Imagine that you have to submit an essay in a week. What do you do in the first six days? You do nothing or almost nothing. On the last day, you suddenly become an expert in organization and finish everything in a sprint of panic and coffee. Well, this is a classic example of Parkinson’s Law.

Parkinson’s Law is a principle observed by British historian Cyril Northcote Parkinson in 1955. It describes the human tendency to fill the time available to complete a task, regardless of its complexity or importance. This principle was initially formulated in the context of administrative activities and government spending but it was later applied in other areas, including time management and personal productivity.

Principles of Parkinson’s Law:

• Expand to fit the time available. The basic principle of Parkinson’s Law is that things will always take up all the time allotted to them. In other words, if you have a certain amount of time to complete a task, you will tend to prolong your activities to occupy all that time, whether necessary or not.
• The tendency to leave things to the last minute. Another aspect of Parkinson’s Law is that when you have more time to complete a task, you tend to leave things to the last minute and work harder before the deadline.
• Impact on time management. It’s essential to be aware of how you manage your time and not fall into the trap of filling your available time with tasks that aren’t necessary or prioritized. Setting clear and strict deadlines can help limit the tendency to leave things to the last minute.
• Application in other fields. Apart from time management, Parkinson’s Law can also be applied to other aspects of life, such as financial organization and planning or managing projects and resources in the professional environment.

How not to fall into the trap?

• Set short, clear deadlines. If you have two days to do something, treat it as if you only had one day.
• Work little by little. Don’t let all the tasks add up like a mountain that suffocates you at the end.
• Escape from procrastination. If you feel like wasting your time, ask yourself, “Do I really need to check TikTok for a third time today?”

The Pomodoro technique is a revolutionary way to regain control of your time.  It is a structured time management method made up of processes, tools, principles and values to learn how to deal with time and turn it into an ally to increase productivity. It is based on a series of principles built on self-observation and awareness. Developing these skills makes it possible to change the relationship with time and achieve goals with less effort and anxiety.

The Pomodoro technique involves fragmenting the working time into 25-minute work intervals of concentrated work called pomodoro. After each pomodoro a 5-minute break follows. After 4 intervals, a longer break is taken, usually 15-30 minutes.

You might think that the Pomodoro Technique is just the stopwatch. It is not. The stopwatch is true to be the technique’s emblematic element, but it is only one element.

How to apply the Pomodoro Technique in 5 steps

1. Choose the task you want to accomplish

2. Set the timer to 25 minutes. Work on the task until the timer goes off. Setting aside time for recapitulation for each Pomodoro would ensure a smooth transition to the next Pomodoro. Avoid internal and external distractions like interruptions, phone calls, social media, emails, etc.

3. 5-minute break. For advanced riders, the break can be shortened to 2 minutes. For breaks, it is recommended that you select an activity that contrasts with the workload. If you work on the computer, you should get away from it and you should do a physical activity, walk, have a snack or relax.

4. Long break of 15-30 minutes after four Pomodoro intervals.

Tips for implementing the Pomodoro Technique

• Use a timer to stay focused. You can choose a Pomodoro timer, a mobile app, or a browser extension.
• Plan your workday by estimating the number of Pomodoro intervals needed for each task.
• Break complex tasks into smaller parts for easier management.
• Enjoy your breaks with activities that refresh and energize you.
• Customize your intervals if the standard 25 minutes of work and 5 minutes of break don’t suit you. The goal is to balance focused work with restorative breaks.

Fragment complex projects. If a task requires more than four pomodoros, it should be broken down into smaller, actionable steps. Following this rule will help you make clear progress in your work.

Small tasks can be done together. You can combine tasks that take less than a Pomodoro with other simple tasks.

Once a Pomodoro is set, it needs to ring. Pomodoro is an indivisible unit of time and cannot be broken, especially not to be the target of time thieves. You write down any ideas, tasks, or requests that arise during a Pomodoro and review them later.

In case of an unavoidable interruption, take a 5-minute break and start again. Cirillo recommends watching for interruptions (internal or external) as they occur and reflecting on how to avoid them in the next session. The rule applies even if you finish your task before the alarm goes off. You can use the remaining time to overlearn or improve your skills or field of knowledge.

Funded by the European Union. Views and opinions expressed are however those of the author(s) only and do not necessarily reflect those of the European Union or the ANPCDEFP. Neither the European Union nor the ANPCDEFP can be held responsible for them.