What Is The Pomodoro Technique and How Does it Work?

November 22, 2021 - 10 min read

Kat Boogaard

Endless tasks and expectations from colleagues and employers can make getting things done hard. There’s always something else to add to your to-do list and, as that list grows, it starts to feel like there’s never enough time to do it all.

Productivity hacks can seem gimmicky and semi-helpful at best. But what if there was a time management strategy that could help you tackle your to-do list, meet others’ expectations, and help you feel more productive and balanced?

That’s where the Pomodoro Technique comes in. This popular time management strategy can help you better plan your workload, overcome distractions, and check tasks off your list. And it doesn’t require working overtime or jamming more work into your day. Instead, it encourages frequent breaks in between stints of work. Perhaps one of the best aspects about it is that it’s easy to use.

We’re here to help you make your workdays better and more productive. In this guide, we’re breaking down the Pomodoro method — how to use it, why it works, and its advantages and disadvantages. And don’t worry, we’ll cover what Pomodoro means while we’re at it. Add reading this guide to your list of to-dos for today, and let’s get started.

What is the Pomodoro Technique?

The Pomodoro Technique is a productivity or time management method created in the early 1990s by Francesco Cirillo.

A university student at the time, Cirillo struggled to focus and get his assignments done. Feeling overwhelmed, he realized he needed to try a new way of working and held himself accountable for committing to 10 minutes of focused time while studying. As he committed to the challenge, he found a tomato-shaped timer (you guessed it, Pomodoro is “tomato” in Italian), and the Pomodoro Technique was born.

Cirillo wrote an entire book about the Pomodoro Technique, but the gist of it is simple. The method encourages short bursts of manageable chunks of work with breaks built in between. With this method, you work for 25-minutes sessions separated by five-minute breaks. After every four or five Pomodoros (think of these as work sessions), you indulge in a more extended break for 15-20 minutes.

With a sense of urgency built into it, the method forces you to think through your to-do list and eliminate distractions while progressing on your tasks for a limited amount of time. And you can eliminate distractions knowing that you have breaks built into your day to look forward to. Let’s start by understanding what exactly the word “Pomodoro” means and where it came from.

What does Pomodoro mean?

Pomodoro quite literally means “tomato” in Italian. But what does a tomato have to do with time management?

Like we mentioned earlier, Cirillo used a tomato-shaped timer to help him manage his focused work time. He later named his famous technique after the tomato-shaped kitchen timer that helped him do his best work.

When we talk about the Pomodoro Technique, a Pomodoro also refers to one 25-minute focused work session. You’ll use a timer to work for one Pomodoro. Get it? Don’t worry — we’ll walk you through the nitty-gritty of how to use the Pomodoro Technique next.

How to use the Pomodoro Technique

One of the best parts of the Pomodoro Technique is that it’s super simple to use without any training. Depending on who you ask, these steps may vary slightly. But that’s one of the best parts about the method — you can customize it.

Here’s how Cirillo’s Pomodoro method works:

1. Make a list of the tasks you need to accomplish

To make the best use of your Pomodoro sessions, consider starting your day by creating a to-do list and outlining the tasks you need to accomplish. Don’t panic if your list becomes lengthy! Remember, you’re going to split up your work so that it’s more manageable throughout the day. You just need to make a note of what you need to accomplish today.

Tip: When you make a list of your tasks, think about how much time you need to complete each task. For example, one task might take you a full 25-minute Pomodoro. Or you might have three short tasks that you can group during one Pomodoro. Write down how many minutes each task will take. That way, you can pair up tasks that will take less than 25-minutes to complete. Your estimations don’t have to be perfect, but you want to avoid having gaps of time to fill or going past time during your Pomodoro sessions.

2. Set a timer for 25 minutes

You don’t have to mimic Cirillo exactly and use a tomato-shaped kitchen timer, but to live the complete Pomodoro Technique experience, give a real timer a try. It doesn’t matter if you use a virtual or physical timer; any will do. Here are a few options to choose from when selecting a Pomodoro Technique timer:

The timer you use doesn’t need to be overly cumbersome or have any fancy capabilities, so don’t get caught up in the details. Keep it simple to make it most effective.

3. Focus on your tasks until the timer goes off

This is the tricky part. Once you’ve set your timer, you need to work on the task or tasks you’ve chosen for 25 minutes without any interruptions throwing you off track. Combating distractions is no easy feat, and it may take practice to nail this step.

Tip: If possible, alert those around you when you’re using the Pomodoro method. This can help reduce interruptions and external distractions.

