Ever found yourself chuckling at a mix-up between the names of productivity techniques and Italian vegetables? I certainly did when I initially dubbed the Pomodoro Technique the "tomato technique," only to discover its authentic Italian heritage, much to my own Italian roots' delight. Join me, Fabio, as I unwrap the technique crafted by Francesco Cirillo to combat the all-too-common foes of procrastination and distraction. In this episode, we'll explore how dedicating just 25 minutes of pure focus can morph your relationship with time, turning it into a steadfast ally in your quest for productivity.
Let's face it: chaos can cloud our clarity without warning. Recounting my own leap from disarray to harmony, I share how adopting the Pomodoro Technique has been nothing short of transformational, not just for me but for countless others in their daily grinds. Whether you're a copywriter grappling with the nuances of marketing or a manager seeking to foster an environment of peak concentration, this episode promises insights into making each segment of your work manageable, preserving your energy, and relishing the satisfaction of success. So, if you're ready to master the art of productivity, one Pomodoro at a time, tune in and join the revolution.
Ever found yourself chuckling at a mix-up between the names of productivity techniques and Italian vegetables? I certainly did when I initially dubbed the Pomodoro Technique the "tomato technique," only to discover its authentic Italian heritage, much to my own Italian roots' delight. Join me, Fabio, as I unwrap the technique crafted by Francesco Cirillo to combat the all-too-common foes of procrastination and distraction. In this episode, we'll explore how dedicating just 25 minutes of pure focus can morph your relationship with time, turning it into a steadfast ally in your quest for productivity.
Let's face it: chaos can cloud our clarity without warning. Recounting my own leap from disarray to harmony, I share how adopting the Pomodoro Technique has been nothing short of transformational, not just for me but for countless others in their daily grinds. Whether you're a copywriter grappling with the nuances of marketing or a manager seeking to foster an environment of peak concentration, this episode promises insights into making each segment of your work manageable, preserving your energy, and relishing the satisfaction of success. So, if you're ready to master the art of productivity, one Pomodoro at a time, tune in and join the revolution.
Hi guys, my name is Fabio from the Fabio podcast, and welcome. Today we're going to talk about this new topic. So the name of the topic of the of the book in this case is the Pomodoro Technique. It's very funny because a couple of episodes ago I mentioned I wanted to do this, this, this summary, thanks, of course, of the website and up story shotscom, something that advice is totally free. You can find the link in the description. But I will say, when I mentioned this topic, I say to you guys, yeah, I would like to do this episode about tomato technique, the tomato technique, but I was wrong. Like, the name is the Pomodoro Technique, but a funny thing is that Pomodoro is an Italian word. As you know, I'm Italian, and then I discover that the writer is Italian. So I was like what? Very proud, of course, and yeah, so let's, let's start, let's start to to read the, the summary and, as I said before, just you know, if you'd like to have a few vision of the summary, please go on my link in the description. You can find the, you can find the, the, the website, and you can join for free.
Speaker 1:
So about Francesco Cirillo? So it's not Cirillo. So it's not Cirillo, yeah. So about Francesco Cirillo? Who is? Francesco Cirillo is a partner at Cirillo Consulting, a consulting firm out of Berlin. His firm provides tools, consulting and training to improve the productivity of individuals and organizations in a simple, fast and sustainable way.
Speaker 1:
Cirillo developed a system for improving productivity as a college student in the late 1980s. His creation of the Pomodoro Technique has helped a million of people and companies around the globe. Francesco's passion is to achieve better results without adding more time and effort. So introduction have you ever tried time management techniques, only to find they take more work than you work? Then, when you use them, you waste time doing meaningless work instead of doing what is most important. The same thing happened to Cirillo while he was a student. He used a tomato shaped kitchen timer and invented the Pomodoro Technique. Pomodoro is the Italian word for tomato. Here are the key takeaways from the Pomodoro Technique. So let's read about the story shot. Increase productivity by turning time into your ally. Originally, cirillo came up with the Pomodoro Study Technique. After noticing he was wasting time studying, he started using a kitchen timer to help him focus and avoid distractions. This gave him a short goal and a quick win that motivated him to be more productive. He used the technique more during his studies and decided it could also help others. The discovery of Francesco Cirillo turned into the Pomodoro Technique, which has helped million worldwide.
