Getting Time on Your Side: Using the Pomodoro Technique to Stay Focused & Avoid Procrastination

Adapting the Pomodoro Technique so it works for you!

Why Do We Procrastinate?

Before I describe the Pomodoro Technique, I wanted to explain briefly what procrastination is, according to scientific studies.

Research suggests that people procrastinate to avoid negative feelings associated with a task, such as boredom, anxiety, or self-doubt. Studies on self-regulation have shown that the brain prioritizes short-term mood relief over long-term goals, leading to task avoidance and last-minute work¹²³.

Neurobiologically, procrastination is linked to increased activity in the limbic system (responsible for emotion) and reduced activity in the prefrontal cortex (which governs planning and impulse control)⁴⁵⁶⁷.

This means that overcoming procrastination isn’t just about willpower—it’s about finding ways to make tasks feel more manageable and rewarding, which is where structured techniques like the Pomodoro Technique can help.

What is the Pomodoro Technique?

I imagine many, if not most, of you have heard of the Pomodoro Technique. If you haven’t, it is a well-known, simple time management method designed to enhance focus and prevent procrastination. Developed by Francesco Cirillo in the late 1980s, this original, classic technique structures work into intervals, i.e., 25-minute focus time separated by short breaks⁸.

The original concept is straightforward:

1. ✅ Choose a task.

2. ⏳ Set a timer for 25 minutes (one Pomodoro).

3. 🔔 Work without distractions until the timer rings.

4. ☕ Take a 5-minute break.

5. ⏸️ Repeat the cycle, taking a lengthier break (15–30 minutes) after completing four Pomodori (Pomodori is the plural of Pomodoro).

The Pomodoro Technique leverages time constraints to train the brain to focus in short, productive bursts while allowing for regular mental rest.

How Does It Help Prevent Procrastination?

Procrastination often stems from task overwhelm, perfectionism, or a lack of motivation. The Pomodoro Technique counters these mental barriers in several ways:

• Reduces Overwhelm 📝: Breaking tasks into segments makes daunting projects feel more manageable. Instead of thinking about finishing an entire report, you only need to focus on one Pomodoro at a time.

• Creates Urgency ⏰: The ticking timer acts as a psychological nudge, encouraging you to start instead of endlessly delaying.

• Limits Perfectionism 🎯: Knowing you have only a short time discourages overthinking and excessive tweaking, promoting progress over perfection.

• Builds Momentum 🚀: Starting is often the toughest part. The Pomodoro Technique makes it easier to begin, and once you complete one Pomodoro, motivation to continue is encouraged.

• Encourages Breaks 🌱: Frequent, intentional breaks help sustain focus and prevent burnout, leading to better long-term productivity.

Recent British Journal of Educational Psychology research suggests that structured time management strategies, such as the Pomodoro Technique, enhance cognitive control, task engagement, and learning efficiency. By breaking tasks into time-bound sessions, the technique reduces cognitive overload and supports better attention regulation, making it easier to complete tasks effectively⁹. 

A Brief History of the Pomodoro Technique

Francesco Cirillo developed his method while studying at university. He struggled with focus and productivity until he decided to time himself using a tomato-shaped kitchen timer (hence the name "Pomodoro"). Realizing that short bursts of focused work improved his efficiency, he refined the method into a structured technique. Over time, it gained global recognition as a scientifically backed approach to combat distractions and improve workflow¹⁰.

Adapting the Pomodoro Technique to Your Needs

If you want to be true to the technique, the classic technique uses 25-minute work sessions, but you could tailor the timing to suit your personal productivity.

• Longer Pomodori for Deep Work 🎨: If you need to get into a state of flow, extending the work session to 50 minutes with a 10-minute break may help maintain concentration without unnecessary interruptions.

• Shorter Pomodori for Task Initiation 🧹: If 25 minutes feels too intimidating, try starting with 5-, 10- or 15-minute Pomodori to ease into the task. This can be especially useful you struggle with motivation and the activation energy to get started.

