Get more done: The Pomodoro technique for small businesses and how to use it

No matter how hard business owners try, it’s easy to lose focus or get distracted when running a business. It takes effort to bring yourself back to the task at hand. Finding ways to stay productive is a valuable skill for business owners. 

The Pomodoro technique is a time management technique that encourages short spurts of focus followed by short breaks. The technique is a useful productivity hack. If you struggle with time management, the technique might be the ticket to mastering your to-do list—here’s why: 

• How to use the Pomodoro technique
• Why is the Pomodoro method so effective?
• Implementing the Pomodoro technique
• Tips for using the Pomodoro technique
• Keeping your employees happy and productive
• Pomodoro technique FAQ

How to use the Pomodoro technique

The Pomodoro technique, at its core, is simple—using a 25-minute timer to get tasks done. 

Using the Pomodoro method comes down to five key steps: 

1. Find your tasks: Identify the task or tasks you need to complete for your work session. 
2. Set your 25-minute Pomodoro timer: You can use a regular timer and set it for 25 minutes or a Pomodoro app. 
3. Work on the task until the timer’s up: Tackle your task list and work on it without distractions. 
4. Take a short 5-minute break: After the timer is up, take a quick five-minute break and stretch. 
5. After four cycles, take a 15-30 minute break: Complete three more cycles—25 minutes of deep work followed by a five-minute break—and take a longer 15-30 minute break.

The goal of Pomodoro is to reduce the impact of interruptions to improve focus. The short bursts of work help you be more productive. 

Over time, attention span and concentration should improve. And larger tasks feel more manageable when you break them into 25-minute sessions. The breaks between rounds should help you stay motivated to continue working.

Why is the Pomodoro method so effective?

The benefit of the Pomodoro technique is that it makes bigger tasks and projects more manageable. It helps transition between moments of focus versus breaks. 

The Pomodoro method’s effectiveness is due to factors like: 

• Low barrier to entry: Breaking down a large task into 25-minute chunks makes things more manageable—this makes it easier to just get started.
• Combating distractions: By scheduling focused work intervals, you train yourself to resist the urge to multitask or check social media. Those short bursts are easier to power through without giving in to distractions.
• Time awareness and goal setting: The Pomodoro timer technique forces you to be intentional with your time. You set a specific goal for the interval and track your progress. This heightened awareness helps you stay focused and avoid procrastination.
• Gamification: The use of a timer and the completion of each "Pomodoro" (tomato in Italian, hence the name) adds a game-like element. Checking off completed intervals and taking short breaks feels rewarding and keeps you motivated.

Focusing intensely for 25 minutes, followed by a short break, can help you avoid tiring yourself out. You can be less prone to burnout and may feel more motivated to complete work on time. 

The technique can also prevent multitasking, which can hinder your productivity. However, one common critique is that 25-minute sessions can disrupt workflow.

Implementing the Pomodoro technique 

Simplicity is the biggest strength of using the Pomodoro technique, whether it’s for business owners, employees, or solopreneurs. When you get ready to start using the technique daily, it’s best to: 

• Break your major projects or complex tasks into smaller and simpler ones. Take on your most important projects and estimate how many Pomodoros it’ll take. For example, creating next year’s financial budget might take four Pomodoros. 
• Group small tasks together. Combine all your small tasks that will take less than a Pomodoro to complete, such as simple appointment-setting or quick-email tasks. 
• Don’t break your Pomodoro. Once you start your Pomodoro, don’t break it for tasks like text messages, team chats, or emails.  
• Track the effectiveness of your technique. Determine how effective you were at completing a task by visualizing and processing your results. This can help you self-observe and improve your productivity.

In the event of an unavoidable disruption, take your five-minute break and start again. Track interruptions as they occur and reflect on how to avoid them in your next session. If the system seems simple, that’s because it is. The Pomodoro technique is all about getting your mind in the zone to finish your tasks.

Tips for using the Pomodoro technique

When leveraging the Pomodoro technique in your small business, try these tips: 

• Pre-plan your focus: Plan your Pomodoros at the start of your day and prioritize your tasks, plus estimate how many Pomodoros you’ll need. 
• Include flexibility: Make sure to account for overflow, which are tasks you don’t quite complete. Overflow Pomodoros can account for overrun projects and unexpected tasks. 
• Find your flow: While the 25-minute timer is the standard Pomodoro technique, you can experiment with different lengths to find your ideal rhythm, such as 50 minutes of work time and a 10-minute break. 
• Recharge during your breaks: Step away from your desk and screens during your breaks. This means taking a walk or stretching. 
• Embrace technology: You can use various Pomodoro timer apps or productivity tools to help focus and track your progress.

Technology tools, employee productivity trackers, and time-tracking software can help. Yet, the Pomodoro technique only requires a simple timer. For example, there are free apps and websites you can use: 

• Marinara Timer: This timer is available online, and you can adjust it to whatever time interval you prefer. It does not require a download. 
• Tomighty: This timer is a free desktop download for Mac and Windows. You can use the traditional Pomodoro Technique or adjust the timer to your personal preference.
• TomatoTimer: This free online timer uses the traditional Pomodoro Technique.

You can use an online timer, Pomodoro timer app, or even a standard kitchen timer.

Keeping your employees happy and productive

Time management can be a difficult task for busy business owners, but productivity hacks like the Pomodoro technique can help. Tackling projects in small sprints of 25 minutes can make things more manageable. With practice, Pomodoro can help improve focus and concentration.

But the Pomodoro technique isn’t for everyone. Try different variations or things like time blocking. Any method of time management can help your productivity and efficiency soar. You can take your time management a step further with time-tracking software like QuickBooks Time to manage your team more effectively.