Speaker 1:
The popularity of this technique comes from its approach to time management. It takes a different approach from other time management techniques. For most people, the ticking clock causes anxiety, especially when there is a deadline. This leads to ineffective work, which leads to procrastination. The Pomodoro Technique flips this anxiety about time. It turns time into your ally. It enables you to do what you want when you want, empowering you to increase your productivity. The technique's power lies in its simplicity and ability to focus our brains. It is also straightforward and simple to implement. It offers several keys to help in the digital age of continual distractions. The ticking becomes a calming sound. It's ticking and I'm working and everything is fine. After a while, users don't even hear the ring because their concentration is so high. In fact, not hearing the Pomodoro ring becomes a real problem. It's a real problem in some cases. That's what Francesco Cirillo said.
Speaker 1:
Chapter 2, the Pomodoro Technique is both simple and effective. What is the Pomodoro Technique? Is it as simple as everyone says? Yes, it is a simple technique that anyone can learn. Here is a quick breakdown of how to use the Pomodoro Technique Set the timer for 25 minutes and work on your project, doing nothing else for those 25 minutes. When the timer goes off, take a 5 minutes break and do something or work related. When that 5 minutes is up, start with another 25 minutes. After doing 4 sessions in a row, take a 30 minutes break, then start another 4 sessions of focused work in a row. The simplicity of how it works leads some to believe it cannot possibly work as well as it does. Farid Benia, the founder of Story Shots, is one of these fans who has been using this technique for over 10 years. Now we have a chapter 3, I would also like to add something about it.
Speaker 1:
There was this concept that would say around 5, maybe actually more 10 years ago about multitasking. So there was this idea that multitasking was for smart people and multitasking was good for your workflow. Of course, it's totally wrong. When you are focused on more things, you spread your energy in different things. This means that you are not totally focused on one thing, on one project. It's going to be very hard for you also to be in the flow state in that area where your skills are enunciated via this calmness inside your brain. It's something that we talked about in the previous episode. It's very important, yes, to use this technique, but, as he mentioned, and as a Story Shots mention as well, it should be only on one project per time. I don't know if you had some idea to put more rings around you, so just don't do it because it's not going to work. So this is very important. Okay, deal with your distractions the right way. Most time management best practice focus on getting the important things done first.
Speaker 1:
The Pomodoro Strength is its ability to deal with distractions. Many people use distractions to spend hours wasting time and procrastinating. The appearance of so many internal interruptions is our mind's way of sending us a message we're not at ease with what we are doing. This may be because the prospect of failing worries us. It can be scary, or maybe our goal seems too complex, or we feel we are running out of time To protect us. Our minds come up with different, more resuring activities. We end up favoring interruptions wherever we can latch on to them.
Speaker 1:
Francesco Cirillo, this was still an adequate quote from him. Use the 25 minutes of Pomodoro to ignore everything else. Put your phone on an airplane mode and turn off notifications on your computer during your Pomodoro. Another quote a Pomodoro can't be interrupted. It marks 25 minutes of pure work. Pomodoro can't be split up. There is no such thing as half a Pomodoro. If something pops into your head during the Pomodoro, oh, this is interesting. Follow these steps. Don't ignore the thought or it will take energy away from the task. Take the thought down to get it out of your head. Move on and keep working. This framework helps you record relevant thoughts without letting them distract you from work. As you practice the technique, you will get better at stopping distractions.
Speaker 1:
Chapter 4 Reward yourself with regular breaks. Taking ourselves with a 5 minutes rest gives our brain a break from concentrating. This helps us relax and keeps us from tearing our brains out by overextending them. Procrastination often happens when people never give their brains a break. When your brain is started, it's easy to procrastinate. Here are a few rules for the break time Try to get away from your desk so you don't keep doing work related items. Move around to increase your blood flow. You could make a cup of coffee, make yourself a sandwich or, if you are working from home, water your plants or do the dishes. After 4 sessions, take a longer break. The long break is an excellent time to take a walk, exercise, etc. The other positive of having breaks is that they are a little reward for your body. These rewards can act like a carpet that you dangle in front of yourself to stay focused on your work.
