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[Telework problem solving] Reasons why telework productivity drops and introduction of tools to increase productivity!

Many companies are now introducing telework. However, the current situation is that many companies are struggling to secure productivity in telework.

Looking at the results of a survey of 11 countries announced by Oracle Japan in October 2020, 46% of the surveyed respondents in Japan answered that “productivity has decreased” regarding remote work productivity due to the corona crisis. .
On the other hand, only 15% answered that their productivity has increased, which is the lowest among the 11 countries.
In this way, not only companies but also Japan as a whole are struggling to secure productivity in telework.

However, using cloud tools solves telework issues and increases productivity. In this article, we will present the causes of productivity decline and improvement measures for administrators who are worried about telework operation.

Table of contents

  • Reasons why telework reduces productivity
    • Lack of communication with employees
    • security issue
    • I can’t grasp the progress (administrator’s perspective)
    • Difficulty managing attendance during telework
  • How to increase productivity with telework
    • Preparation of telework manual
    • communicate with employees
    • Utilization of tools
  • Introduction of tools that are active in telework
    • Web conferencing tool with security insurance “Lite FreshVoice”
    • Chat tool “JANDI” that can also manage tasks
    • Attendance management tool “F-Chair+” to prevent overwork
    • Task World, a progress management tool that can be operated visually and intuitively
    • Security tool “True Office” that realizes a safe PC environment
  • summary

Reasons why telework reduces productivity

There are four main reasons why telework reduces productivity.

  1. Lack of communication between employees
  2. Security issues (affecting external communication)
  3. I can’t grasp the progress (administrator’s perspective)
  4. Difficulty managing attendance during telework

Lack of communication with employees

Telework involves working away from colleagues and bosses at work, which can make you feel more isolated than working in an office. Declining work motivation affects productivity.

In addition, due to lack of communication, if employees’ questions cannot be resolved immediately, work will be delayed and productivity will decrease.

security issue

It is also necessary to pay attention to information leakage during telework. Paths for information leakage include the loss of recording media such as USBs that record internal data, and PC virus infection.

If security measures are not perfect, the range of work that can be done by telework will be limited and productivity will decrease.

I can’t grasp the progress (administrator’s perspective)

Employee progress management in telework is more difficult than the style in which employees come to work. In telework, progress is mainly checked by email and communication tools, so it takes more time than checking progress in the office.

If the progress management system is not in place, the progress of work will be delayed and productivity will decrease.

Difficulty managing attendance during telework

The introduction of telework has the advantage that employees can secure time that they can use freely by shortening commuting time and increasing time at home. However, as more time is spent at home, there is a risk that overtime work will increase due to the inability to switch between work and private life.

Therefore, in telework, it is not possible to call attention because the behavior of employees is invisible.

In this way, in addition to the occurrence of labor problems, overtime work continues and employee productivity decreases.

How to increase productivity with telework

Preparation of telework manual

The figure below is a survey on the “issues of telework implementation” announced by the Ministry of Internal Affairs and Communications.

We can see that the biggest issue in implementing telework is that “the company’s rules are not in place.”

It is important to develop telework labor rules and work implementation methods.

Here are some examples of the introduction of telework. First, let’s analyze the following six items.

  1. time spent on business
  2. Document format (consideration of paper or electronic media, consideration of documents that can be digitized for transition to telework)
  3. Is there a system that can be implemented even with telework, and is security guaranteed?
  4. Personal information: Is there personal information handled in business (customer information, project information, etc.)
  5. Communication: How many people do the work, regular progress management, whether business negotiations and internal meetings can be handled by the web conference system
  6. Detailed schedule management

After analyzing the six items above, consider telework migration by classifying the work that can be done by telework and the work that is done in the office.
A planned shift to telecommuting eliminates the risk of work slowdowns and improves productivity.

communicate with employees

In the office, it is easy to keep track of employees because teams work together, but telework requires conscious communication with employees. If communication is not smooth, you run the risk of abandoning your employees.

Make efforts to maintain employee motivation and manage progress, such as by providing regular business reports.

Utilization of tools

Make use of tools that support telework. Use web conferencing tools and chat tools to ensure communication with employees, and check the operating status with attendance management tools and progress management tools.

In addition, by utilizing security tools, it is possible to prevent information leaks and increase the number of tasks that can be done through telework.

Use tools to streamline your work and increase productivity.

Introduction of tools that are active in telework

Web conferencing tool with security insurance “Lite FreshVoice”

Features (functions)

The only web conferencing tool with security insurance
Can be used without installation and without entering an email
Free trial available

price

15000~ per month

Chat tool “JANDI” that can also manage tasks

Features (functions)

Chat by team, department, or project
Individual task management
Manage and share files used for work Free plan available
that can be linked with attendance management tools, Google Calendar, etc.

price

Free plan 0 yen
Premium plan 400 yen/person
Enterprise plan 800 yen/person
(all monthly charges)

Attendance management tool “F-Chair+” to prevent overwork

Features (functions)

You can capture the desktop screen of an employee You can check the status of your
employees
Prevent overwork
Hidden work prevention function Interval
regulation support

price

Standard Plan 1-10
employees 10,000 yen 11-20 people 20,000 yen 21-30 people 30,000 yen 31-50 people 45,000 yen 51-100 people 80,000 yen (all monthly charges

Premium Plan 1-10
employees 15000 yen 11-20 people 30000 yen 21-30 people 45000 yen 31-50 people 67500 yen 51-100 people 120000 yen (all monthly fees)

Task World, a progress management tool that can be operated visually and intuitively

Features (functions)

The operation is intuitive and easy to understand
Visually understand the progress status You
can measure the time spent on each task Comes with a
chat function
Free trial available

price

Professional ¥1,050/license
Business ¥2,300/license
Enterprise Inquiries
(all monthly fees)

Security tool “True Office” that realizes a safe PC environment

Features (functions)

Data is not stored on the device used, so there is no need to worry about information leakage
All user data is automatically collected under the administrator
Data backup function
Security tools that can be used with external devices such as USB

summary

Introduced the causes of productivity drops in telework and tools that can be solutions. The promotion of telework not only improves work efficiency, but also improves the quality of life of employees and business continuity in the event of a disaster.

Let’s aim to improve the work system and increase productivity by using tools that make telework more efficient.

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