Tools for better time and project management

• Deborah Kohl & Mary Sullivan
• September 14, 2023
• Newsletter Article

Developed in the late 20th century by a British-based businessman, Pomodoro is a system that helps us work with the time we have rather than struggle with it. The only tools you need are a timer, the work to be completed, and the self-control to push pause on email and other distractions.

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If the last three years have taught us anything, we have learned the value of our time and the importance of where we invest it. Those of us who lead teams, either co-located or geographically diverse, are under increasing pressure to return to success metrics while maintaining the productivity we boasted about during the pandemic.  Enter our favorite technique for time and productivity management: Pomodoro.

 

Developed in the late 20^th century by a British-based businessman, Pomodoro is a system that helps us work with the time we have rather than struggle with it. The only tools you need are a timer, the work to be completed, and the self-control to push pause on email and other distractions. At the most basic level, focus and productivity improve with the following steps:

 

1. Determine the nature of the work you need to accomplish
2. Set your timer for 25 minutes (a pomodoro)
3. Work on the work for the duration of the pomodoro
4. Allow yourself a 5 minute break
5. Repeat 3 more pomodoros and 5 minute breaks
6. After the fourth pomodoro, take a 15-20 minute break

 

Advanced tips include utilizing a Pomodoro to-do page as a time-log to revisit for scheduling projects and work in the future. Many people find that they work best in two sets of four pomodoros, meaning 4 hours of highly focused work time. That frees up the rest of the day for meetings and less focused tasks.  

 

Create a list of “short-time” projects to fill the minutes if you finish ahead of the pomodoro allotted can help you create a buffer of time at the end of your day. Another effective practice is to keep some professional reading material for this purpose. You can also “gift” that extra time to yourself for an extended break.  

 

If your team is competitive, gamify the technique. The system, by nature, creates the feeling of a race. Individually, you will find yourself racing the clock to make sure that you fit your work in that 25 minutes; or, conversely, giving yourself a distance mindset and working through the time allotted steadily, but consistently. Having the team share their accomplishments or workflow using the system recognizes the training it takes and acknowledges that practice makes perfect.

 

There are several Pomodoro apps that can be synced to a number of project and calendar management systems. We also find that while some people can effectively set a timer on their phones, others need to put their phones away from them to focus well. We suggest either an online timer, like the ones at Pomofocus or the official Pomodoro page. You can also use a vintage timer, with the added benefit of mindfully setting the time on it. 

 

Ultimately, the goal of tools like Pomodoro, is to create value. This is the hallmark of all the work we do at the K-State Master of Agribusiness program as we seek to build leaders in food, agriculture, and animal health. We are currently taking applications for our January and August cohorts.

 

For more information on how the program can help your career or to participate in a professional development conference or international farm and agribusiness tour, please go to www.mab.ksu.edu, call 785-532-4435 or e-mail mab@ksu.edu.

 

Learn more about the Kansas State University Master of Agribusiness here!