The Pomodoro Technique is a powerful time management method that can help you tackle large and difficult projects, no matter how daunting. The name stems from the traditional tomato-shaped kitchen timer. A Pomodoro typically is structured as 25-minute work sessions followed by short break of 5 mins. This is repeated 4 times with a bigger break of 15 mins.

However, the numbers don't matter. The real power of this technique lies in its flexibility and ability to help you make consistent progress toward your goals. There are number of ways you can use the Pomodoro technique.

Get over the threshold

Sometimes tasks (e.g., difficult papers, large proposals, etc.) are so intimidating that they start to feel impossible. We can't finish them in one sitting. As a result, we don't even start. However, the most important achievements in our life were not single simple tasks on a todo list that could be done in one day . They are the result of a persistent effort over a long period of time.
The Pomodoro Technique is a great tool to overcome this initial resistance by breaking work into manageable, less overwhelming chunks. Very often, after your first 25 mins time slot, you suddenly feel inspired. You have overcome the threshold of resistance.

Going through this experience (resistance -> Pomodoro -> inspired), is extremely powerful. It allows you to start to work on difficult tasks, even if they feel impossible. For me, writing is one of the most difficult tasks. In every writing project I get stuck at some point. Using the Pomodoro Technique has helped me to go through these parts and finish it.

Make is part of your morning routine

You can use the Pomodoro Technique. It's a great way to work on larger, difficult projects. It allows you to chop away 25 minutes of work. I highly recommend using it for your morning routine. Make it a habit to work every day on your most important tasks, first thing when you start your work day. If you do that (almost) every day, you will be able to accumulate a lot of hours to get your big projects done. If you are able to pull that off more or less consistently, you are ahead of 99% percentage of your academic colleagues.

If you like structure in your day, you can use Pomodoros beyond the morning routine. Some people like planning their days in chunks of Pomodors.

Control your break time

An often-overlooked application of the Pomodoro Technique is using it to manage breaks effectively. It's especially useful for activities that can easily consume more time than intended, such as watching YouTube videos or scrolling social media.

By setting a timer for your breaks, you maintain awareness and control. When the timer rings, you can consciously decide whether to return to work or extend your break, rather than losing track of time. It’s all about taking back control.

Change the numbers

As mentioned above, the 25/5 split is arbitrary. Sometimes 25 mins can be too short, and the timer sounds off right when you are just starting to get into the flow. This can be quite counterproductive–even frustrating. Try longer times. Test and see which ones feel more comfortable. Note that the perfect might change depending on the type of work you want to do. Some people use even full 2-hour blocks. However, if you do so, make sure you also take longer breaks than 5 mins.

You can also make your time slots smaller. For example, for me, the closer I get to a deadline, the more inner resistance builds up and it takes more and more effort to stay on track. I can physically feel the resistance in my body. It's the fear of being judged as soon as the proposal or article is submitted. To overcome this counterproductive feeling, I often use smaller Pomodoros. I go as low as 10 mins. I can "suffer" through 10 mins, while 25 minutes sounds in those situations too much.

Use Technology

While you could use a simple kitchen timer, there are a lot of dedicated Pomodoro apps available. For most of them, basic features are available for free, with premium features like detailed statistics and cross-device synchronisation only available through paid versions. Choose a tool that feels intuitive to you and doesn't become a distraction itself.

I use PomoTimer (on MacOS), but there are many others. There are also online versions, like Pomofocus or StudyWithMe. There even browser plugins for all flavours of operating systems and browser.

If you are into gamification, you might like the paid application Forest. It’s a beautiful looking Pomodoro timer that tracks your progress with trees that grow with your effort or die otherwise (see picture).

While you can also use your smartphone's built-in timer, I recommend using a dedicated application or even a dedicated physical timer. When you build up the habit of using the same application or device, your mind will automatically make a connection and set you into the right mood for working.

Work with others

The Pomodoro Technique is a great way to include others. It’s easier if you do difficult work in a group (e.g., like in writing retreats). If you are working in a shared office, talk to your colleagues and do Pomodoros together. If possible, make it a daily habit. If not, at least have a day or two where you all sit together and work. You could make a whole ritual out of it by booking a room and bringing some coffee or tea along.

There will be days where you don’t feel like it. If you have ritual habit with others in place, they will encourage you to do the work anyway. It’s a wonderful way how you can support each other.

Conclusion

The Pomodoro Technique isn't just about setting a timer—it's about creating a sustainable workflow that helps you maintain focus, take appropriate breaks, and make steady progress on your most important work. Remember, use the Pomodoro method in the way it works best for you. Try out different times and use it for various tasks.

Do you have any favourite Pomodoro applications? Do you use Pomodoros in your work? If yes, please let me know in the comments section below.

Work Smart and Be Remarkable!

Have a great day!
- Helmut

The Pomodoro Technique