Working efficiently with the Pomodoro Technique

In order to work efficiently on a task, it is important to maintain concentration and focus. In the 1980s, Francesco Cirillo set a tomato-shaped kitchen timer, known as a 'pomodoro', for ten minutes to help him work with greater focus during this time. This idea gave rise to the Pomodoro Technique.

The Pomodoro Technique is a method of improving time management and increasing productivity. It involves alternating between periods of focused work, known as 'Pomodori', and short breaks. Originally, a work phase lasted 10 minutes, but now it is 25 minutes, followed by a five-minute break. During these breaks, it is important to take a conscious break from the screen. You could move around, have a quick snack, tidy up your desk, listen to music, or make cup of coffee or tea. The aim is to maintain concentration and prevent fatigue. After completing four Pomodori, take a longer break of 15–30 minutes to maintain performance over a longer period and minimise distractions.

In order to use the technique effectively in everyday work, it is important to start with a plan. It is advisable to combine it with a to-do list. Ideally, this should be created at the end of the week for the following week, or at the end of the day for the next day. This way, you will always have an overview of the tasks ahead. These tasks can then be divided into Pomodori. Each task should take no more than four Pomodori. If more time is needed, this indicates that the task is too large and should be broken down into smaller steps.

It can be difficult to estimate how long a task will take, particularly when it is new. Therefore, it is normal to experience a learning curve when applying the technique. If tasks still cannot be completed within the allotted time, the Eisenhower Matrix can help with prioritisation. It shows which tasks need to be done immediately and which can be postponed.

This technique can also be adapted to suit individual needs. It does not always make sense to interrupt tasks strictly after 25 minutes, especially if you can concentrate well for longer periods. In such cases, the working time can be extended. Conversely, several small tasks can be combined within one Pomodoro session if each task takes less than 25 minutes.

During a Pomodoro, you should focus exclusively on the selected task. If you are interrupted by colleagues, for example, you should politely inform them that you are busy and suggest a later time for conversation. You can then speak to them once the Pomodoro is finished. If the interruption is urgent, take a short break to resolve the issue before starting the next Pomodoro. Setting an out-of-office message for your colleagues can help to avoid interruptions.

This method encourages a consistent work routine and helps to develop habits that combat common issues such as distraction and procrastination. Used alongside a to-do list, it provides a clear structure that makes the daily routine more transparent. This way, you always know exactly when each task is due.

Another advantage is that distractions and procrastination are minimised. When it comes to unattractive tasks in particular, it can be beneficial to shorten the time units, as this makes it easier to focus for at least a short time instead of repeatedly putting tasks off.

The technique promotes concentration, as you focus specifically on one task in each work phase, avoiding distractions. This reduces multitasking and enables mental energy to be used more effectively.

Last but not least, the method also has a positive effect on motivation. Visible progress in each work unit creates a sense of real progress, which strengthens your willingness to work and perseverance.

Despite its many advantages, the technique also presents some challenges. For example, it is difficult to integrate unforeseen events such as spontaneous meetings, queries or urgent tasks into the strictly timed Pomodoro rhythm in everyday working life. This can quickly disrupt the daily schedule, leading to frustration.

Furthermore, the method cannot be used without restriction in every working environment. In open-plan offices or when working closely with a team, consultations or brief discussions cannot always be postponed. Those who consistently work to the Pomodoro rhythm may appear less approachable to colleagues, which could hinder collaboration.

Another possible disadvantage is the time pressure that can arise from the apparently rigid fixed limit of 25 minutes. With complex or difficult-to-assess tasks in particular, the requirement to finish within one Pomodoro or fewer can cause stress or lead to content being processed only superficially.

It is not always possible to divide an eight-hour working day exactly into 16 Pomodori. Reasons for this may include unforeseen interruptions or difficulty estimating the duration of certain tasks. However, the more frequently you use the technique, the better your planning will become. This increases your sense of control over your time and reduces stress. Another advantage is that the duration of a Pomodoro can be adjusted as required, so even tasks that have been put off for a long time can finally be completed. With the Pomodoro Technique, you can get through your working day with greater concentration and efficiency.