Tag: pomodoro technique

Structured vs. Freeform Work [en]

Thanks to the endless “how we work” discussions my friend Steph and I have, I’ve understood that more than simply hanging out online less, one of the things I’ve done since I started trying to be more productive and focused with my work (through Paymo and the Pomodoro Technique) is turn everything I do for work into “must do” tasks.

I’m somebody who has impulses to do things — I’ve mentioned it in passing about blogging, but it’s valid for other things. I suddenly feel it’s important to prepare this or that document, or get back to such-and-such, or clean my desk. And — this is the important bit — I think I enjoy doing things more when they are born of an impulse or an urge rather than because they are on the list of things I must do today.

I’ve learned (with my failed experiment at having readers vote on what they wanted me to write about) that I can turn something I really want to do into something I really don’t want to do by simply putting it on a to-do list or planning a time to do it. It sucks, and in an ideal world I would function differently, but that’s obviously how it works for me. I can kill my enthusiasm by turning something into a task.

So, what to do?

I’d like to make it quite clear I don’t blame Paymo or the Pomodoro Technique. If anything, what has happened to me shows how useful these two tools are at focusing on stuff that must get done.

The problem is that I have reduced my work to “stuff that must get done”. I need to find a balance. Balance! I keep saying that. My big quest of the year seems to be balance.

Paymo is really useful for me to know where my time goes, but its negative side-effect is that it prevents me from freely drifting from one thing to another, and just following my impulse of the moment. What I’ve done for the moment is created another “client” in my list (“various”) which only has one project (“freeform”).

This allows me to put myself in “freeform work mode”, set the timer so I still have an idea of how many work hours I put in each week/day/month, but not have to worry about what I’m doing. I’m going to lose track to some extent of how much time I spend doing certain things, but at this stage I think it’s more important that I find more pleasure in work again.

The Pomodoro Technique is great for knocking down tasks, or making sure I do “maintenance work” on long-term projects where nothing is urgent right now, so I don’t fall behind. It’s great for fighting procrastination. It’s great of doing what really has to be done. But it’s too structured for me to spend my whole work time using it.

So what I’m going to try doing is work freeform in the morning — do what I feel like doing, without obsessing about productivity — and do tomatoes in the afternoon to make sure the important stuff does get done.

I’ll try to remember to report back after a few days.

Do you have any experiences or thoughts to share on working in a structured vs. freeform way? Do you need both, or favour one style? I’m interested in hearing from you about this.

Trying to Get Organized (Again) [en]

[fr] Je m'organise: pas de nouveaux mandats de formation ou de conférences avant mi-mars 2012 (priorité à mes engagements existants, l'agenda est plein!), utiliser la Technique Pomodoro sur la semaine pour mieux évaluer la charge de travail que représente les affaires courantes et mes mandats existants, et travaillers sur des conférences et formations "standard" plutôt que de tout faire à partir de zéro à chaque fois!

I’m trying to figure out how to get organized over the next six months to do everything I need/want to do without working myself into the ground. Or behind the sofa, cowering.

This is part of the ongoing “how to improve the way I run my business” thinking.

One thing I have clearly pinpointed is the following:

  • almost all the work I do (including training and talks) is bespoke
  • when the financial means of my clients are limited (e.g. many schools and small companies) I need to find a more rational way of using my time

This means I need to get to work on the dirty little secret of successful businesses and freelancers: reduce, recycle, reuse (thanks for that one, Suw). I need to work on preparing a certain number of “standard” talks and training sessions, rather than doing everything from scratch each time.

Until the end of the year, I already have a significant amount of commitments (or commitments-in-the-making, because we’re still hashing out details or agreeing on a formal proposal). The good news around this is that I’m not too worried about paying my bills (I still have a way to go before I can relax completely about finances, though… but who can?). The bad news is that looking at my calendar for September/October/November is already making me feel stressed. (That’s the calendar including future and probable gigs, though, it’s not that bad.)

