Due to the current novel Coronavirus situation, a phenomenon that can be called “last-minute remote work” is occurring. After the declaration of a state of emergency in Japan, the nationwide remote work implementation rate has risen by 27.9%. In Tokyo alone, 49.1% of regular workers are working remotely (*Persol Research and Consulting Institute). Of these, 68.7% report that this is their first remote work experience and that this unfamiliarity can cause a variety of problems.
Increasing Cybercrime
Cybercrime incidents are of particular concern for everyone. As corporate security measures are being stretched and loosened by the expansion of remote work, cybercriminals are taking advantage where and when they can.
【Increasing cybercrime】
1. Email phishing
Malicious email that attempts to trick IT department staff, management, business partners, etc. to click on links that lead to fake websites in order to steal personal and login information.
2. Malware attack
A form of cyberattack where a seemingly legitimate email contains a virus or ransomware program that is secretly downloaded when an attachment is opened or a link is clicked.
3. Video conferencing system exploit attack
This increasingly popular attack method takes advantage of vulnerabilities in widely used video conferencing software to hijack a user’s computer and send spam emails with fake video conference invitation emails.
Basic cybersecurity review
Even if your company falls victim to just one of these cyber attacks, the potential damage to finances, confidential information, social credibility, etc. is too great to risk. Now that there are greater vulnerabilities due to an increase in remote work, the basics of cybersecurity should be reviewed.
【Basic, protective security measures for remote work】
1. Thoroughly implement all email security measures
Email is the most common method for cyber attacks. In the case when there is even a small suspicion about an email, it is important to contact the sender by other means, such as telephone, and avoid clicking a link or downloading an attached file. Introducing a system that blocks such email and spam is essential.
Tsukaeru MailBuster provides email security with 100% virus and 99.98% spam blocking.
2. Avoid simple passwords
Are you using simple passwords such as “1234,” “abc123,” “qwerty,” “admin,” and even “password” to ki==log into your business computer or system? These types of simple passwords greatly increase your chances of falling victim to a cyber attack.
3. Always update computer OS and software
These OS and software updates contain very important security changes and vulnerability fixes. It is best to install as soon as the update notification is received.
4. Choose the tool with the proper security measures
The best way to effectively raise the level of remote work security is by choosing the right tools. Security should always be the top priority when making decisions.
“Tool selection” affects remote work outcomes
To achieve the high level of security needed for remote work, we recommend Tsukaeru Business Solutions. The thorough encryption using the latest protocols, detailed access permissions, and authentication system strictly blocks unauthorized logins. Tsukaeru products are equipped with the most advanced security measures for all situations.
By introducing Tsukaeru Business Solutions, you can implement remote work immediately at a reasonable cost and with outstanding security. To learn more, please feel free to contact us at Tsukaeru.
Tsukaeru Dokodemo Office can create a secure remote work environment in just a few hours.
Tsukaeru Filebako allows safe, remote work file sharing within the company (available free of charge until the end of June, 2020).
Tsukaeru Cloud Backup provides entire computer backup in just five minutes.
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In this seemingly never-ending Coronavirus epidemic, the ways people work in this country are changing in unexpected ways. It is obvious that remote work is expanding more than ever, and many people are seeing a shift in their work styles. However, this sudden transition to remote work also creates news challenges of overcoming difficulties in team communication.
Remote work is increasing rapid – but not without challenges
Due to the Coronavirus epidemic and the subsequent declaration of emergency, remote work is rapidly increasing. According to a survey conducted by ITmedia Inc. in mid-March, 64% of companies are currently implementing remote work, more than three times more than last year. As reported in the Yomiuri Shimbun newspaper, some internet service providers have seen an increase in their internet traffic in the afternoons by approximately 60% due to remote work.
While there are many voices welcoming the introduction of remote work, there are some who are confused by the difficulties of team communication due to the lack of face-to-face communication and meetings.
Smooth remote work teamwork with Office 365
Currently, Microsoft’s Office 365 is attracting attention as a tool that facilitates smooth communication in remote work situations, and its cloud-based office suite is growing in popularity.
Office 365 includes the following applications that are perfect for creating easy and efficient remote work team communication:
・Microsoft Teams – Business chat, voice calls, video conferencing, and more. Safe with a high-security level.
・Skype for Business – Conduct video calls on PC or smartphone. Simple and easy to use.