• Classic Pomodori for Discipline 💪: Cirillo recommends that you stick to the original 25/5 minute split, get used to this format, and stick to it to build up stamina for tasks. This classic form should also give you some time to recap your previous Pomodoro, do the work, and recap at the end of the Pomodoro so your work session is continuous.

• Progressive Pomodori to Build up to Flow States 📈: An example of how the Pomodoro technique has been adapted is Progressive Pomodoro by Mike Rapadas on Youtube¹¹. You may be especially unmotivated to get started at the beginning of your session or day. At this point, you may want to have a 5-minute Pomodoro. After this Pomodoro, you can continue with another 5-minute Pomodoro, decrease the time to 3 minutes, or increase it to 15 minutes, depending on how you feel. You continue extending the Pomodoro focus time throughout the day until you finish the work. If your motivation is stronger in the morning, you might want to start with a longer Pomodoro and reduce the time as you go. The higher your resistance to starting is, the shorter the focus time should be.

Experimenting with different Pomodoro lengths can help you find the balance that keeps you motivated and productive. Nevertheless, you must take regular breaks for whatever time split you choose.

What to Do During Your Breaks

Taking effective breaks is just as important as the work sessions themselves. Here are some suggestions for how to use your 5- to 10-minute breaks between Pomodori:

• Move Your Body 🏃‍♂️: Stand up, stretch, take a short walk, dance, or do a few jumping jacks to get your blood flowing.

• Hydrate & Snack 🍎: Drink some water or grab a light, healthy snack to maintain energy levels.

• Rest Your Eyes 👀: Look away from screens and roughly practice the 20-20-20 rule—every 20 (or 25) minutes, look at something 20 feet away for 20 seconds.

• Practice Deep Breathing 🧘‍♀️: A few minutes of deep breathing or mindfulness can help reset your focus.

• Listen to Music or a Podcast 🎶: A short, uplifting song or an interesting snippet from a podcast can refresh your mind. (You may want to prepare a playlist for this). Combine this with moving your body to have a little dance to raise your endorphins!

• Swapping Your Task 🧽: Do a quick chore, such as folding some laundry, tidying your workspace, or watering your plants - if your main task in the Pomodoro is working electronically at your desk to switch up your mindset to something non-electronic.

• Step Outside 🌿: Getting fresh air, even for just a couple of minutes, can improve mood and focus.

Using your breaks wisely helps prevent fatigue and keeps you mentally refreshed.

Benefits of the Pomodoro Technique

Unlike rigid schedules or traditional to-do lists, the Pomodoro Technique is adaptable to different working styles and environments. Whether you're a student, a professional, or a creative, it can enhance productivity in meaningful ways:

• Increases Focus & Efficiency 🎯: Eliminates multitasking and keeps you engaged with a single task.

• Boosts Motivation 🔥: The time constraint makes starting easier, reducing the likelihood of procrastination.

• Improves Time Awareness 📊: Helps you understand how long tasks take, leading to better planning and time estimation. It is especially beneficial to those with ADHD and/or time blindness issues¹².

• Enhances Mental Stamina 🤯: The structured breaks prevent cognitive fatigue, allowing for sustained productivity.

• Works With, Not Against, Attention Span 🧠: By aligning with natural focus rhythms, helping you work in harmony with your brain's capabilities.

The Pomodoro Technique could help transform time from an enemy into an ally. It could help you tackle procrastination and get things done without burning out.

Interested in Trying It Out?

If you're ready to give the Pomodoro Technique a try, here are some practical steps to get started:

1. Make a Master Task List 📝: Write down what you need to get done at some point now or in the future. This is referred to as your ‘inventory’ by Cirillo.

2. Prioritize Your Tasks 🎯: Identify which tasks are most important that you must accomplish for the session.

3. Set Up a Timer ⏳: Use a physical timer, a Pomodoro app, or an online timer (such as TomatoTimer or Pomofocus).

4. Find a Suitable Work Environment 📵: To minimize distractions, put away your phone, use noise-canceling headphones, or play background sounds/music.

