Over the course of the last few months, I've been working integrating
time management techniques into my daily life. I have a paradoxical
brain suffer equally from possessing an easily distractible (I had to
add this word to my Blogger dictionary-- go figure!) brain as well as a
brain capable of long periods of intense work and concentration.
With
such gray matter goofiness, the only way to train my brain better to
both not get distracted AND to not get immersed in a deep dive is to set
some time structure that makes sense. I have found some wonderful
timer apps both for my computer and my phone, and I have been using them
in a way that I would describe as haphazardly disciplined. With
several months under my belt in using these timers to force myself to do
what I consider unpleasant tasks, I have noticed that I'm able to
undertake tasks more easily as the timer creates a finite period for
fulfilling the task.
A couple of days ago, I stumbled
upon the Pomodoro Technique (Pomodoro means tomato in Italian) when
looking for some productivity apps for my HTC One. (How I love that
phone). I don't plan to write about the technique here, but you can
read about it
here.
The technique involves using a 25 min/5 min work/break ratio. There are
apps that you can get for your pc (http://www.focusboosterapp.com/) or
your smartphone. I am using the
Clockwork tomato app. (You gotta love that name!)
This
method is suited to those such as myself who are stationary workers.
Because I'm desk-bound in my job and have many tasks that have to be
done, this application is well-suited for my work. With my paradoxical
brain that is capable of many distractions as well as getting lost in
work forgetting to give my poor body (or it) a rest, this technique is
perfect for those who need a structured time environment, and some help
easing into a task as well as easing out of one.
I've
been using this method for three days (over my other timer methods
deployed), and it is a perfect fit for me. First, the app is integrated
with the day. I'm not stringing together unrelated timers and the
like. Because the Clockwork tomato app is highly customizable (let's
say that you want a 50 minute work session and a 10 minute break), you
can deploy a version of the method that works for your type of work.
Admittedly, the 25 minutes is not ideal for some of the things that I
have to sit down and do. Nevertheless, it is a perfect amount of time
to start something to make some headway.
Because the
app is ticking in the background (which one can mute, but I would
suggest not doing so--it is a great reminder that time is passing), and
one can visually see how much time is left, then it is a great way to
direct focus and effort. Truthfully, it is your own "beat the clock"
game that you are playing with each start of a pomodoro session.
A
small digression: Many years ago, I was serving on a VSCPA committee
and one of my colleagues, who I only saw a couple of times a year,
showed up looking remarkably thinner. His secret? Each hour on the
hour, he got up for 10 minutes and walked around and drank 8 oz of
water. Now the small things do add up. So taking 5 minutes away from
your task at a 25 minute interval, or 10 minutes at a 50 minute
interval, gives your brain space, and gives your body time to move.
I've never forgotten my colleague's result (even though his name
long-escapes me).
For someone like myself that
gets lost in my work to the detriment of my poor body (and brain)
deploying this technique over the last few days has had noticeable
results. In my 'rest' periods, I've done the following:
- brief exercises with a body bar
- yoga breathing
- yoga stretches
- drank 5 oz of water at each break
- walked through the house (when working at my home office) and picked up items, or started laundry etc.
Over
the course of the day, those breaks add up, and you have a refreshed
body, a tidied space, and some blood and oxygen coursing through your
body. More importantly, one gains a time structure that onec an
synchronize one's mind/body to so that one can effortlessly (okay,
better) accomplish the daily tasks at hand with forethought on how much
time something will take and efficiency, as the clock is ticking in the
background!
For my past bad habits when I would
enter many successive days (having done so in the last 6 months) strung
together of 12-15 hours of work with inadequate movement and hydration, I
always emerged from those clusters of work feeling drained and ill. So
much so, that I would sometimes have to go to the doctor to get my body
unstuck. And it was all work, not any of my other necessary things
that needed to get done.
For those of you with these
struggles of needing an assist to start a task as well as some fall
protection so that you don't fall into your work without being able to
get out of it for the sake of your mind and body, I highly recommend
this technique and this wonderful app.
I'll
continue to work with this technique and integrate it with my deployment
of Getting Things Done - The Art of Stress Free Productivity by David
Allen. On that front, I introduced one of my clients to this
marvelous, flexible system of David Allen's. It's a small company, and
all of the staff is deploying it. The president, who is very organized,
is finding it provides him a greater finesse to his current system, and
feels the benefits immediately. In just a few short weeks, all are
feeling less stress, more organized and more productive. For my own
part, I'm refreshing my utilization of these techniques, because it does
work.