・Yammer – A versatile in-house SNS service for in-house meetings and online business training.
・Exchange – Access business email for remote work.
Perfect for improving remote work efficiency
Office 365 is packed with other useful software design to create a stress-free and efficient remote work environment. It is an ideal solution that immediately solves all remote work issues.
・OneDrive for Business – One terabyte of cloud storage allows for easy file exchange.
・Word, Excel, and PowerPoint – The latest Office products for efficient remote work.
・Microsoft Planner – Easy task management and teamwork to improve work productivity.
Full support from Tsukaeru
Tsukaeru offers Office 365 services as an official reseller of Microsoft products. A subscription to Tsukaeru Office 365 provides the highest level of support from our Office 365 specialists. If you are a business owner or a manager who is experiencing difficulties with remote work team communication, please contact us to find out how Tsukaeru can help you!
Learn more about Office 365.
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[Notice]
Currently, Tsukaeru is offering the cloud storage service, “Tsukaeru Filebako,” free of charge (until the end of June) in support of those conducting remote work in response to the declaration of emergency. For further information, please contact us.
As the effects of the new coronavirus spread around the world and the number of infected people in Japan rises every day, the importance of remote work for businesses is increasing. Previously promoted in the Tokyo metropolitan area as a countermeasure for congestion related to the Tokyo Olympics, the coronavirus situation makes it even more important now. If the number of cases in Tokyo continues to increase, normal business activities based on commuting may be severely restricted.
However, before starting remote work, it is necessary to prepare the right environment for everyone involved. For that reason, we recommend the Tsukaeru cloud solution for quickly and easily setting up a remote work environment at a low cost.
Tsukaeru Filebako for convenient file sharing
In order to smoothly implement remote work, it is important to first establish a method for easily exchanging files outside the office. Tsukaeru Filebako is a cloud storage service that is perfect for file sharing and teamwork. Featuring a simple interface and familiar folder structure, anyone can start using it without training. Uploaded files can be accessed from any device using the smartphone app.
Click here for details on Tsukearu Filebako
Tsukaeru’s Dokodemo Office for a simple and safe remote work environment
For a simple and comprehensive remote work environment, the best solution uses virtual technology. With Tsukaeru Dokodemo Office, an office environment can be built in a matter of hours without any complication, and all company apps and data can be accessed from anywhere, allowing the switch to remote work whenever necessary. Not only are Windows PCs supported, but all Apple MacOS, iOS and Android OS as well.
Click here for details on Tsukaeru Dokodemo Office
Office 365 for using Microsoft Office cloud applications
In addition to Microsoft cloud products ideal for remote work, such as Exchange Mail, Skype for Business, OneDrive, etc., Tsukaeru Office allows the use of familiar software such as Word, SharePoint, PowerPoint, and Outlook in the cloud. With Office 365 from a Microsoft official reseller, it is easy to connect with other available net services such as Tsukaeru Office 365 Protection (cloud backup service for Office 365 data). Additionally, our experienced Office 365 specialists offer the highest level of support.
Learn more about Office 365
Click here for details on Tsukaeru Office 365 Protection
Tsukaeru remote work introduction consultation fee is now waived! (limited time offer)
As described above, Tsukaeru cloud service provides a convenient, integrated solution for easy remote work implementation. In addition, until the end of May, Tsukaeru is waiving the 100,000 yen remote work consultation services fee! We pledge to do our best to support your remote work introduction. Please contact us to learn more.
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Office number：03-4590-8198
In response to the spread of the new coronavirus, "telework" is now attracting new attention. Since an increase in telework means a reduced risk of infection, the government has also called on industries to promote telework actively. Until now, telework has had a domestic penetration rate of less than 20% (Note 1), but that number is about to change dramatically.
Epidemics, earthquakes, fires… Now is the time to create a telework-ready environment in case of emergency.
Most people think of telework as something implemented across the board, with everyone working from home all day. Therefore, many companies dismiss it by saying "telework would never work for us." However, the most important thing is to prepare an environment where employees can switch to partial telework immediately in an emergency. That way, when an emergency occurs that makes telework essential, like the new coronavirus, you don’t have to panic, but can make a flexible response like "Let's incorporate telework in this department for one week, starting tomorrow."
