Ingrid Gerstbach: Time and productivity killers in the working life

About Ingrid Gerstbach

Ingrid Gerstbach studied business psychology in Hamburg and business administration and education in Vienna. In 2010, she founded a consulting firm for design thinking and business analysis with her husband, Peter. Her clients include major companies from Germany and Austria. She has published several books on design thinking, both alone and together with her husband.

In her latest book, "Die 7 Ausreden der Unternehmen" (The 7 Excuses of Companies), published by Campus Verlag, Ingrid Gerstbach discusses the pitfalls that lead companies to make poor decisions. Visit Website

Ms. Gerstbach, what does a Design Thinking Expert actually do?

Imagine you want to develop a new product but aren’t sure if it’s really what your customers need. That’s where I come in! First, we dive deep into your customers’ world, conducting conversations, observing, and trying to understand their real desires and challenges.

Once we have a clear picture, we develop ideas as a team, create prototypes, and gather feedback continuously to ensure our solution truly fits. There are many useful methods in each of these phases, which I use depending on the situation. My work is about understanding and discovering new perspectives and approaches.

What challenges in everyday work do you encounter with your clients?

The top 3 challenges I encounter in my clients’ daily work are:

• Complacency about customer knowledge: Many companies believe they know their customers and their problems inside out. However, it often turns out that customer needs and desires are quite different from what the company thought. It’s not easy to step out of the comfort zone, question assumptions, and get the team to truly listen and observe carefully.
• Dealing with uncertainty: Design thinking is a process that works especially well in situations of uncertainty and change. But many clients struggle to embrace this iterative process and feel uncomfortable when everything isn’t perfect right away. They must learn that mistakes and experimentation are part of the process.
• Teamwork and communication: In many companies, departments often work in isolation. Design thinking, however, requires close collaboration and open communication. A big challenge is getting teams to pull together and communicate regularly.

These challenges make the work exciting and ensure it’s never boring!

Two related topics frequently discussed lately are time loss in the workplace and inefficient working. Do you think we’re not using our work time effectively?

Time loss and inefficient working are definitely big topics. I think one reason is that we often try to do too many things at once instead of focusing on what’s essential. We spend a lot of time in meetings, emails, and other distractions that aren’t always productive.

Additionally, many people work on solutions that often don’t match their customers’ needs. If we structured our working hours better and focused on truly understanding what’s important, it would make a significant difference.

What do you see as the biggest time and productivity killers in the workplace?

The biggest time and productivity killers in the workplace? Here are a few classics:

• Endless meetings: Meetings are important, but if they’re too long and too frequent, they consume valuable time. It’s especially frustrating if there’s no clear goal or agenda.
• Email overload: Constant incoming emails and notifications can be incredibly distracting. It’s hard to stay focused when you’re constantly checking your inbox and trying to respond to everything immediately.
• The myth of multitasking: We often believe we’re more productive by multitasking, but the opposite is true. Constantly switching between tasks reduces the quality of our work, and we end up taking even more time.
• Unclear priorities: If it’s not clear what’s really important, we waste a lot of time on unimportant tasks. Clear prioritization helps maintain focus and maximize productive time.

What effects do these time wasters have on employee motivation and satisfaction?

If employees constantly feel they can’t use their time effectively, it leads to frustration and dissatisfaction. Meetings without clear goals or unnecessary tasks can reinforce the feeling that their time isn’t valued.

When employees see their efforts are wasted or they’re not progressing due to inefficient processes, their motivation drops, which negatively impacts productivity. This negative spiral can lead talented employees to leave the company in search of a workplace where their time and skills are better utilized.

Furthermore, time waste affects people’s ability to achieve their goals and make meaningful progress. If they constantly feel stuck, job satisfaction suffers. They want to see that their work makes a difference and that their efforts lead to tangible results.

How is it that meetings still play such a large role in our work world? Should we reconsider their role?

Because they’re traditionally seen as the best way to communicate and make decisions. Many companies rely on meetings to share information, discuss strategies, and ensure everyone is on the same page. But often, meetings become routine and risk being ineffective and time-consuming.

There are now far better approaches that are not only more efficient but also strengthen employees’ sense of responsibility. For example, by applying design thinking approaches, employees are more involved in decision-making processes. They’re actively encouraged to use their ideas and perspectives and develop creative solutions together. Instead of lengthy meetings, teams work in workshops and short, targeted sessions that are much more productive and inspiring.

More self-responsibility means employees have the freedom to make their own decisions and drive projects independently. This not only leads to higher motivation and satisfaction but also to better results. By consistently implementing this approach, we can significantly reduce the role of meetings and focus on more efficient and collaborative working methods.

What specific actions can leaders take to reduce time loss from unproductive meetings, emails, and other distractions?

The most important thing is to only hold meetings when they’re truly necessary. There should be a clear objective shared with participants in advance. This allows everyone to prepare optimally, keeping the meeting focused and efficient. Limiting meeting time is also helpful.

Emails are another major time-waster. Leaders can intervene by setting clear guidelines for email communication and encouraging more direct conversations to reduce email volume.

Above all, however, leaders should promote self-responsibility and autonomy in their teams. By giving employees more decision-making freedom and responsibility, they reduce the need for constant check-ins and meetings.

How can leaders create an environment that encourages employees to use their time effectively and focus on essential tasks?

Leaders should first communicate their goals and expectations clearly and openly. When employees know exactly what’s expected of them and what priorities are set, they can better manage their time. Transparent and regular communication especially helps to avoid misunderstandings.

Equally important is a supportive and trusting work environment. When employees know they can get support at any time for problems or uncertainties, they feel more secure and motivated. Regular feedback and recognition for good work not only help maintain motivation but also encourage employees to focus on their tasks.

Finally, it’s important to foster each individual’s sense of responsibility. When someone has the freedom to make decisions and shape their work, they feel more engaged in their work.