Your work-sessions always derailed into procrastination because of the Vice Feedback Loop.
I learned to prevent this with the Min-Max Pomodoro Method
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The problem
You sit down for a work session.
You’re a little overwhelmed will all there is to do. Unsure where to begin, you start with the title page of your report. Or you fiddle your new business’ logo. Or you watch a few review videos for gear you’ll need to buy at some point.
Sure, this stuff is “important”, but you tend to get sucked into it for far too long. You’re essentially using them to procrastinate on priorities like actually writing that report or drafting some sales copy.
When it comes to your work-sessions, you always sort-of “winging-it”. Given how far behind you are, you’re convinced that writing a plan of action is a waste of precious time. You just need to get going with something and the assumption is that sooner or later you’ll get to the more tedious stuff.
But that doesn’t happen.
At some point, you’ll rationalize checking one of your vices.
Bah, 5 minutes on TikTok before I start writing… just get it out of my system, it’ll help me focus …
And with that, a domino effect is triggered—see here for an image of the vice feedback loop—and you work session get’s completely derailed.
The solution
The Pomodoro technique is popular for a reason. It makes sense to split your work session into timed work/break intervals.
We can make it better. Like one might modify their 2009 Dodge Neon into a supercharged drifting machine, you can “soup-up” your Pomodoro work-sessions with a set of (hopefully less tacky) modifications.
I call it the Min-Max Pomodoro Method. What follows are a set of mods, but feel free to stop once you’ve found what might work for you.
Mod 1: arrive at your work-session with a clear plan.
This doesn’t have to be complicated. List out what you want to get done in your work-session and—this is important—in what order.
For each item on the list, specify the number of Pomodoro work cycles (I call them Poms for short) you need to dedicate, before moving onto the next item.
Mod 2: Categorize each item on your list as either a Min or Max.
Mins. These are your work priorities. It’s writing if you want to be a writer; making art if you’re an artist; writing code if you’re programming something, etc.
It’s also studying for a test, working on an assignment, or advancing on a big work deliverable. This requires uninterrupted focus, what Cal Newport would refer to as Deep Work.
Maxs: This is the fun or easy, yet still important stuff.
Design work, low-key research, passive learning, dealing with emails. This requires some effort, but it’s usually minimal. It’s Shallow Work.
Here’s where this categorization comes into play:
When you start your work-session, you’re to work your way down the list with each Pomodoro cycle.
When you get to a Min Pom, set a silent timer. There’s nothing worse than being super immersed in your work and having your focus broken. So, the timer is there to ensure that you dedicate a minimum amount of time on that task.
Allow yourself to periodically check the clock if/when you drift out of your focus—yet if you get into a flow state and you go over the time-limit, all the better.
When you get to a Max Pom, set a loud, interrupting timer.
Your problem is that you get carried away with this type of work. It contributes to your procrastination, and when you procrastinate you feel bad, and when you feel bad you reach for a vice, which makes you feel worst, etc.
So make sure you make it clear how long (number of Pomodoro cycles) you can work on these tasks before you need to move on.
If you have trouble with enforcing that rule—as I often do—use the Alarmy app to set an alarm which obliges you get up and snap a picture of something for it to shut up. I like to use some outside my work space, like the kitchen sink.
…
As an example, here is my plan for my morning’s work session. The number in front specifies the number of Pomodoro cycles (or Poms) I intend on doing before moving to the next item. The “∞” means I need to stay there and repeat the Poms until I finish the job:
∞ × Mins – update the HRM pdf
∞ × Mins – Finish writing next Reddit article and post to Reddit and email list. ← I’m here, btw.
2 × Mins – prep the next two automation emails
1 × Max – reply to comments on Reddit (if applicable).
1 × Max – research gimbals
1 × Max – Post-It tasks
∞ x Min – shoot and edit next Reels video.
1 × Max – reply to comments on Reddit (if applicable).
Mod 3: use Post-It notes to prevent distractions.
Keep some blank post-its on your desk (or a digital equivalent). That way, when it spontaneously occurs to you that you can’t forget to… send an email; fill out a work timesheet; throw in a load of laundry; browse Amazon for windshield wipers… you can just jot it down.
This is better than allowing yourself to get side-tracked, which often (always?) leads to a rabbit-hole of wasted time.
It’s also better than just ignoring the thought, as it’ll either keep nagging at you, or you’ll forget then suffer the consequences of forgetting.
The solution is to write it down for later—and that “later” can be scheduled. I like to include in my work-session list a Pom or two labelled “Post-Its”, which I dedicate to knocking off the Post-it tasks.
Mod 4: “Pin” during your breaks.
When it’s time for you to take a break, you’d do well to do some ergonomic stuff. Get up, walk around, stretch a bit, look away from a screen at something distant.
Beyond that, you can leverage this time to do some “pinning” which serves to cultivate motivation for demanding yet critical work; for my Mins (so you’ll have less of that ugh I just feel like it feeling when you sit down to work).
I went into this in greater detail in the Habit Reframe Method, but it’s not too complicated. When you manage to concentrate and get some decent work done, you might feel good about yourself.
“Pinning” is the act of mindfully focusing on that good feeling; of setting it into your awareness… Then mentally associating or “pinning” the sensation to the action that preceded it—to the work.
I do this by pointing at my screen with some accomplished work, while telling myself THIS feeling right here, was caused by doing THAT work there…
By doing this repeatedly—and with the many breaks of the Pomodoro method, this can happen multiple times in a single work-session—and showing your brain that your work can be rewarding in and of itself, you’ll begin to see the seeds of motivation and desire bud and then flourish.
From there, that coveted state of effortless flow will happen naturally. You’ll stop having to cajole yourself to get going using willpower, tech hacks or other means of coercion.
But you need to be patient first. ‘Pinning’ takes time, effort and practice. Lots of practice. It’s an investment that pays off in the long run.
Bonus Mod: ramp up the duration of each Pomodoro cycle.
If you find yourself with a lot of Resistance (aka that "ugh I just don't feel like it" feeling) when you start a work-session, try lowering your expectations a bit, especially with the first few Poms.
Ideally, you want to work/break cycles to go for, say, 45/5 minutes. But there’s no reason you need to start there. Try cycling with 5/2 minutes at first. Then ramp up to 15/3, then 30/4, until you get to your target.
…
I hope this helps. Curious to see if you have other ways to mod your work-sessions to up productivity and prevent distractions.
Best,
- Simon ㋛
*** I also posted this to Reddit. If you found it useful and would like others to check it out, take a second to upvote it or drop a comment here.