Speaker 1:
And okay, here we have already another chapter. It's chapter five, and there is something that I like to add on chapter four. This truly reminds me the school. You know, the classic school, where you have five, six hours of studying with your teacher. So you are in this class and every one hour, one hour and a half, they change teacher and then, of course, there is a break of 20 minutes. So very enough. But what I was thinking is that when I used to study in the class with one professor, specifically after 30 minutes, of course, my energy, my focus was totally out the window, and I'm sure that was all also for you guys. I mean, okay, maybe my focus wasn't the best for things, that I didn't like it so much. I have to be honest, it's also depends how much you like the topic. So I don't know if Francesco is going to talk about it, but of course, if you are more passionate about something.
Speaker 1:
It's not that you don't need this technique. I mean, you can always implement this technique, also because you know if you really like something. And then you tend to overwhelm yourself with a lot of knowledge and that's not good either, right. But what I mean is this technique, I think, works very well for a general knowledge, so for general things that we do in our lives. So it can be our work, if we like or not, can be our projects, if they are stressful or not, can be projects that we are affectionate and we want to go forward. I think it's this tomato, this Pomodoro technique. It's kind of for everything, but it is my opinion, of course. I guess it's more targeted of people who have to do something that they may like it, yes or not. And I mean, if I don't know, if someone taught me this technique when I was in my high school, I think maybe I could be a little bit better.
Speaker 1:
By the way, chapter five the Pomodoro technique requires three different sheets. In the Pomodoro technique we use different sheets the activity inventory sheet, the to-do-to-day sheet, the record sheet. Use the activity inventory sheet to write out everything you need to do. The sheet comprises everything with your name. Write about various activities as you think of them. Check off the task you have completed. The to-do-to-day sheet organizes the task you want to focus on for that day. Pick these activities from the activity inventory sheet. Complete this sheet at the start of the day or the night before. Creating a todo list helps focus the mind. This sheet contains a heading with a place, date and the author, a list of tasks to do during the day in order of priority, a section title and plan. And urgent activities List the unexpected tasks that are necessary. As they come up, these activities might change the day's plan. Start each day with a new sheet, so the sheet is focused on that day. An old sheet can distract you from today's priorities, so transfer things over to the new sheet.
Speaker 1:
Chapter 6. Record the Pomodoro's for each activity. The other sheet, the record sheet, is used to record your progress. Write what you did during the day and how many Pomodoro's you used to achieve your progress. This allows you to understand how long a task takes, which would be helpful for future planning. One of the biggest problems with time management techniques is that people overestimate how fast they can work. Those setting themselves up for disappointment when they don't make satisfactory progress on their todo list. Your record sheet teaches you to think about Pomodoro's sessions. This will help you plan your day better and see how many projects you can complete.
Speaker 1:
Chapter 7. Bundle your simple tasks. Another advantage of creating your 25 minutes time limit is your ability to bundle your simple tasks together. You may have some simple tasks that need to be done each day and combining them helps you stay focused on them. You can create a game by seeing how many of these simple tasks you can accomplish in 25 minutes. One example is going through your inbox, set up folders to put your email in and spend 25 minutes organizing them and replying. You can do this twice a day and reduce the size of your inbox faster. Plus, you wouldn't have the weight of all those emails hanging over you all day. So this technique helps to defeat a little bit the procrastination because, of course, if you start to do everything in a consistent way, but without exaggerating, then you can achieve your goal, achieve your success without stress and, of course, with a lot of energy left for something else. So this is very, very good, very, very beautiful.
Speaker 1:
Break big projects down. Some projects take more time to work on and complete. If an estimate is okay, this is a quote. Yeah, if an estimate is greater than 5 to 7 Pomodoro, this means that the activity is too complex. The rule is, if it takes more than 5 to 7 Pomodoro, break it down. An extensive project like presentation may take 10 or more Pomodoro. Here is an example of how to break it down into manageable tasks. Okay, guys, so I guess this is how can I say, not for beginner, this is more for people who really like to use this technique for complex projects, but in the case it takes more knowledge, a little bit of more knowledge. I mean it's not that complex, but just do not overwhelm yourself. In my opinion. Just start with a small project for now that request one or two Pomodoro techniques per time, and then, of course, just go through with a bigger project. Anyway, we have eight rules here and we talk about extensive project. So let's go outline full presentation plan.