If you find yourself with spare time during a Pomodoro and aren’t sure what to focus on, Cirillo recommends taking advantage of the opportunity for overlearning. Use the time to make improvements and tidy up your work, reflect on the tasks you completed, or make a note of what you’ve learned until the timer goes off. Use the 25 minutes as best you can and avoid starting your break early if possible.

4. Enjoy a short break for five minutes

You made it! Time is up and you can enjoy a break for five minutes or so. Consider using this time to use the restroom, grab a snack, or fill up your water bottle. Give your eyes a break and try to limit screen time if you can. Get up and stretch your legs or move your body around. Taking care of your well-being will help you stay motivated throughout the remainder of the day.

5. Repeat steps the first four steps

Are you getting the hang of it? Rinse and repeat the above steps. After you’ve completed four Pomodoros, skip step four and jump straight to step six.

6. After every four or five Pomodoros, enjoy a more extended break

You’ve earned it! Enjoy a longer, restorative break this time. Take 15-20 minutes to rejuvenate yourself. Maybe it’s time for breakfast or lunch. Or perhaps you want to spend a few minutes outside in the sun. Whatever the case may be, use your break wisely and prepare to jump into more Pomodoros after the break.

That’s it. The Pomodoro Technique is an easy-to-use system, which means there isn’t much of a learning curve to start using it to your advantage.

Does the Pomodoro Technique work?

It sounds simple, right? That means you might be asking yourself whether the Pomodoro method truly works or not.

Reviews of the method spread amongst the internet suggest that many have seen success when using the technique. One person found that the Pomodoro Technique was a great solution for monotonous tasks on the to-do list. Knowing that they only needed to work on a task for 25 minutes encouraged them to get started on those dreaded, tedious to-do’s. Another person found success using the Pomodoro Technique and later adapted the method to fit their specific needs. The Pomodoro Technique helped them define a practice of self-discipline to expand on and boost productivity.

But what is it about the Pomodoro Technique that makes it work? Studies suggest that brief mental breaks help keep you focused. Frequent distractions rob us of productivity at work, but the Pomodoro method helps eliminate distractions for more focus in the workplace.

As with any time management strategy, what works best for some may not work well for others. Give the Pomodoro Technique a try and tailor it to your individual needs to ensure it has the most payoff for you.

The advantages and disadvantages of the Pomodoro method

As with any time management strategy, the Pomodoro Technique has both benefits and drawbacks to consider before experimenting with it. Let’s take a look at both, starting with the advantages.

Advantages of the Pomodoro Technique

Break the habit of multitasking

When you follow the Pomodoro Technique, you’ll break the habit of multitasking. While multitasking might seem like a great way to get more done, it’s distracting and actually hinders your productivity. With the Pomodoro method, your goal is to dedicate your focus to any given task at hand — and save the rest of the items on your to-do list for another Pomodoro.

Reduce or prevent feelings of burnout

Looking at your neverending to-do list can feel overwhelming and stressful, and working through that list without a strategic plan in place can cause feelings of burnout. The Pomodoro Technique not only encourages frequent breaks but it builds them directly into your schedule for you. You can reduce or prevent stress and burnout by taking full advantage of your breaks when you have them.

Reduce procrastination

We all procrastinate now and then, but the Pomodoro Technique ignites a sense of urgency in the day, which reduces or eliminates procrastination. There isn’t any time to scroll through your favorite social media platform, grab another snack, stare out the window, or engage in another distraction when you know you only have 25 minutes to complete a task. (Don’t beat yourself up — we’re all guilty of these things!)

Disadvantages of the Pomodoro Technique

Some tasks take more than 25 minutes

The Pomodoro method is said to be beneficial for tasks like writing, coding, and studying. It also comes in handy when needing to work through some monotonous to-dos like cleaning out your inbox or digging into some administrative items. But some tasks are bound to take more than 25 minutes to complete, which means the Pomodoro Technique may not always work for every type of project or task. If you’re in the middle of a project and are in a solid flow state, you might want to keep working past the 25-minute timer mark, which will interrupt all subsequent Pomodoro scheduling. You know your work styles and productivity best, so you’ll be in charge of making the judgment call on whether you need to work past the timer’s buzz.

Meetings could interfere with your Pomodoro planning

The Pomodoro method sounds particularly beneficial to those who have full control over their schedules. But many career professionals are bound to be interrupted by planned and unexpected meetings. Your meeting schedule could interfere with how you plan your Pomodoros or could interrupt you in the middle of a Pomodoro session.

Every time management strategy comes with advantages and disadvantages, and no method is guaranteed to be one-size-fits-all. Since the Pomodoro method is easy and comes without cost, consider giving it a try to see if it works for you. Remember, you can always tweak it to suit you best.

