How to achieve more impact with less work

Our modern working world is actually quite chaotic. We've been taught that productivity means doing more - but what if it actually meant making space for less? Fewer administrative tasks and fewer distractions would create more space for focused thinking, meaningful collaboration and creative, impactful work.

More impact in the work desired

In view of World Productivity Day on June 20, Dropbox, in collaboration with YouGov, surveyed 1196 full-time and part-time employees in Germany about the biggest problems in the modern working world. They were also asked what they really need to feel productive and not just tick off to-do lists.

Key findings:

• Employees are overwhelmed with work that makes it difficult for them to complete tasks. A quarter of employees (25 %) stated that they only spend 6 to 10 hours per week on administrative tasks such as e-mail, scheduling and document processing.
• Employees do not have nearly enough scope for meaningful, creative work. Not even half (46 %) of the working adults surveyed in Germany stated that they have enough time for work, which could actually increase the productivity and general well-being of employees.
• Employees want more opportunities to make a difference in the workplace. Mentoring colleagues (32 %), learning new skills (37 %) and receiving feedback (44 %) were each cited as the most important factors in feeling successful or productive.

These findings highlight a common challenge in the modern workplace: people want to make a meaningful contribution, but the tools and systems around them are often not enough. So what needs to change? Whether it's the introduction of new AI tools or flexible working models such as Virtual First, creating space for creativity and strategic thinking requires an understanding of how people actually spend their time.

Employees need more space for creative work

The survey in collaboration with YouGov has produced a remarkable result: less than half of German employees (46 %) state that they have enough time to focus on creative tasks. Only a small proportion of them - just 16 % - say that they suggest creative ideas at work a few times a week. And almost a third (28 %) say they feel less creative at work in general.

When looking at the time they spend on meaningful or impactful work in general, the picture becomes even clearer: a significant number of these employees, 49 %, report spending 0 to 5 hours per week in strategic meetings or decision making sessions, with 12 % spending 6 to 10 hours per week.

And when asked about the amount of time they spend developing new ideas or doing more in-depth work, just over a third said they only spend five hours or less each week. No wonder a Dropbox-sponsored study by Economist Impact found that 42 % of people typically can't spend more than an hour on productive work without interruptions.

Employees are inundated with repetitive work

Over a third (39 %) of respondents state that they spend up to five hours a week on administrative tasks such as email, scheduling and document processing. A quarter (25 %) invest even more time, namely 6-10 hours per week.

Tasks such as information gathering and data processing also take up a large part of the working week. Around 42 % of respondents state that they spend up to five hours a week on these tasks and a further 20 % say that they invest six to ten hours in these activities.

Perhaps even more telling is that despite all the time spent, many German employees still do not feel fully equipped for their tasks. Only 23 % fully agree that they have the Resources and tools that they need to work effectively. And when it comes to time, only 23 % also firmly believe they have enough of it to get their work done. This mismatch between needs and resources is more than a productivity issue - it's a wellbeing issue that impacts morale, retention and performance.

More focus for better impact

When employees have extra time, they want to use it wisely. Activities such as supporting team members (32 %), learning new skills (37 %) and receiving feedback (44 %) were on average cited by respondents as the most important factors in feeling successful or productive. When asked what they would do with an extra hour in their working day, 13 % each said they would invest in professional development and share ideas with colleagues.

We can deduce from this: When employees have the feeling that they can make a difference, they feel good. And this requires not only time, but also the right tools. Just over a third of respondents (40 %) said they would be open to using AI tools if they could save up to four hours a week. A recent survey of Dropbox employees found that 96 % of respondents use AI to search for information, brainstorm, program, document and compose messages, saving an average of 7.9 hours per week.

When it comes to being more productive, less really does seem to be more. Whether through new ways of working or using the latest AI tools, the hours saved are just the beginning. By finding smarter ways to use their time - for reflection, better focus and collaboration - people can put more of that energy into creative, impactful work, according to one finding from the study.

Source: Dropbox.com