What are the factors that prevent general affairs from working remotely? What is the solution?

Hello!
This is Shimojima, a writer.

This time, I would like to take up the topic of remote work in general affairs.
We will also introduce three features of Colorkrew Biz that support remote work.

Only 1.6% of general affairs managers worked remotely?

There is a questionnaire that investigated how much the general affairs staff were able to work remotely.

The percentage of general affairs personnel who realized remote work during the state of emergency declaration three years ago was only 1.6% out of about 300 people.

There are four reasons why the general affairs department could not work remotely.

1. About 80% of physical problems with mail
2. About 60% of contract seal problems
3. About 50% of the problems with responding to the main phone
4. About 50% of office environment improvement problems

It turned out that these four problems were factors that hindered the remote work of general affairs personnel.

Can't each of the factors that hinder remote work in general affairs be solved?

We have looked at four factors that prevent general affairs from working remotely.

You want to solve these problems and somehow achieve your long-awaited remote work, but how can you actually solve the problem?

Solutions to Physical Problems with Mail

One of the physical problems related to mail is the opening and sending of mail.

First of all, the problem of opening mail.

Mail will only accumulate if someone does not go to the office to check.

Although checking mail is mainly the job of general affairs, I feel that it is somewhat different to go to the office just for that.

"I want to do my work remotely without going to the office as much as possible..."

It seems that there is a service that solves the problem.
It is to convert mail into a cloud and check the contents of letters to the company.

It is helpful because they not only check the contents, but also send mail to the specified address regularly.

Next is the problem of mail delivery.

It is also difficult to go to the office just to send mail and send a large number of invoices to multiple business partners.

"But I can't neglect my important bill..."

This kind of mail shipping problem is likely to be solved if digital shipping can be done.

Solutions to the Contract Seal Problem

One of the issues with the seal of contracts is the hanko culture that has taken root in Japan.

The solution is to shift from paper contracts to electronic contracts.

Although the hurdles to introduction are high, such as obtaining approval from business partners for electronic contracts, if digitization is realized, not only contracts but also purchase orders, quotations, and invoices can be de-stamped, which will improve business efficiency in the long run.

With digitization, general affairs do not have to go out of their way to come to the office for a stamp.

Solutions to the Representative Telephone Response Problem

In many companies, it is the general affairs person who answers the main phone.

Therefore, even if all employees work remotely, the problem arises that the general affairs person must come to the office to respond to telephone inquiries.

Even if you can work remotely, not everyone will contact the person in charge on their mobile phone.

"In that case, will the general manager have to come to the office to deal with it..."

There is a service that solves this problem.

This is a telephone reception agency service that accepts calls instead of general affairs and notifies you of your requirements to tools such as email, LINE, and chatwork.

Office Environment Improvement Solutions to Problems

The work of general affairs office environment maintenance includes changing the layout of the company, managing air conditioning and lighting equipment, and disaster prevention management, but it is also important to manage the inventory of equipment and consumables used by employees.

Fixture Management

When you're in the office, it's easy to manage because you can see who took out the equipment, but it becomes more difficult when all employees work remotely.

For example, a sales representative who came to work remotely took out equipment such as laptops and tablets for the company and left them unreturned.

There is an inquiry from a person in charge of another department, and it is quite a hassle to go to the office to check the records of taking it out.

Consumables

While most employees are working remotely, supplies such as stationery and notebooks may not be reduced as much.

However, when all employees come to work, it is assumed that there is no stock.

As a general affairs manager, I would like to manage inventory while working remotely, but I don't want to have to come to the office just for that.

It would be very helpful if these equipment and consumables could be managed as data.

Support remote work for general affairs with 3 features of Colorkrew Biz!

The mail delivery and inventory management of equipment and consumables that we have seen so far can be done with the functions of Colorkrew Biz.

We will introduce its features in detail.

Digital Mail Dispatch Capabilities

This is a digital mail delivery function linked to Japan Post's web letter.
The method is to send the mail data and address like an email.

Japan Post will handle everything from packing envelopes to shipping and delivery, so you can easily and conveniently ship mail without having to write or glue an address.

With this feature, general affairs personnel can send document mail even when working remotely.

Fixture Management Capabilities

This is a function that allows you to manage the rental of equipment.

The procedure is as follows.

First, prepare a QR code for the equipment you want to manage.

Next, paste the QR code on the equipment and you're ready.

Employees simply scan the QR code affixed to the equipment with their smartphones and press the "borrow" and "return" buttons.

You can also easily check the equipment that is being rented.

With this function, the general manager does not have to go to the office to check, "Where did that equipment go?"
### Consumables Replenishment Management

This function allows you to manage the inventory of consumables such as stationery and notebooks.

With this feature, you don't have to go looking for consumables that are about to run out.

Furthermore, when the inventory number falls below a certain number, the person in charge will be notified when you set the notification settings.
## Conclusion

In this article, we introduced the topic of remote work in general affairs and the three functions of Colorkrew Biz that support remote work.

Factors that hindered remote work in general affairs included problems with stamping mail and contracts, telephone correspondence, and office environment improvement.

These issues can be found in

• Digital dispatch of mail
• Electronic contracts
• Telephone reception service
• Digital management of equipment and supplies

Let's solve it by doing it.

If you can work remotely, not just general affairs, you will be freed from physical problems such as "I can't go to the company because I live far away" and everyone will be able to work freely.

Depending on how you do it, you can achieve a way of working that has never been done before.

In fact, there are examples of people living abroad and working remotely to do general affairs.

Colorkrew Biz has features that support remote work, so we hope you will consider it!

We also have functions to solve other problems, so if you are in charge of general affairs at a company you are interested in, please contact us!