How to use Wrike to plan your Pomodoros

To set yourself up for success when using the Pomodoro Technique, you’ll want to have a to-do list prepared. A project management tool like Wrike can help you organize your tasks so that you can dive right into your Pomodoros (without wondering what you should start with).

With Wrike, you can:

Manage and prioritize your work
Use templates to organize and break your projects down into manageable tasks
Track your time to understand how you’re spending it
Manage workloads with resource management capabilities

You’re on your way to a more productive workday. Start your free trial of Wrike and begin planning your Pomodoros today.

Kat Boogaard

Kat is a Midwest-based contributing writer. She covers topics related to careers, self-development, and the freelance life. She is also a columnist for Inc., writes for The Muse, is Career Editor for The Everygirl, and a contributor all over the web.

#Productivity Advice #Skills & Personal Development #Time Tracking

Productivity 10 min read

How Goal-Setting Software Can Keep You on Track

Thinking about goals is easy, but setting and completing them is tougher. Only a mere 8% of people consistently achieve their New Year’s Eve goals, which, according to the Harvard Business Review, has a lot to do with a cognitive bias toward seeking unattainable benchmarks. In this article, we’ll teach you how to make your team members of that 8% by using goal-setting software to manage projects and keep collaborators on track. Keep reading for practical tips on how to overcome the most common challenges with free and effective goal-setting software tools. What is goal-setting software? Goal-setting software is a tool you can use to plan, track, and execute your goals. It often includes visual elements such as Gantt charts and project timelines that make it easy to see your team’s progress right in front of you. You can add details such as due dates and outside collaborators for when your goal requires a little extra help. You can also plan multiple goals at once and see how they all work together or against each other. The advantages of goal-setting A goal-based approach helps people reach their objectives and keep them on track over a period of time. It sets realistic expectations and encourages everyone involved to hold each other accountable. Plus, it turns ideas from inside your head to vivid plans that come to life in the real world. As leadership expert Mark Murphy notes, “Vividly describing your goals in written form is strongly associated with goal success, and people who very vividly describe or picture their goals are anywhere from 1.2 to 1.4 times more likely to successfully accomplish their goals than people who don’t.” Challenges of goal-setting Creating goals is hard because we have so many traps that keep us from reaching them. From cognitive biases to conflicting priorities to unclear roadmaps, the chances of falling for one of the many common pitfalls of goal-setting are considerable. From a management perspective, goal-setting software can help overcome the following challenges of goal-setting when working with a team: Miscommunication regarding project files and due dates, plus roles and responsibilities that eat up valuable project time. Unclear benchmarks and workflows that confuse instead of empower teams. Vague KPIs that lead to unfocused work or results. A waste of valuable resources like time due to poor management or communication. Free online goal-setting tools Free online goal-setting tools help you reach goals and motivate others. Unlike analog goal-setting, online tools help reinforce good habits teamwide and offer time-saving features such as built-in reminders. Tools like Wrike are compatible with the S.M.A.R.T. goal structure since they offer much more detail without overcomplicating plans to the point of futility. You can also modify your plans along the way with tools that forecast how changes will help or hurt your main objectives. How to use Wrike as your goal-setting software Wrike is a goal-setting software teams rely on to deliver high-quality work consistently and on time. Whether you’re managing one or one thousand individuals, having a goal-setting software makes it easier to organize, communicate, and fully achieve your vision. Not only do the visual elements hold users accountable, but they also offer in-depth analysis of workflows that simple pen and paper goal-setting systems simply cannot. Here’s a quick summary of what you’ll need to do: Create a shared folder to organize and manage your team's tasks. Create a subfolder within that for your company's objectives. Collect all the team's OKRs. Connect each key result to a subtask. And here’s the more detailed version: Plan long term Annual planning is an integral part of any business. It helps identify goals and objectives, and it coordinates the various activities of the organization. When competing priorities or inevitable roadblocks come up, your team will be able to make decisions based on what best serves these big-picture goals. In Wrike, create a folder dedicated to your year goal plans then share it with the whole company. Or, if the information is meant only for a certain group, you can restrict which user groups will see what data in the field. Inside that folder, create project groups or tasks for all of the major initiatives and goals of the year. You can also assign people to the task and set deadlines. After, use Custom Fields to create notes on budgeting, client feedback, and anything else stakeholders should know about. Break big goals into smaller goals Once you successfully brainstorm and narrow down your annual or long-term