gtd and pomodoro

Copyright of CRMIT-© 2011. All rights reserved. Confidential Information

GTD & PomodoroNaga Chokkanathan

January 2012


Agenda

Introduction GTD Pomodoro

ReferencesResources Conclusion


Introduction

• Time Management: One the hottest topics / issues of all time

• More relevant today, with all the information overload / huge expectations / agile methodologies / quick results / decisions

• How can we make best use of our time?

• There are many techniques, we are introducing two of them in this session:

– GTD & Pomodoro


GTD

• GTD = Getting Things Done

• Developed by David Allen in his book “Getting Things Done”

• Main concepts:

– Recording your tasks in a reliable way

• using a system that you trust

– This will free your mind from trying to remember and prioritize stuff

– This recaptured mental energy can be put towards being more productive and efficient


GTD (Contd)

• 4 Steps

– Collection (Various Sources)

– Processing

– Organization

– Doing (Easiest part, Really!)


GTD Processing

• A Sample Algorithm


GTD Organizing

• Each of your tasks will go to one of these places:

– Trash

– Reference

– Someday

– Project Planning

– Waiting

– Calendar

– Task List

• But, what if Task List becomes HUGE?


Pomodoro Technique

• Pomodoro = Tomato in italian

• Technique introduced by Francesco Cirillo


Pomodoro Technique (Continued)

• Steps

– 1. Choose a task to be accomplished (from your task list)

– 2. Set the timer to 25 Minutes (1 Pomodoro)

– 3. Work on the task, when the the timer rings, STOP

– 4. Take a short break (~5 Minutes)

– 5. Go to step 2

• Very Large Tasks: For every 4 Pomodoros, take a long break

• Very Small Tasks: Combine Smaller tasks to make 1 Pomdoro


Why 25 Minutes?

• It depends on human attention span, may differ for individuals

– 5 minutes is too little to focus on a task

– 2 hours is too long (we get tired)

– We need to decide on an optimal number, it may be 25 or 30 or 45 minutes for you (Customized Pomodoro!)

• Should I really buy a tomato shaped timer?

– Nope, no magic in tomato ☺ It works with any timer, But calling a task as ‘2 pomodoros worth’ is super cool ;)


Resources

• Usually a sheet of paper and a pencil is all you need to use GTD

• Additionally, you would need a stop watch or timer for Pomodoro

• But, if you insist on using a software for these:

– GTD compatible Task Managers for PC / Phone• http://mashable.com/2009/01/29/getting-things-done/

– Pomodoro timers available in the market (physical and software)

– Search for “GTD” or “Pomodoro” in your iTunes App Store / Android Market / Blackberry App World


Conclusion

• GTD and Pomodoro are wonderful techniques used by millions of people

– But there is no assurance that they would work for you, at least not as it is (“Out of the box” ☺)

– Usually, a combination of multiple techniques, which are personalized for you, will work for sure

• Whichever technique you may use, constantly watch out and avoid these two things

– Time wasting activities (There are too many, believe me!)

– Overloaded mind / body (Means, a fine balance of Work / Relax is required)


References

• Books & Websites:– Getting Things Done By David Allen (Penguin, 2002)

– The Pomodoro Technique By Frencesco Cirillo (Download for Free @ http://www.pomodorotechnique.com/book.html )

– http://www.toodledo.com/info/gtd.php

– http://www.komarketingassociates.com/blog/organizing-projects-with-gtd-and-outlook-2007/

• Image Credits:– http://openclipart.org/detail/166670/clock-by-caig

– http://openclipart.org/detail/154855/green-steps-by-netalloy

– http://www.komarketingassociates.com/blog/wp-content/uploads/2007/11/gtd_chart.png

– http://www.pomodorotechnique.com/

– http://blog.onlineclock.net/online-pomodoro-timers/


Contact Information

Email : [email protected]

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gtd and pomodoro

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