My Tomato Sauce Time Management System — Part Three

It’s time to unpack my time management leverage system. But first, if you haven’t read my first articles in this series, you can find them here: Part One and Part Two. In those previous posts, I give more background information about the key differences between managing time and leveraging time. In this post, I talk more about the nuts-and-bolts of my actual day-to-day system. Let’s pop the hood and take a look…

How It Works — The Short Version

The most essential element of my system is the 25-minute block of time. If I have to boil everything down to just one process that brings the greatest results (a la the 80/20 rule), then it’s this…

• Grab your nearest kitchen timer
• Set the timer to a 25 minute countdown
• Choose one single task to focus on
• Start the timer
• Get to work!

When the 25 minutes are up, take a break. Then, rinse and repeat.

How It Really Works — The Full Version

Obviously, there’s much more to it than that. To make this system really work for you, you have to begin by organizing your “work sphere” into some well defined goals and then transform those goals into workable projects.

1. Make a list of your top goals/projects
2. Keep this list visible or accessible in your work area
3. Use this list plan your working days

We’ll get more into exactly how to use this list further along in the post…

I’d recommend limiting this to a maximum of 5 projects or 5 areas you’re working on. Anything above that number is going to be too distracting to your daily efforts. Plus, if you’re the type of person who tries to do too much or always has too many goals and projects, the very act of getting serious and committed with just five of them is going to improve your productivity exponentially.

What’s with the Tomatoes?

Yup, we might as well deal with this issue now. In creating my Time Management Leverage system, I’ve stitched together my own experience along with the ideas and strategies from some of the world’s greatest productivity gurus.

The “tomato” concept comes from a time management system called “The Pomodoro Technique.” Pomodoro being the Italian word for tomato, and the idea stemming from kitchen timers shaped and styled to look like tomatoes.

If you’ve never read about the pomodoro technique, I highly recommend checking it out if you’re really interested in time management theory. But though I’ve borrowed a lot from that system, I’ve also made a lot of modifications to make this system more practical and more connected to long term goals. Also, the PT is IMHO pretty over the top in terms of how rigorously its creators recommend you track and monitor your time. I’ve done a lot to make it more flexible and thus easier to use.

One thing I really do like from the Original PT is using the term “pomodoro” to talk about a segment of working time. In other words, when I’m working I actually refer to my 25-minute focus periods as “pomodoros.” It has a nice ring to it and comes in handy if someone tries to interrupt you. Nothing more enjoyable than just saying, “I’m in a pomodoro. Can I do it later?” It’s golden.

And What’s with the Sauce?

Let me remind you that the goal of this system is to learn how to Leverage time, not to manage it. Perhaps the very best definition of leverage I’ve read narrows it down to one simple concept…

Leverage is “doing a lot with a little.”

And that’s exactly what you’re doing with my tomato sauce time management leverage system. You’re taking something small, a 25 minute time segment, and turning it into something very big: completing an important goal or finishing a critical project.

From little 25-minute tomatoes, you’re making glorious tomato sauce.

To extend my fun little metaphor even more… let’s remember that fresh, ripe tomatoes rot if we don’t put them to use. And what better use is there for something perishable than to transform it into something we can save and benefit from again and again later on? Likewise… what better use is there for today’s time than to invest it into something valuable that will reap rewards well into the future? Hence, spending 25 minutes on an important project and/or goal?

How to Make Tomato Sauce with Tomatoes

Now that you have a clear overview of my system, it’s time to start putting it to work. I recommend getting a fresh, new lined-page notebook. On the inside cover, write down your top five projects and goals. You’re going to need this notebook to help track your progress every day.

Then, get your hands on a kitchen timer. It doesn’t need to be shaped like a tomato, but it does need to be a timer and nothing else. In other words, don’t use your smartphone, your microwave, or the timer on your laptop.

And before we complicate things even further…. sit down at your workspace, open up your notebook, write down today’s date, and draw a line. Then, take a look at your top five projects. Use these to stay focused on your long-term goals inside the present. Make a list of just a few activities you want to accomplish today. Try to keep your list to five or fewer items — ideally, at least one item per project/goal area.

Finally, choose your first task, set the timer for 25 minutes, and press the start button. Once the 25 minute session begins, you should be working ONLY on your target item and NOTHING else. When the timer buzzes after 25 minutes, finish up what you’re doing, take a break of at least 5 minutes (get away from your computer!) and then get started again.

Related posts:

1. My Tomato Sauce Time Management System — Part One
2. My Tomato Sauce Time Management System — Part Two
3. Interview – Matthew Cornell on Daily Time Management for Entrepreneurs
4. My New Productivity App – The Productive Points System
5. My Four Hour Work Week Story Part 2 – How My Fairy Tale Became Reality