goals, you can break them up into smaller benchmarks. If you choose to create annual goals, we suggest breaking them down further into quarterly goals. Ideally, you will have only one or two big-picture goals that you can divide into four smaller quarterly phases. For example, if your annual goal is to reach an additional $100,000 in revenue, you can divide that goal into quarterly targets of $25,000 each. To organize all of this in Wrike, all you have to do is add subfolders within your annual folder for each quarter. Add ideas for action steps inside each dedicated quarterly folder. Once you've narrowed those down to only the most essential, you can then create tasks that each have their own due dates. Assign these tasks to team members before moving on to the next step. This will make them easier to track and help you organize your team’s workload. Create your OKRs If you're someone who likes to set goals and hit numbers (or if you work for someone who likes it when you do), then implementing an OKR system might be the way to go. OKR stands for objectives and key results. Creating an OKR is a lot like creating a broad Objective only the Key Results are more specific and can be used to support specific goals. They are typically written out in this format: Objective: A brief summary of the goal or subgoal in a sentence or a few words. Key Result #1: A one or two-sentence summary of the measurable, specific, and attainable outcome that will be achieved once the goal is complete. Key Result #2: As above Key Result #3: As above You’ll want to include one to three (three is most common) key results that are distinct from one another but still realistic. From there, your team members can choose to create their own individual OKRs. Individual OKRs should be built by each team member based on their unique subgoals and mini objectives within the larger scope of the project. Creating these as part of your project kickoff will help everyone get on the same page from the beginning. Pro tip: Key results should be a direct result of achieving the objective and not a by-product. For example, if your objective is to bake a cake, an effective key result would be to eat a delicious slice of the cake after dinner this evening. An ineffective key result of cake baking would be to celebrate your friend’s birthday together. Although you may bring the cake to their party, the celebration would have happened either way and was not dependent on the completion of the cake. Here are some additional tips for creating smart OKRs with your goal-setting software: Make sure your Os and KRs are all actionable Your OKRs should include ambitious stretch goals without going overboard Use the Wrike Chrome Extension to create goals or key results related to any web page or any other application that uses HTML Create team objectives that are aligned with the company's big-picture goals. You can do this by making sure to discuss these with all team members Use specific metrics for your OKRs. These goals are specific and detailed, so they should be rooted in data so they can be tracked and measured Wrike offers an OKR template you can use right within our goal-setting software If you’re managing a multi-departmental or companywide project, ask teams to create their own Team OKRs folders. This will allow them to see their team's goals and contribute whenever possible. Track progress with dashboards In Wrike, create a My Objectives dashboard to keep track of all of your goals and tasks in one neatly summarized view. Use the table view to see all the tasks related to a specific folder plus start and due dates and the expected duration of each task. It also shows key stats such as the number of tasks needed for the project as well as who the tasks are assigned to for approval and completion. If changes need to be made to a task list, drag and drop them to make it easier to organize and re-prioritize action items as needed. They will then automatically be reflected in your team's workspace. You can also make changes on the go with the Wrike mobile app, which updates the information across all devices and accounts in real-time. As you hit goals and mark your tasks as complete in Wrike, the green progress bar will appear on the objective parent task until the goal is reached. Reflect on and evaluate your progress Your team's work shouldn't end when you check the Complete box. Instead, the work you’ve done on one goal should be used to inform the rest. Create a folder in Wrike where you can collect all the lessons you've learned so far, and share them with your team. In addition to noting your observations manually, Wrike offers reports that make it easy to see your project outcome from every angle. Use Wrike Custom Fields to see which team or project supports each objective. These fields can then be used to generate insightful data that show how those goals impact the overall project or task's success. This is also a great time to grade your teamwide and individual project OKRs. At the end of the quarter or year, ask everyone to come together and share their grades while explaining their key takeaways. Over time, teams will learn more about how they work individually and together, which will go a long way towards future collaborations. Why is Wrike the best goal-setting software for managers? With features such as visual goal timelines, OKR templates, and customizable workflows, Wrike is the best goal-setting software for managers and team leaders who want to successfully achieve what they’ve set out to do. Ready to transform your team into a goal-getting machine? Get started and improve your success rates today by signing up for a free trial of Wrike.