Speaker 1:
Chupomodoro Number two meet with the graphics team about the project needs. Chupomodoro Three coordinate with the copywriters to write the handouts for the graphics team. Chupomodoro or coordinate with the sales team on the best way to create the presentation. Chupomodoro Compile the presentation text. Triple modulus Six add graphics to the presentation slides. Triple modulus Seven review the presentation slides triple modulus. Eight practice the presentation and get feedback from others triple modulus. And okay, about number three coordinate with the copywriter.
Speaker 1:
Just in case you don't know, a copywriter it's not someone who copies the words of someone else. A copywriter is a person who uses a technique of selling to attract the audience, the target audience, to reach a determinate goal. That could be, for example, sell a book. But what they do the copywriter? They just go through and they study to understand how to attract that audience. So I just would like to make notice because not a lot of people know about it.
Speaker 1:
And what else? Okay, very good, very beautiful, but this is subjective in my opinion, right. So just an example for me can take maybe triple modulus for full presentation. Actually, I make a good example, since my fiance works in a success management environment and she's a person who really knows how to organize a presentation. But she's also a person who does a lot of plan and brainstorming at the start. So, for example, in her case, if one pomodoro is 25 minutes and here we here he mentioned an outline for presentation plan is triple modulus. Maybe I'm just guessing, but a person like my fiance can be triple modulus, okay, or four maybe, all right. So that's very important. It's very subjective, but I think what is trying to say here is that to spread these 25 minutes per small tasks, okay. So also this concept very, very good, very, very beautiful because it doesn't overwhelm you. You know you can spread your energy, your time without overwhelm yourself. So I'm very proud of him, since he's Italian also. So, as you can see, a big project seems more manageable when you break it, when you break it down into smaller pieces. These will limit feeling overwhelmed when managing a large project. The Pomodoro Technique also helps you think through a project and keeps you from missing important details.
Speaker 1:
Chapter nine implement this technique in your office for greater team productivity. One of the hardest things to do is start using the Pomodoro Technique in an office where no one else use it. One of the biggest way people procrastinate is by visiting people in the office. The best way to start in the office is to meet with your manager and let them know what you're doing. Get their support by letting them know your goal is to increase your productivity. You can start slowly at work by using it in the morning or afternoon. Have a sign to let people know what you're doing. Let others know if it is helping you to be more productive.
Speaker 1:
Here are a few things to keep in mind as you implement it at work. Understand that it will take a while for everyone to know you're doing it. Plan Pomodoro time to reply to emails, return phone calls, emit people. Keep track of everything, even interruptions, because it will help you keep better records for future planning. The best way to help others with the Pomodoro Technique is to use it systematically. Results speak louder than words. When they see your results, they will want to know your secret.
Speaker 1:
Reduce the distraction. It's something that he also said before in another chapter interruptions, distractions. You have to reduce it. If you really like to work in a good environment, to achieve a good success, a good goal, you have to reduce it. Something interesting about the Pomodoro Technique is that you have to reduce or delete interruption or destruction in that time frame. We're talking about a 25 minutes time frame. It's not that much, especially when you go into the flow state where you are very focused and the time just goes fast. You don't feel the time. In that case, it's not that hard to know the notification, especially we are so involved and inside this into new technology and new information that comes to our brain every day, every time with If and and the chat, gpt and news and I don't know, and the TV and everything and notification and what's up like, just close everything for 25 minutes and be focused. And if there is something that make you distract and this is very important also for me, because my brain it doesn't stop easily when, when everything is quiet, so it's still running. But what he suggests something very important is To write your distraction on something, maybe on a notebook or on a paper, whatever right where you have to write and just continue your work, continue your job and to achieve your success in a very satisfying way.
