As work style reform progresses, telework is rapidly becoming popular as a new work style. This has the potential to improve the work-life balance of employees and contribute to increased productivity for companies. But to effectively implement remote work, you need the right tools and strategies. In particular, selecting and utilizing groupware is the key to successful remote work.
In this article, we will delve into the importance of groupware that supports work style reform and telework, how to choose it, and how to use it effectively. We will explain the functions of groupware that supports telework, the criteria for selecting the optimal groupware for telework, and the points that will lead to successful telework through actual operational examples. We hope this information will be a useful guide for companies and employees considering or implementing telework.
Importance of groupware
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Basic functions of groupware
Groupware is an important tool for promoting teamwork and communication. Key features include schedule management, email system, file sharing, message boards, project management, and more. These features facilitate information sharing among team members and improve work efficiency. Especially when working from home, these features can help keep your team cohesive and provide visibility into work progress.
The role of groupware in work style reform
Since the "Workplace Reform Related Law" came into effect on April 1, 2019, "Workplace Reform" has become one of the keywords in the Japanese business scene.
As part of work style reform, the Ministry of Health, Labor and Welfare is focusing on promoting the spread of telework in order to "realize flexible work styles," and will provide subsidies of up to 1.5 million yen for part of the implementation cost to small and medium-sized enterprises that are working on telework. We are implementing subsidies for improving outside work, etc. (telework course). Work style reform can be considered a kind of national policy.
The important thing in work style reform is to create an environment that improves labor productivity for all staff, regardless of their location or work style.In order to realize this work style reform, the tool that should be introduced is "groupware".
The role of groupware in telework
In a telework environment, groupware acts like a virtual office. Team members can communicate and collaborate in real time, regardless of geographic constraints. It also serves as a means to resolve issues specific to remote work, such as poor communication and uncertainty about work progress.
How to use groupware by learning from examples
If you look at examples of how groupware is used in actual companies, you can clearly see how effective it is. For example, one company used groupware to create an internal information sharing platform and to stimulate communication among employees. This allows employees to easily obtain information related to their work, allowing them to make decisions quickly and execute projects efficiently. It also contributes to improving employee motivation.
In this way, groupware is an essential tool that supports the success of telework, and its selection and utilization are directly linked to improving a company's productivity. In the next section, we'll take a closer look at the points to consider when choosing groupware suitable for telework.
How to choose the best groupware for telework
Can be used by people with low IT literacy and skills.
The first important thing is that the groupware is easy to use even for people with low IT literacy and skills. IT literacy refers to "the ability to understand and operate IT-related matters. Even though personal computers and smartphones have become widespread, there are still a certain number of people with low IT literacy. Even if they are able to use computers for work, many people are not very good at it.
If you want to achieve a change in the way you work, you need to choose groupware that can be used by people with such low IT literacy. If you introduce advanced groupware and only some people can understand it, information sharing and communication will not be improved. As a result, changes in work styles will not be realized. Consider again whether the groupware you are considering introducing can be used by people with low IT literacy and skills.
Security and privacy
Security and privacy are the most important considerations in a remote work environment. The groupware you choose must meet strict security standards, including data encryption, secure access controls, and adherence to security protocols. This helps minimize the risk of sensitive information being compromised and ensures data protection while working remotely.
A free trial period is provided.
Even paid versions of groupware sometimes offer a free trial period. If you are introducing groupware for the first time, be sure to use a free trial. By using a free trial, you can see how your employees react.
By asking employees to provide feedback on the groupware, we can verify its ease of use. If issues are found, the groupware can be made more user-friendly for employees, which will lead to a change in the way they work.
If you want to change the way you work with groupware, we recommend that you take advantage of the free trial.
Multi-device support
While this is a feature of many groupware products, it is also important to support multiple devices. Flexible work styles are also part of the change in the way people work.
If multi-device support is available, you can work from a distant sales office on the device at hand without having to return to your own company, or you can easily travel within your company to hold meetings.
Multi-device can make a big difference in the way you work every day. If you want to change the way you work, choose multi-device groupware.
Equipped with video conferencing system
Video conferencing systems are an indispensable part of the groupware functionality that enables you to change the way you work. With a video conferencing system, you can participate in meetings without having to move from your desk.
How much time do you spend on finding and reserving meeting rooms in your daily work?
With a video conferencing system in your groupware, the time you used to spend preparing for meetings can be used for other tasks. This will reduce the amount of time that is not generating money and allow you to do more valuable work. It is truly a change in the way we work.
When choosing a groupware, select a product that has video conferencing system functionality to help you change the way you work.
Flexible in features and performance
Globalization is advancing and the business scene continues to change rapidly. That is why companies need to respond flexibly to these changes.
Groupware, which affects the way companies work, should also be a product with flexible functions and performance. Even if you go to the trouble of introducing groupware, it will be useless if the product cannot respond to changes in the company.
Staff reassignments and project changes occur on a daily basis. A groupware that can respond to the times and changes in your company will be useful in reforming the way you work within your company. If you want to change the way you work, choose a flexible groupware.
Using groupware can help you change the way you work.
In this article, we have delved into "What is groupware suitable for work style reform and telework?" Starting with an introduction to the basic functions of groupware, we will explain in detail the role and value of groupware from a wide range of perspectives, including its importance in a telework environment, selection criteria, and how to effectively operate it in actual companies. did.
Telework is a work style that will continue to be adopted by many companies in the future, and selecting and utilizing the appropriate groupware is essential to its success. Choosing groupware that emphasizes security, flexibility, and usability is key to making remote work more effective and efficient. It is also important to refer to practical examples and explore operational methods that meet the needs of employees.
Finally, we hope this article will be a useful resource for companies that have implemented telework or are considering implementing it.