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Oct 23, 2009 -

If you’re like most people, you've got a mish-mash of emails, computer files, post-its, and other sundry papers and notebooks that all collectively constitute the massive to-do list of your life. The sheer number of items awaiting your attention is overwhelming – and more are piling up by the minute. In short, time management has become a task on par with maintaining a healthy diet or staying physically fit – it requires a conscious, consistent, and concerted effort.

Over the years, I’ve tried out a number of time management approaches, and one of the most effective has been the Pomodoro Technique. It works like this: Your break down your time into manageable chunks and focus on just one task at a time. After an extended period of focus, you get a quick burst of time off for good behavior.

The technique works in 25-minute increments, with breaks in between. So, if you're a compulsive email checker, you can get your fix for a few minutes every 25 minutes – but not more than that. 

You can read the free eBook on the Pomodoro Technique on their site, as well as download the time-tracking worksheets.

1. It shows me exactly what I can get done today.

I start each day by writing out all the things I want to accomplish, starting with the most important and budgeting 25-minute chunks of time for each. When I've allocated all of my day's time, I know the limit of what I can get done today. Anything beyond that will have to wait for tomorrow, and accepting that is easier when I know just how much I'm capable of accomplishing.

2. It forces me to recognize what distracts me.

Face it – you goof off. It's okay, we all do. A little distraction can be healthy, but when you find yourself on Twitter or answering emails for hours at a time while the really important tasks pile up, you're putting more pressure on yourself as deadlines near. 

With this technique, you have to mark down every time a distraction comes through, and try to work through them. The mantra they repeat is "write it down and make it plainly visible." When you see your distractions written down in a designated spot, you understand what it is that prevents you from concentrating and being productive, and that knowledge better empowers you to take on those distractions.

3. It shows me just how much I can accomplish in a day.

When I sit down in the morning and begin budgeting my time, I often am surprised to see just how much I could actually accomplish if I focused. In practice, I will often end up distracted or pulled away into doing something else, but for the periods of time when I am in control, I am more relaxed, focused, and productive. 

4. It gives me a sense of satisfaction.

When I budget my time and know exactly how much I can accomplish with the time I've allocated, and then I actually complete everything I set out to do, I can walk away with a sense of satisfaction I never would have had otherwise.

No system is perfect for everyone, but if trying out the Pomodoro Technique succeeds merely in making you more aware of how you allocate your time, it's worth the effort. 

This can also be applied to teams, too. By coordinating chunks of time with peers, you can share accountability and focus together, making the experience more social and enjoyable. Imagine that – having fun managing your time! 

*** This post comes from Tony Bacigalupo, founder of New Work City, a co-working space in New York City, and a partner at Shift 101, a workspace consultancy. Tony’s fieldwork feeds into the knowledgebase of the Behance Team, who run the Behance Creative Network, the 99% productivity think thank, the Action Method project management application, and the Creative Jobs List.