The Pomodoro technique

Set your personal boundaries, so you have dedicated time to take care of yourself, your family or household, and your professional responsibilities. You won't be any good to your family if you regularly jump up to respond to work.

The key to success is deciding on expectations, then communicating those to others. You need to get clear in your mind what hours you will be attending to your work. Perhaps dedicate a space in your home as the "office," letting everyone know that you need privacy. Decide when you are "on" and when you are "off."

We all have tools in our pockets to help us.

• For example, consider using your phone's built-in alarm for taking breaks, or giving yourself a reminder to eat lunch, or taking a screen break to reduce eyestrain.
• If you find it challenging to work, consider a productivity method like the Pomodoro technique, where you work deeply for about 25 minutes, then take a short break. Repeat four of the cycles, then take a 30-minute break before starting again. There are many Pomodoro apps to help you.
• Don't forget to use the same technology to turn off notifications and distractions while you're working.

The best one for you depends entirely on your working style and personal preferences.

You can use a physical notebook around everywhere you go, but it's easier to use a to-do list app or tool that syncs across all your devices. That way, you can access your to-do items whenever and wherever you need to, whether you're at your desk, in a meeting, or on a business trip.

Write out your to-do list the day before:

• You'll free your time to dive right into your to-do list in the morning - one of the most productive times of day.
• It can help you spot obstacles ahead of time and prepare accordingly.
• Knowing what you have going on well in advance could help you relax and sleep better the night before.

During this allotted break, give yourself permission to do time-wasting activities (social media scrolling included) until you got bored and want to move on to your next task. 

And if your job isn’t ideal for focusing on one thing per day, you can dedicate your morning to one focus area, your early afternoon to another, and late afternoon to another.

This way, instead of being overly restrictive about finishing a task in that time period, you have the flexibility to do any work that moves you forward in that particular focus area.

It involves planning out your day in advance and dedicating specific hours to accomplish specific tasks. 

It’s important to block out both proactive blocks (when you focus on important tasks) and reactive blocks (when you allow time for requests and interruptions).

Instead of writing a big to-do list and trying to get it all done, determine the 1-3 tasks that are absolutely essential and then focus on those tasks during the day. 

You don’t do anything else until you’ve completed the three essential tasks.

Pomodoro is excellent for tackling tasks you don't feel like doing or jobs that require little thought.

However, other tasks, like writing or coding, require uninterrupted time. The problem with the Pomodoro method is that the timer is a consistent interruption that prevents you from getting into a state of flow.

It is a modified Pomodoro. And it solves Pomodoro's big problems.

• It works by writing down one task you intend to work on during a focus session.
• Then work until you start feeling tired or distracted, write down the end time, and take a break. A break can be anything from 5 minutes to 15 minutes.

Because you're not tied to a timer, you're more likely to find yourself in a flow state from time to time.

After analyzing 5.5 million daily records of how office workers are using their computer (based on what the user self-identified as “productive” work), they found that the top 10% of productive workers all worked an average of 52 minutes before taking a 17 minute break.

Intense focus actually makes us less focused in the long run. Instead of thinking about the problem without stop, we need to create distractions that take our attention away from the task at hand so we can come back at it with a fresh mind.

When you are in a state of “flow” it is not good to take a break.

“Flow” is characterized by complete absorption in the task, seemingly effortless concentration, and pleasure in the task itself.

A “good break” will give that goal-oriented Prefrontal Cortex of yours a good rest by switching brain activity to another area.

When you're trying to do many things at once, you're often getting very little done.

• We have limited cognitive bandwidth. Your brain may trick you into thinking it has more capacity, but your ability to work efficiently depends on how well you can focus on one task at a time.
• When you move back and forth between tasks, your brain's neural networks must backtrack to see where they left off and then reconfigure. The extra activity increase errors.
• Real innovative thinking emerges when we allow our brains to continue in a logical path of associated thoughts and ideas. Multitasking leads to less creativity.

As best as you can, set up a work environment that encourages doing one task at a time. Even doing one task for five minutes can be beneficial:

• Actively resist the urge to check social media while you are busy with a task. You may have to install anti-distraction apps that will block access for specific periods.
• Work on just one screen: Put away your cellphone and turn off other screens.
• If you start losing focus, get up and walk around to help you refocus.
• Set a timer for five or ten minutes and commit to focusing for that amount of time. Allow a short break, and get back to your task for another five or ten minutes.

The more we work on focusing on one task at a time, the easier it becomes to focus.

Willpower is a limited resource, one that we deplete through hard, focused work. We need to take regular breaks to restore our flagging willpower and keep our productivity in the long run.

Take a break and do something different for a few minutes every half-hour or so to give your brain a break and replenish your mental resources. 

The Internet distracts but we use it for researching items and retaining information. If you build up your searching skills and ignore distractions, like social networks, it becomes just a tool.

We're usually tempted to spend breaks doing things that are convenient but aren’t truly restful (internet shopping, browsing the latest news, etc.) 

But brief work breaks are only genuinely rejuvenating when they give you the chance to fully switch off. Any kind of activity that involves willpower or concentration, even if it’s not in a work context, is only going to add to your fatigue levels.

The timing of our breaks makes a difference.

Although it may be tempting to wait until we’re flagging later in the day before allowing ourselves a short break, we actually respond better to breaks in the morning - it seems we need to have some fuel in the tank to benefit from a re-fill.