Productivity 7 min read

Moore’s Law and the Productivity Problem

As the year draws to a close, developing strategies for how to be more productive and finish the year off strong is on every team’s mind — regardless of department or industry. According to a study by California-based management platform Redbooth, the month of the year that we are at our most productive is October, followed by November, then September. The fall provides a feeling of a new start for many businesses, with the desire for shiny new productivity tools and aids bringing us back to our school days. But, while a new pencil case or a multi-colored pen can work wonders, today’s organizations are looking to much more sophisticated tools to boost their productivity. Note-taking apps, instant messaging platforms, virtual to-do lists, calendar tools — our desktops are overflowing with software designed to make us our most productive selves. But, with so many conflicting apps clouding our vision, it can often be difficult to get anything done at all. So, why are we so inclined to constantly invest in new technology, believing it will exponentially increase our productivity levels? This concept is commonly referred to as Moore’s Law, and it’s important to understand it if you’re concerned about your team’s or your own productivity levels. What is Moore’s Law? Let’s start off with a simple enough question: what is Moore’s Law? The origins of Moore’s Law lie in IT and computer hardware. It is the principle that the speed and efficiency of a computer can be expected to double every two years, while the cost decreases by half. Moore’s Law is named after Gordon E. Moore, the co-founder of Intel, who made this observation of exponential growth in 1965. You will have no doubt experienced Moore’s Law for yourself over the last decade, as the need to purchase a new phone or laptop normally begins to creep up every two years or so. While the technical capabilities of your gadget will have grown hugely, the price largely remains standard. We then begin to fall into a cycle of purchasing new technology as a habit, stretching our view to include phones, computers, exercise aids, entertainment systems, and, yes, productivity tools. Moore’s Law and endless productivity tools Of course, Moore’s Law has huge benefits for the technologically-driven society that we live in. The standards of the technology that we rely on can even be linked to Moore’s Law. The overarching idea of Moore’s Law — that speed, efficiency, and cost-effectiveness of technology is constantly evolving at a rapid pace — could apply to productivity tools and solutions. The need to update and reinvest in the ever-growing ecosystem of productivity tools and software every few years sees many teams losing themselves to too many apps. In 2015, the average number of cloud applications per company was 73. In 2020, that number had increased to 163. So much so, that 56% of IT executives are now reporting having to use manual spreadsheets to keep track of all their SaaS apps — defeating their productivity goals before they’ve even started. This concept is commonly known as ‘SaaS sprawl,’ a term that refers to the dilemma of an organization’s tech stack being so expansive that it becomes unmanageable and causes visibility problems across departments. $40 billion is estimated to be spent on unused software each year, and the number of apps we are downloading continues to rise. Many teams believe themselves to be more productive than ever, when really, spending so much time flicking between apps, tools, and software stifles creativity and raises burnout to an all-time high. How your team can effectively invest in productivity If your organization has fallen foul to overindulgence in productivity tools and gadgets, don’t worry. There are plenty of ways to empower your teams and teach them how to be more productive without overwhelming themselves with dozens of productivity platforms. Consider toxic productivity The concept of toxic productivity relates to an unattainable desire for increased productivity, at the expense of other priorities, such as family or health. Toxic productivity is a real issue for many teams, especially if both our personal and work devices are overrun with technology that is constantly drawing us back to working mode. Consider whether your team could benefit from a digital detox of work-related technology, and set boundaries for after-hours work communication. Turn your attention to other methods of increasing productivity There are plenty of ways to increase productivity and wellbeing at work that have nothing to do with technology. For example, has your organization invested in a flexible work structure, allowing employees to choose where they work best? Could your business go the extra mile and trial a four-day workweek? Could your employee recognition programs use some extra love? These are all areas to consider when brainstorming how to be more productive across the board. Making the most of all-in-one technology like Wrike Of course, technology will always be a cornerstone of a successful business, and continuing to use productivity tools in some way at work is non-negotiable. But which tools should you invest in? What are the most important features of work management software that can actually increase productivity by up to 40%? Workflow automation: With Wrike’s custom request forms and automated task assignment, your team will never miss important tasks and details because of a cluttered workspace. App integration: Using so many apps can be tiresome and inefficient, with details and updates often being missed by team members. Wrike’s work management includes over 400 app integrations, so the constant context switching can stop. Single source of truth: Trawling through emails and messaging apps to find important documents and updates is time-consuming and frustrating for teams. Keeping everything organized in one centralized hub, where users can comment, edit, and give feedback, is a life-saver for teams who wish to be more productive. Collaborative features: Whether your team works in-office, remotely, or under a hybrid model, breakdowns in communication are one of the most common challenges to successful projects. Wrike’s collaborative features, including @mentions, real-time editing, and email and chat app integrations means that your team all have the same view, no matter where they are. Want to know more about how Wrike can boost your team’s productivity? Try out a free two-week trial today.

Productivity 7 min read

Is the Quest for Peak Productivity Killing Creativity?

Productivity is king in business, but does the focus on box-ticking stifle creative thinking at work? Find out how to balance productivity with innovation.

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What Is The Pomodoro Technique and How Does it Work?