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Effective at Taking Breaks

Effective at Taking Breaks

How to Know When Best to Come Out for Air

Jorge Luis Pando
June 21, 2024

Last week, I discussed time-boxing, the undisputed #1 productivity hack by many experts. This week, I'm focusing on a key complement to time boxing: the importance of taking breaks

The theory

We can’t talk about this topic without starting with Pomodoro. The Pomodoro Technique encourages productivity through structured cycles of work and breaks. Created in the late 1980s, this time management method involves working for 25 minutes (a "Pomodoro") followed by a 5-minute break, with a longer break of 15-30 minutes after four Pomodoros. This technique creates a sense of urgency, so it reduces mental fatigue and procrastination, by breaking work into manageable chunks.

The 90-Minute Work Cycle leverages natural body rhythms to boost productivity. Based on the biological phenomenon of ultradian rhythms, which are the daily natural cycles in our bodies that affect our energy levels, this method involves working for about 90 minutes followed by a 15-20 minute break. This technique works by aligning work habits with these rhythms, working during periods of high energy and taking breaks during low points. It gained popularity from its appearance in the book "The Way We're Working Isn't Working."

The 52-17 Rule optimizes productivity by balancing intense work with short breaks. The productivity app DeskTime did a study on productive employees and concluded the "Effective Breaking" is the number one secret to productivity. They noticed that on average the most productive people work intensively for about an hour and then needed a short break, which led them to popularize the concept of working for 52 minutes followed by a 17-minute break to re-charge. DeskTime emphasizes that the best breaks involve moving away from the computer or cellphone.

My personal thoughts

While planning my week, I try to avoid 30-minute open slots. I noticed that, at work, I was usually getting 30-minute free slots, and I realized they were the worst. I noticed that I could do a lot in an hour or I had no problem jumping from one meeting to another, but those 30-minute slots were a weird in-between where I either ended up reading emails mindlessly or taking a longer break than needed. I learned to try to reschedule meetings to avoid these when planning my week or have a list of small tasks (paying a bill, scheduling an appointment) to fill that space.

I love the concept of breaking the day into 90-minute chunks. There are roughly 10 of these 90-minute blocks in a given day. I noticed that my worst self was when I tried to have different mindsets during the same time block. Now, I can remain focused for 90 minutes because I have done it all my life while watching movies, so I apply the same principle. My core blocks are: (1) Family Mode (7-8:30 am and 5:30-7 pm): I try my best to be away from my phone and focus on family. (2) Deep Work Mode (10-11:30 am and 2:30-4 pm). My peak energy times, when I avoid meetings and do the most challenging tasks. I don't go for 90 minutes straight but do two blocks of 40-45 minutes with a 5-10 minute break. (3) Health Time (11:30 am-1 pm). I exercise/walk/stretch and have lunch.

How to Put This Into Practice

Try Different Techniques: Test Pomodoro, the 90-Minute Work Cycle, and the 52-17 Rule. Note which method suits your energy levels best.
Schedule Breaks: Each week, use calendar reminders to schedule your work and breaks. Treat these breaks as commitments.
Choose Break Activities Wisely: Plan breaks that involve getting away from your screen such as stretching, walking, or talking to peers. Avoid dopamine-filled activities like social media.
Review and Adjust: Reflect on what is working and what isn't. Similar to what I did to find my optimal times, try to adjust your routine and break activities as needed.

Remember, the goal is to have three hours of productive work time per day, split however best suits you, with as many breaks as you need. Just find your balance. You might not reach this goal every single day, and that is OK. Trying is the most important.

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