'We've Always Done It This Way': 20 Absurd Stories of Workplace Inefficiency Haunting Offices in 2025

Is your job secretly stuck in the 90s? When an online community asked, “What's the most infuriating example of ‘we’ve always done it this way’ you’ve witnessed?” workers globally unleashed a torrent of unbelievable stories. From printing emails just to scan them back into a computer to clinging to software developed 20 years ago, these tales reveal why outdated and inefficient processes refuse to die.

The Analog Ghosts in the Digital Machine

The most common complaints target a baffling resistance to technology. One user described a coworker who would print an emailed PDF twice, scan each copy, and save them into two separate digital folders—a workflow inherited directly from the age of paper mail and faxes. Another shared the cringe-worthy experience of having to ask for a fax number in 2023, as their company policy forbade sending certain documents via email.

These aren't just minor quirks; they have major consequences. An accounting software update was delayed by two years and went over budget because the company insisted the new system's screens and reports look exactly like the old one. In another office, employees printed every invoice for a handwritten signature, then scanned it back into a system that already had a built-in digital approval feature. The justification? “This is how audit likes it.” It later turned out the audit department had changed platforms years earlier and no longer cared.

When Tradition Defies Logic

Beyond technology, some workplace traditions defy basic common sense. An employee recounted the story of their birthday celebration. When they requested bagels instead of cake, the receptionist was flustered, replying, “No, it has to be cake... because that’s the way we’ve always done it.” The bagels were only approved after consulting the boss.

More serious examples carry real risks. At one farming company, a supervisor insisted that “it doesn’t matter the type of oil! As long as it’s got something in it.” A new employee pointed out that this practice was likely why six vehicles were already out of action, but was dismissed as a “City Boy.” Elsewhere, doctors with notoriously bad handwriting refuse to switch to e-scripts, creating a serious risk of medication errors that could endanger patient safety.

The Psychology of Sticking to the Past

So, why do these inefficient practices persist? The Inter-American Center of Tax Administrations suggests part of the issue is a fear of change. Some managers prefer predictable inefficiency over the uncertain outcomes of improvement. Harvard Business School adds that comfort plays a huge role. For leaders who built their careers around existing workflows, learning new tools or revising responsibilities can feel threatening, so they cling to the familiar.

However, employees aren't powerless. Experts advise that challenging old habits starts with evidence—showing how a small change saves time or reduces errors can shift perspectives. A collaborative approach, supported by data and success stories from other organizations, appears to be the most effective way to break down the wall of resistance.