Benefits of telework
The benefits of telework are not limited to the ability to hedge risks in case of infectious disease outbreaks and natural disasters. By creating a telework-ready environment, you can expect the following benefits:
・Reduced costs for the company (office space, commuting allowance, etc.)
・Reduced employee commuting time and stress
・Improved work-life balance and productivity
・Improved corporate image, leading to more effective branding and recruitment
・Decrease in turnover due to circumstances such as childcare and elder care
・Increased employee motivation and engagement
Telework Spreads to Large Companies
Telework is also being implemented in large companies symbolic of Japan. At JR East, which has started work-style reforms such as the abolition of core time, approximately 10,000 employees are eligible for telework, equaling about 20% of the total workforce. Nissan Motors has also fully introduced a telework system, and an estimated 2,400 employees have registered for it.
Other examples include Japan Airlines (JAL) which allows about 4,000 people to telework, excluding pilots and cabin attendants. Recruit gives all employees unlimited teleworking days, and Shiseido has approved telework for approximately 14,000 employees excluding beauticians.
Why cloud storage is “practically indispensable” for telework
In order to create an environment where telework can be implemented at any time, it is essential to have the necessary tools. Cloud storage (online storage) tops the list.
Cloud storage is a service that allows employees to share files and access materials easily, from home or on the go, by uploading files and folders to the cloud. With cloud storage in place, teleworkers don't have to send files as email attachments every time, or worry about losing USB memory sticks. Because it is a cloud-based service, capital investment and expensive initial investment are not required, and it can be introduced easily. It is ideal not only for telework but also for everyday use, because it backs files up automatically and makes teamwork more efficient.
The simple and speedy Tsukaeru Filebako
That said, common concerns about cloud storage include: "How do we know that an individual service is secure?" "We use a lot of foreign-made services; can it interface with those?" and "The pricing structure of business plans is complicated, and we’re worried about extra costs." The answer to all these questions is the Tsukaeru Filebako from Tsukaeru.net. It has the following characteristics:
・Familiar, easy-to-use folder-style file server. No need to spend time and effort training employees.
・Simple and easy-to-understand interface developed by Japanese companies. Comprehensive customer support by our dedicated staff.
・Simple, clear monthly or annual rate plans with no hidden costs or additional charges.
・Full security measures such as double encryption of communication and triple backup of data. All data is stored carefully in our own ISO27001 (ISMS) certified data center in Nagano (in operation for 20 years).
There is also a free 14-day trial, so please feel free to contact us at no risk!
In addition, for more than 10 years, Tsukaeru.net has established an environment in which all employees can telework securely anytime, anywhere by combining the Tsukaeru Dokodemo Office, Tsukaeru Filebako, and cloud PBX. This experience and know-how means the Tsukaeru.net telework consulting service is also highly regarded, and for a limited time, we’re offering free consultation (100,000 yen at the regular price)! We look forward to hearing from you.
Tsukaeru Filebako functions and fees
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Note 1: 2019 White Paper on Information and Communications – Ministry of Internal Affairs and Communications
With the end of the 2010s, a new era has begun. What are your goals for 2020?
As the need for work-style reform increases, creating a comfortable workplace is an important issue this year for business owners and those in charge of HR. While there are various ways to affect this change, one of the most effective measures is remote work (telework).
In this first article of the new year, let’s review the advantages and disadvantages of remote work together and consider the easiest way to introduce it.
What are the benefits of introducing remote work?
Remote work can be an effective way to retain and recruit people. The ability to work from home or in a satellite office directly increases employee satisfaction and lowers turnover. This is also an advantage when hiring young, talented people who value flexibility in the workplace.
Another significant benefit is the reduction in commuting time and stress. According to the Ministry of Internal Affairs and Communication’s 2016 Survey on Time Use and Leisure Activities (*1), the national average for commuting time per day is one hour and 19 minutes (weekdays). In Tokyo, the average commute is one hour and 34 minutes, and in Kanagawa Prefecture, it can reach upwards of one hour and 45 minutes! Reducing long commutes is extremely effective in increasing employee motivation and productivity and improving work-life balance.
In addition, by embracing teleworking as a new and viable option in the office, employees who have excellent and valuable skills, but have difficulty working in a traditional manner due to issues such as family care needs or living too far away, can still contribute. This is a crucial factor in improving company competitiveness.