The other thing is that (probably overcompensating for too many years with almost no holidays) I am actually taking a large number of weeks off this year. I’ve counted, and I will not release the number, because it is somewhat indecent. It makes me feel a little better about being overworked when I’m here, though. And it does bring to my attention the fact I probably need to seek a little more balance between my “working time” and “holiday time”.

Holidays play two roles for me:

  1. allow me time off from work to recuperate
  2. allow me to see people I love and who don’t live in Lausanne or nearby

The first type of holiday clearly requires no working while I’m away. The second doesn’t. There’s no reason I can’t go and spend a week in London with Suw and Steph, work while I’m there and hang out with them. This would also have the advantage of giving me a week clear of meetings and phone calls and visits, where I can concentrate on “office work”. So, I’m going to plan some of those for 2012.

So, all that considered, if I look at my calendar now it’s pretty clear to me I don’t really have space for new speaking/training engagements until mid-March 2012 (except if they’re paid well enough to make me happy to sacrifice my week-ends — never say never).

That’s the wide-angle view for the year ahead.

On a more micro level, I’ve mentioned elsewhere (and in another language) that I’ve been using the Pomodoro Technique recently and it’s really helping me. Here’s how it helps:

  • it gives me a clear amount of time to put my head down (like my “dashes” do)
  • it makes me take breaks
  • as I write down my Pomodoros, it helps me plan what I’m going to get done in the day/morning and adjust my expectations

The last bit is crucial. Specially when I have lots to do that is not deadly urgent, I have trouble setting priorities and get frustrated at how slowly I make progress. Now, if I know that during a 9-12 morning session I can do 5 pomodoros (= 5 times 25 minutes of actual work), it allows me to plan what I’m going to use them for. I might use one to make progress in my accounting backlog, one to make progress in a report I really don’t want to write, two to write a blog post, and one to deal with some e-mail, get back to people, and plan the next day.

Used this way, the Pomodoro Technique is a very simple planning tool that takes a lot of stress away from me and allows me to put my energy in actually working.

There is less overhead than Getting Things Done, too: even if you want to do things well, reading the free ebook that explains the Pomodoro Technique takes about an hour. And you can dive right in: just get a timer, set it on 25 minutes, work non-stop on something, then take a five-minute break, and start again. It’s deadly simple and is designed to be implemented in progressive steps (instead of degrading gracefully it upgrades gracefully). Check out the cheat sheet if you’re impatient.

I should be able to fit 12 Pomodoros in a full day of work, but to play it safe, I’m counting on 10 right now. That means I have 50 Pomodoros available on a five-day week. The Pomodoro is a unit of time that my brain can work with, specially after a few days of working in Pomodoro-length bursts. It’s much simpler than the hour, which is (a) longer and (b) divisible. (There is a rule that says “The Pomodoro is indivisible.”)

This is helping me see what I can get done in a day, and therefore, a week. For example, I might estimate that I need on average one Pomodoro a day to get organized, do my accounting/invoicing, pay bills, sort through e-mails. Not the same mix every day, but roughly one a day. Right, five a week.

Then, I estimate that on one of the projects I’m working on, I need 3 Pomodoros a week. On another, two. Another might take up a day of my time each week, which means my weeks actually have closer to 40 Pomodoros than 50.

If you do project planning, you’re familiar with this. It’s nothing new. But in my case, the ability to think “in Pomodoros” has been the key to allowing my brain to do this kind of exercise. As I write down my Pomodoros in advance and check them off as they’re done, within a few weeks I’ll be easily able to see if my estimates are off and adjust them.

One thing I’ve been terribly bad at this last year is protecting a sufficient number of “office days” where I’m not interrupted by errands and meetings.

So, in summary, what’s the plan?

  • plan “working abroad” visits for 2012 to reduce the number of non-working holidays while still seeing non-local friends and family
  • moratorium on new speaking/training engagements until mid-March 2012
  • continue working in Pomodoros and gain a better sense of how much time I need for my regular “ongoing” tasks and projects so that I have a “weekly framework of Pomodoros” to get organized from
  • work on standard talks and training offers (which will in the long run allow me to be more proactive and less reactive about finding clients)
  • block an “office day” per week (monthly average)

Off I go!