Speaker 1:
Yesterday I'm gonna make another example, personal example yesterday I I was still working, but somehow my day was very quiet so I could do so many things and I did. I did different things I studied a little bit of Forex. I I study a little bit of podcast, but it was so Untidy the was, so I was, so there was so much disorganization about what I was doing, because meanwhile I was also doing my job and this Left me no energy in the evening, you know, because I, everything was, was a mess, and when you don't spread your time and energy in a tidy way, like he does with his technique, then you know. Then you reach your day. You reach the end of the day tired, without energy, with a big headache. That's my case and, yeah, that's important To you know, to spread your energy and time in a good way. I know that I said this already a couple of times, for sure one time before, but that's very important, okay. So please spread your energy and save your time. Meanwhile, you understand how to achieve your success.
Speaker 1:
Chapter 10 it takes time to master the Pomodoro technique. Implement yeah, of course it takes time to master the Pomodoro technique, something that we say the ready before. Okay, so just try with small project guys, otherwise this can overwhelm you. Implementing the Pomodoro technique seems simple, but life has a way of making it complicated. Understand that it will take time to master the technique. Start implementing it slow in your daily schedule rather than try to jump in and use it for your wall work day. Start using it for your most important task. Plan to use the Pomodoro technique for the task and see how it goes. This can help you build confidence In using it in the future. Interruptions happen, so have a plan for them.
Speaker 1:
If you get a call, quickly see if you can call them back. Or just just a note, just close your phone. I mean, in 25 minutes it's no one is gonna really bothers you. Well, I mean, if you want, if you don't want to close your phone, if you don't want to turn off your phone, at least turn off the notification, okay. So that's very important. Let them know you are in the middle of something and ask if you can call them back, make a note, a return to your task. Okay, let them know you are in the middle of something and ask if you can call, call them back, make a note, a return to your task.
Speaker 1:
Yes, right, unfortunately, we are living in in a community right now where, if you talk in this way, no one take you serious. I have to be honest, but it's also important to set boundary. So, yes, I kind of agree about what he said, but of course, this can result in consequences okay, and expected consequences, because if you say to someone listen, just call me back, I'm doing something important, but it that's not your way, if this way is not your character, then the person who knows you is gonna think more, is gonna call you back like in a way, hey, something wrong. You never answered me something like that, you know. So I mean, that's good to know a phrase like that. It's important to let the people know that you are gonna establish a new boundary, but it's also important to maybe let them know before that you are making this boundary if this kind of behavior is not on you.
Speaker 1:
Final summary and review of the Pomodoro Technique. The Pomodoro Technique is a powerful time management technique that fits the modern digital world. By creating 25 minutes time burst of productivity, time management is possible in a world of distractions. This productivity system allows you to pick what you want to focus on and how to complete it. It gives you a sense of autonomy and ownership of your time. You could be a writer, painter, game designer or engineer. The technique works in all situations because you can tailor it to fit your specific role. The goal is to implement it today. Don't wait until you can get your world day centered on the technique. Start today by using one or two Pomodoro sessions and see how much more you can accomplish and this. So here there is a quick review of the main points. Increased productivity by turning time into your ally.
Speaker 1:
The Pomodoro Technique is both simple and effective. Deal with your distractions. Reward yourself with regular breaks. Compile a daily to-do sheet. Record the Pomodoro for each activity. Bundle your simple tasks. Break big projects down into manageable tasks. Implement this technique in your office for greater team productivity.
Speaker 1:
Number 10, be patient. It takes time to master this technique. Be patient with everything that this podcast teach you to be patient. You have to be patient patient. Patient. Patient in everything. Patient about what you learn. Patient about what you're doing. Patient about your project that you are brainstorming right now with yourself and with people around you. Patient with the goal, the success that you are going to achieve in the future. Be patient, okay, and why? I say that to you? Because I wasn't patient enough. And yes, last quote here, the Pomodoro Technique shouldn't be used for activities you do in your free time. In fact, use of the Pomodoro would make this activity schedule and goal oriented. That's no longer free time, francesco Cirillo, beautiful episode and I should implement more the Pomodoro Technique, something that I did some time ago, but now not anymore, and I would suggest to you as well, because I don't know, reading this summary made me realize that we live more in a world of distractions, and this for sure can help. Thank you, guys for listening today and see you in my next episode. Cheers.