Potential problems to be aware of
Of course, there can be problems related to remote work. One emerging and unique issue are the feelings of loneliness and isolation that teleworkers can experience. Because these employees are less likely to meet their colleagues and often work on their own, they are more susceptible to stress from loneliness. Measures should be taken to mitigate such problems, such as increasing the frequency of team meetings and communication through corporate chat tools and video conferences.
Unfortunately, after remote work is introduced, it sometimes does not appear to produce good results and is therefore withdrawn as an option. This is often because management is not focused on managing tasks but on managing employees. Instead of trying to control employee working hours and styles, management should implement teleworking while also setting clear goals, quotas, and deadlines with a focus on measuring achievement.
Introduce telework easily and safely with Tsukaeru Dokodemo Office
So, how can you start teleworking at your company? The easiest, recommended solution is Tsukaeru Dokodemo Office, a service that allows the use of your usual work environment (Windows desktop and applications) anytime, anywhere, regardless of location or device (desktop, laptop, and smartphone). The following problems common to remote work introduction are solved at once, and the telework environment is easily created :
・Security – Latest features such as SSL encryption and two-factor authentication
・Cost – Clear and inexpensive rate plan
・Management – Simple and centralized application and data management
・Usability – Same familiar IT environment as the regular office
Why not make 2020 a leap year for your company with the introduction of telework?
Please contact us for a free trial of Tsukaeru’s Dokodemo Office!
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(*1) 2016 Survey on Time Use and Leisure Activities, Statistics Bureau, Ministry of Internal Affairs and Communication
Recently, the 19th typhoon of the year struck Japan, causing widespread damage and destruction. Natural disasters such as these can disrupt public transportation and cause businesses to shutter their operations. How can companies best plan and prepare for these kind of situations?
Understanding the risks
Unfortunately, the island nation of Japan often experiences these kinds of disasters which have been increasing in recent years. According to data gathered by the Small and Medium Enterprise Agency, there were 12 large-scale disasters, with more than 10 deaths or more than 100 victims, from 1971 to 1975. However, from 2011 to 2015, there were 47 (*1).
Major disasters in Japan include earthquakes, typhoons, and heavy rains. In particular, heavy rains have been increasing recently. According to data from the Ministry of Land, Infrastructure, Transport, and Tourism, the annual average number of heavy rains with precipitation of 50 mm/hour or more was 174 from 1976 to 1985. This number increased to 238 from 2008 to 2017 (*1), a remarkable increase of approximately 40 percent.
Furthermore, the risk of natural disaster exists everywhere in Japan, making it basically impossible to say, “This area is safe because there are few disasters.” According to a 2018 White Paper on Disaster Preparation, only four prefectures had no record of applying for the Disaster Relief Act between 1995 and 2017, and significant natural disasters occurred in almost all prefectures from Hokkaido in the north to Okinawa in the south. (*1)
Changing Corporate Awareness
In response to this new reality, changes in consciousness are emerging among companies. During the recent typhoon, many companies decided to temporarily close to ensure employee safety. In addition, in recognizing the potential risks of a disaster, some companies have begun to explore ways to handle disaster recovery situations. Currently, remote work is gaining attention as a disaster countermeasure.
Preparing remote work environments in case of disasters
Due to the impact of climate change, recent natural disasters have tended to be larger in scope and more devastating, and businesses are more susceptible than ever. However, if the impacts are long-term and business stagnates, this can become a major issue in relation to the survival of small- and medium-sized companies. One of the safest and most reliable ways to mitigate such risks is remote work.
With the right environment and system in place, remote work can allow employees to keep everything running smoothly even if the public transportation system is stopped or in dangerous weather. In addition to creating an excellent disaster countermeasure, it also can be advantageous to promote work style reform.
With Tsukaeru Dokodemo Office, create an easy and safe telework office anywhere
If you want to introduce a remote work environment, Tsukaeru Dokodemo Office is recommended to realize teleworking easily, securely, and at low cost. With the introduction of Dokodemo Office, you can always use Windows applications, regardless of location or device. Also, as security is crucial, advanced security measures, such as the latest SSL encryption and two-factor authentication, are included. If you are a manager or person in charge looking for reasonable, reliable, and effective disaster countermeasures, please visit the Tsukaeru Dokodemo Office website at the link below to learn more.
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*1：2019 White Paper on Small Enterprises in Japan – Small and Medium Enterprise Agency
