hard things done
How a tomato timer can supercharge your brain
I didn’t want to write this post.
Okay I lied. I actually like writing. What I don’t like is going through the process of writing a post.
Why?
Because it’s hard! First I have to think up an idea. Then I have to draft up an outline. Then gather research. Then actually write it. Then edit. Then re-write. Then re-edit.
And then there is the whole process of posting it online and sharing it. It is no wonder I didn’t want to write this post. Hell I’m amazed by the people who manage to put pants on everyday.
Here’s the thing — my brain hates hard things. And I’m guessing your brain might be similar. Millions of years of evolution designed the brain to be efficient. Hard work means using more energy. The less energy you have to use the more is available for important stuff. Like running away from lions.
But even though things have changed dramatic since we had to knock rocks together to make fire, our brains have not. Our brains still crave simple and easy tasks, but the modern world likes to give us ambiguous, complex projects.
When confronted with a task like “write blog post” we become stressed and this can cause actual pain in our brain. Our brains look for ways to stop this pain and switch to something easier or more pleasant. Such as organising our paper clips by size and colour options (What? You don’t?).
This procrastination keeps us from achieving what we need to do in our personal and business lives. It’s especially dangerous as small business owners. We don’t have a boss looking over our shoulder, letting us know when we need to stop screwing around and get to work.
We need a way to focus our caveman mind, ignore distractions, and get sh*t done.
I have not found a single more powerful, or simple method than the Pomodoro Technique to do this. I want to share with you what it is, why it works, and how to start implementing it in your work routine.
What is the Pomodoro Technique?
Italian Francesco Cirillo invented the Pomodoro technique as a student. He struggled to stay focused at university and looked for a way to stay productive with his studies. He made a small bet with himself — stay focused for 10 minutes. He then grabbed a kitchen timer shaped like a tomato to set a countdown (this is where the word “pomodoro” comes from as it’s Italian for tomato).
That day Francesco discovered the awesome power of the technique. Since then it has developed into a complete system that has spread worldwide.
The Basics
For any large task or project, break up your work into small chunks of time, typically 25 minutes.
You must focus solely on this task for the entire 25 minutes with no distractions. After you finish you then take a short 5 minute break from the work. You then reset the timer and complete another 25 minute chunk, then break.
You can repeat until you finish the task or you need to move onto other activities. After 4 pomodoros in a row it is recommended to take a longer 15–30 minute break.
What to use it for
The technique works best for large tasks, but also useful for batching small tasks. Use it for processing your emails, filing documents, and other similar admin tasks.
Use it on tasks you find difficult to start and be amazed at how much you can accomplish when you focus.
Broken Down
- Choose a task to focus on
- Set a timer (we’ll discuss options later) for 25 minutes
- Focus and work on this task, ignoring distractions, for the full time
- At the end, set a 5 minute timer for your break
- Repeat cycle again, taking a longer break every 4 pomodoros
Why It Works
By working in short bursts you can focus knowing you will get a break to relax. Like I explained before, your brain will literally experience pain when faced with an unpleasant task. By breaking up your work into small chunks (a topic I will explore further in the future) you reduce the mental energy required to start.
Habit experts call this “Activation Energy”.
The bigger the task the more energy it takes it even start. Saying “I need to write an entire blog post” may sound easy, but your brain knows the amount of work involved and will resist even starting.
Instead, you say “I will write for 25 minutes”. Ahh… doesn’t that sound better?? Anyone can write for 25 minutes.
The Importance of Breaks
Taking a break serves a very important purpose.
Our brains process information using two modes: a focused mode, and a diffused mode. In the focused mode we concentrate intently on something (like during the 25-minute pomodoro). In the diffused mode we relax from focusing and let our thoughts wander.
Having our brain relax allows connections to form that wouldn’t happen otherwise. This is where that elusive Creativity emerges and breakthroughs happen.
I can find it difficult to actually take a break because I’m in the swing of things and want to keep going.
But taking breaks does several important things:
- Lets your brain relax from the strain of focusing. Think of taking a rest after lifting weights to let your muscle recover.
- Gives you a reward for the hard work by letting you do something different. Rewards form a key part of creating lasting habits.
- Allows your brain to form new connections and spark ideas. You may discover a better way of doing something. Or if you’re stuck, it may provide that boost of inspiration you need to keep working.
Still don’t believe me? The great author Ernest Hemingway would stop his writing mid-sentence at the end of the day. He did this so his mind knew exactly where to pick up the next day and he could begin writing without hesitation.
He understood the power of letting the brain rest so it could return fresh and attack the work with purpose.
How to Implement
Now that you understand what the pomodoro technique is and why it works, we can talk about how to implement it into your working routine.
The simplest way to do it is to pick a task, set a timer on your phone or computer for 25 minutes and get to work!
iPhone instructions: How to use the Clock timer on iPhone and iPad | iMore
Android instructions: How to Use the Alarm, Timer, and Stopwatch on Android
Computer: This is easy. Go to www.google.com. Type in “25 minute timer”. Google will automatically create a 25 minute time. Click start and an alarm will sound when finished
Apps
There are dozens of apps in the App Store or Google Play Store to use for more advanced Pomodoro timers. These apps allow you to track tasks, interruptions, and other stats if you’re so inclined. Simply search for “pomodoro” and you should find several.
The Zapier blog did a review of several top apps that is worth a read.
My Personal Setup
I use the Menubar Countdown application for my Mac. This timer sits at the top of my screen so I can see how much time is left on the timer. You can also configure it to speak a message when completed. I think mine is quite motivating…
Recap
The pomodoro technique is where you break up large tasks in small timed chunks.
The basic process is:
- Choose a task to focus on
- Set a timer for 25 minutes
- Focus and work on this task, ignoring distractions, for the full time
- At the end, set a 5 minute timer for your break
- Repeat cycle again, taking a longer break every 4 pomodoros
Taking breaks allows your brain to rest, rewards you for focusing, and allows new connections to be made and creativity to emerge.
All you need to start is the timer on your phone and a task to work on.
Let me know how you go in the comments.
What have you been able to achieve using the technique? What did you struggle with?
You can read the original post on my blog — Sites By Dave.
References
- The references to the different thinking modes and why our brain avoids hard work come from the Coursera Course “Learning How to Learn” — which is the most popular online course ever
- You can read the official Pomodoro book by Francesco Cirillo for much more detail on the technique and how to implement it
- James Clear writes extensively on forming habits and the best strategies to overcome procrastination and ‘activation energy’
