Setting a time limit is such a simple but effective time management tool.

It can work in a variety of situations and for different types of tasks.

• Use it for the tasks you hate and keep putting off.
• When you need to stay focused and not get distracted.
• To stop you from working on a task for too long.

Working for a set amount of time helps you to be more productive. Especially alongside the practice of building in regular breaks to keep the momentum and focus going.

Setting a time limit gives you a mini-deadline to work to. The 'countdown' effect creates an increase in focus. You’re less likely to get distracted because you know you only have a finite amount of time to complete the task and the ‘clock is ticking’.

Whether it’s a kitchen timer, the timer on your phone or a timer app, there are a variety of ways to set a time limit.

The Pomodoro Technique

- the ultimate tool for setting a time limit and getting focused.

Named after the kitchen timer shaped like a tomato (pomodoro is Italian for tomato) - and created by Francesco Cirillo - the tomato shaped timer was big in the 80’s. It’s a way to break your day into an amount of time for work followed by a short break. You can use it ...

• All day, every day as a way to block out your time throughout the day - some people love this as a way to manage their day.
• For part of the day - to make the most of a block of time you’ve allocated for a particular task or piece of work.
• When you need uninterrupted time to focus on a particular project and don't want to get distracted.
• To tackle a number of tasks in a short amount of time.

How it works:

Either download one of the Pomodoro Apps (e.g. FocusBooster, FocusKeeper - online timer), use the timer on your phone … or a kitchen timer.

1. Set the time for 25 minutes. Start work and keep going until the alarm goes off.

2. Take a 5 minute break. Get up, move around, have a drink … do a quick task to change your mental focus or energy level.

That’s 'One Pomodoro' = 25 minutes + 5 minutes

Repeat steps 1-2, three more times, to complete 2 hours of focused work = 4 Pomodoros. Then take a longer break for 30 minutes or 60 minutes if it’s a lunch break.

Continue with the 4 x 30 minute cycle or work/break, work/break for as long as you need.

In some apps there's a feature to allocate each ‘Pomodoro’ to a particular category, so you can track your progress from day to day and week to week. How long did you spend writing that report, clearing a backlog, doing research ...

I find the Pomodoro technique most useful for when I’m writing or creating course content. I’m less likely to get distracted or diverted from my main focus.

I use it periodically for the time blocks I've already allocated at the start and end of my week.

Adjust the time limit to suit

While the Pomodoro is primarily aimed at the 25+5 timeframe, you can adjust the duration of the focus session to however long works best for you.

Because our brains can only focus for a short amount of time you can adjust it to 15-20 minutes. Helpful if you find you're more easily distracted, especially for those with ADHD,

Got a task you hate or keep putting off … set a timer and work on it for 10 minutes. It’s only 10 minutes, so that makes it seem less of an effort. When the 10 minutes is up you can get on with something else. You might even find that by getting started you’re now happy to continue with the task you were resisting.

Want to avoid disappearing down an email or social media black-hole, set a time limit.

Need to limit the time you spend on a task so you don't waste time or get bogged down in too much detail, when you could be getting on with other things, set a time limit.

Doing the task at home. Set a timer for 10-15 minutes and blitz an area. You can find 10-15 minutes in your day can’t you? Wipe down surfaces. Clear a hotspot. Put laundry away

Don’t have time for exercise. Download one of the many hundreds of fitness apps that have exercise routines from 10-20 minutes or longer. 

Set it for 1 or 2 minutes and see how many sit-ups, jumping jacks, burpees, even stretches you can do in a short time.

I also use the concept of time limits for Focus Days. A whole day of focused activity divided into 50-55 minutes at a time with a 5-10 minute break. These are a great way to blast through your to-do list or work on a project without all the usual distractions.

Find Out More:

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The Pomodoro Technique (website)

The importance of taking breaks (blog post)

Get in touch to find ways to use your time more productively.