5. Use Online Resources 🎵: Platforms like YouTube have Pomodoro study/work sessions with lo-fi music, office ambiance, or virtual body-doubling (i.e., watching someone else study or work, which mimics working with someone).

6. Adjust as Needed 🔄: It is recommended to start with the classic 25/5 split and then experiment with different Pomodoro lengths and break times to find what works best for you.

The original technique describes using 25-minute Pomodori in your work sessions to increase your attention span; however, I have benefited from adjusting the timings according to my needs. Nevertheless, I predetermine the Pomodori timings for my work session after step 2 (the prioritization step) in this list to get the full benefit of the method and not be overwhelmed by potentially overthinking the different timings over the entire day.

Just a final thought: sometimes, deferring tasks until later could be a better use of your time. It gives you a little more time to think, develop skills, and produce something more aligned with your values, such as writing a well-researched Substack newsletter!

TL;DR

The Pomodoro Technique is a time management strategy that boosts focus and prevents procrastination through structured work/break intervals. It helps by:

• Breaking tasks into manageable chunks

• Creating urgency to start

• Limiting perfectionism

• Building momentum

• Encouraging regular breaks

Try it for yourself, and let me know how it goes!

This newsletter is for informational purposes and is not a substitute for professional advice. For mental well-being concerns, always consult a qualified expert.

References

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2. Mohammadi Bytamar J, Saed O, Khakpoor S. Emotion Regulation Difficulties and Academic Procrastination. Front Psychol. 2020 Nov 4;11:524588. doi: 10.3389/fpsyg.2020.524588.

3. Steel, P. (2011). The Procrastination Equation: How to Stop Putting Things Off and Start Getting Stuff Done. Pearson Life Publishers ISBN 978-0273723264

4. Zhang, W., Wang, X. & Feng, T. Identifying the Neural Substrates of Procrastination: a Resting-State fMRI Study. Sci Rep 6, 33203 (2016). https://doi.org/10.1038/srep33203

5. Chen Z, Feng T. Neural connectome features of procrastination: Current progress and future direction. Brain Cogn. 2022 Aug;161:105882. doi: 10.1016/j.bandc.2022.105882. Epub 2022 Jun 6.

6. Zhang S, Liu P, Feng T. To do it now or later: The cognitive mechanisms and neural substrates underlying procrastination. Wiley Interdiscip Rev Cogn Sci. 2019 Jul;10(4):e1492. doi: 10.1002/wcs.1492. Epub 2019 Jan 14.

7. Wypych, M., Michałowski, J. M., Droździel, D., Borczykowska, M., Szczepanik, M., & Marchewka, A. (2019). Attenuated brain activity during error processing and punishment anticipation in procrastination - a monetary Go/No-go fMRI study. Scientific reports, 9(1), 11492. https://doi.org/10.1038/s41598-019-48008-4

8. Cirillo, F. (2018). The Pomodoro Technique: The Acclaimed Time-Management System That Has Transformed How We Work. Crown Currency Publishers ISBN 978-1524760700

9. Biwer F, Wiradhany W, Oude Egbrink MGA, de Bruin ABH. Understanding effort regulation: Comparing 'Pomodoro' breaks and self-regulated breaks. Br J Educ Psychol. 2023 Aug;93 Suppl 2:353-367. doi: 10.1111/bjep.12593. Epub 2023 Mar 1.

10. Cirillo, F. (2018). The Pomodoro Technique: The Acclaimed Time-Management System That Has Transformed How We Work. Crown Currency Publishers ISBN 978-1524760700

11. "Does Pomodoro Actually Work for Flow? (Thanks Huberman)." Youtube, uploaded by Mike Rapadas, 9 Nov. 2022, www.youtube.com/watch?v=qtoysJSQTn8.

12. Mette, C. (2023). Time Perception in Adult ADHD: Findings from a Decade—A Review. International Journal of Environmental Research and Public Health, 20(4), 3098. https://doi.org/10.3390/ijerph20043098