How I Use the Pomodoro Technique to Manage My Writing Time

Two weeks ago, I started a writing experiment. For one month, I am writing every day. As part of my daily writing habit, I have been using a time management technique called the Pomodoro Technique. The technique originated in Italy (pomodoro means tomato in Italian), and it involves fully focusing on your work activity for 25 minutes (which is equal to 1 “Pomodoro”), followed by a 5-minute break. I decided to use the Pomodoro Technique as a way of gamifying my writing tasks and setting mini-goals for myself.

When writing with the Pomodoro Technique, I use the iPhone app Focus Keeper (When I’m on the laptop, I use the Time Doser app for Chrome). Using the timer, I go into “monk mode” for 25-minute increments to write, followed by 5-minute breaks. While this was working fine as a way of timeboxing my writing time, I still had some unsolved challenges with my Pomodoros.

My challenges with Pomodoro

I suspected that I was using the Pomodoro Technique without fully leveraging it. I felt that I could be even more focused during my writing sessions if I got a handle on the following challenges:

1. Next Step

I didn’t have a clear direction on what writing tasks I would be tackling each day. This meant that when I finished a writing task, I would often get distracted and not have a clear plan for my next step.

2. Interruptions

I found myself getting interrupted in the middle of my Pomodoros and not knowing how to handle them. Many of these interruptions were actually me slipping into thinking there was some higher priority that required my attention. I also wasn’t tracking these interruptions.

3. Breaks

I would often skip the 5 minute (and longer) Pomodoro breaks as I felt it was more important for me to continue on a task. I’d get in the flow of things and not want to take a break. Later in the day, I would feel exhausted.

Francesco to the rescue

It was time for me to do some additional research on the Pomodoro Technique to see if its developer (Francesco Cirillo) had any suggestions for handling my challenges. I purchased his book (it’s only available on the official Pomodoro website, don’t be duped by the unofficial books on Amazon) and got to reading it. I found the book extremely helpful, simple, and well-written.

How I solved my challenges

1. I started my writing session off with planning.

A work day contains several Pomodoros. How should you organize them to make the day more effective? Optimizing your work schedule is the result of a continual process of observation and feedback. The objective is to reinforce the concept of a regular succession of activity as much as possible.

-Francesco Cirillo, The Pomodoro Technique

I started using my first Pomodoro of the day to optimize my timetable and choose the writing activities I’d like to tackle that session. I determined the number of Pomodoros I had available in the session, prioritized my writing activities, and wrote them down as a to-do list. I tracked their completion, marking an X next to each activity as I completed a Pomodoro, and crossing it out at the end.

2. I handled interruptions and protected my Pomodoros.

Experience shows that once you’ve started using the Pomodoro Technique, interruptions can become a real problem. That’s why an effective strategy is needed for minimizing interruptions and progressively increasing the number of Pomodoros that can be accomplished consistently without interruptions.

-Francesco Cirillo, The Pomodoro Technique

I learned that if my Pomodoro is definitively interrupted, I should consider it void and restart my timer (Pomodoros are indivisible). For internal interruptions (ex. a thought I have about something more urgent), I track these by adding an apostrophe (‘) next to my X’s on my activity to-do list. For external interruptions (ex. face-to-face conversation), I politely let the person know I’m busy and add a minus (-) next to my X’s on my activity to-do sheet. In either scenario, I then add a new writing activity if needed. Tracking interruptions helps me reflect at the end of each writing session on how I can minimize these in the future.

3. I took my breaks!

The 3– 5 minute break gives you the time you need to “disconnect” from your work. This allows the mind to assimilate what’s been learned in the last 25 minutes, and also provides you with the chance to do something good for your health, which will help you to do your best during the next Pomodoro.

-Francesco Cirillo, The Pomodoro Technique

I realized that there is no need to rush through my Pomodoros or skip my breaks. Instead, I try to take my time and enjoy the act of writing. I make a real effort to get up and move around during my breaks. This allows my mind to process what it has just learned. I also try not engaging in any activities during the break that use significant mental energy.

How many Pomodoros did it take you to read this?

That’s a trick question— you aren’t supposed to be tracking Pomodoros during your free time :-). But since you’re still here, I’d love to know your experiences with using the Pomodoro Technique or other methods for managing your writing time. Feel free to add a comment below, and while you’re at it, sign up to my private mailing list for updates on my latest writing productivity tips.

Photo by Carla Gabriel Garcia