Empowered JAPAN Webinar Report

Empowered JAPAN Executive Steering Committee was established in 2018, “To realize a world where everyone canwork and learn, from anywhere, at anytime.” To promote the true value of workstyle innovation including telework, the committee
has been coordinating symposiums in both Tokyo and regional cities. And in collaboration with various local governments,
Microsoft, and partners, the committee has been serving as an advisor to provide telework training for both corporate andindividuals. In response to the spread of infection of corona virus (COVID-19) and the government announcement on February 25,2020, which included the request to citizens to telework, the steering committee made the decision to launch a series of freewebinars starting from March 17, 2020, to provide practical information for individuals and organizations across the nation, totelework and/or practice online education.

New “Style” of telework

Category：IT tools and environment

through Cloud Content Management via Box

Date：April, 22, 2020
Speaker：Tetsuya Adachi
Box Japan
Executive Officer, Head of Alliance and BusinessDevelopment and Workstyle Innovation
Promotion

What are the issues with teleworking? Asked Mr. Adachi, who is in charge of work-style reformat Box Japan Inc. The challenges common to everyone are to secure a quiet and comfortable
work environment at home, cooperation from family members who are also staying at home,relief of lonely feeling from working alone, etc. On the other hand, the employees at Box never
have issues such as "the size of the files on the company server are too large to bring home" or"VPN connection fails.""All the information is in the cloud and all employees can access and work from anywhere in
the world. Physical papers and seal stamps are not used for business processes at Box." (Mr.
Adachi)
According to a survey taken in 2018, the usage of telework at companies who do not use cloudservices is 30%, whereas companies who use Box is 93%, and 100% for Box employees.
If most of the employees work from the office, teleworkers need to access tools on the Internet
via the intranet, and it may crash the company Internet. Minimize the amount of data stored inSince 1995, Mr. Adachi engaged inplanning/development/alliance of network
services in a domestic telecommunicationcompany.
Held positions in VeriSign Japan and Symantec
as product marketing of security products.
Starting from 2015, he became the Head ofBusiness Development of Box Japan, and havebeen driving the alliance, recruitment ofproduct alignment partners, and overall
strengthening of partnerships. As a position todrive alliance, Mr. Adachi has a frequent
opportunity to engage with workstyle ofexternal companies, thus carries a role tointroduce the workstyle of Box from an
objective perspective.

the company server, transfer most of the data (files) to the cloud, and allow the employees todirectly access from a remote environment. This is the ideal workstyle at Box.

Empowered JAPAN Webinar Report"One of the unique characteristics of Box compared to other cloud services is integration. Box has integrations with more than 1,400 apps
including Microsoft Office, and allows the user to store all files to our unlimited cloud storage while keeping the existing apps. With thissystem, distribution and copy of files can be eliminated." (Mr. Adachi)

Box has specialized in B2B with a mission to reform the workstyle of companies and organizations. A high security level is always
maintained while discussing with client companies that have a strict compliance policy.
Another unique characteristic of Box is the philosophy "uniform management of the data lifecycle." Box notes that data has a lifecycle.
For example, you create some material. It needs to be shared with your internal team, shown to external third parties, and after it ispublished on a website, it needs to be maintained and managed.
"If you send the material to 10 members as an attachment, it will be copied 10 times and the capacity will be 10 times greater With thismethod, it is difficult to find the latest version, and the management of information is not reliable." (Mr. Adachi)
Box is a tool that unifies and manages contents that are de-centralized by each lifecycle. The Preview feature allows the user to see a filecontent without downloading it, and the Shared Link feature allows multiple people to share content without moving and copying files.
These are typical examples of the Box features. The Shared Link feature also has a function to limit users who can access, and set an
expiration date, etc.
Mr. Adachi introduced one of the examples of how these features are used at Box Japan. The most frequently used situation is for taking
meeting notes. "Using Box Notes allows users to join a video meeting and share notes anytime anywhere. When the meeting starts, theparticipants can edit a note in real-time, and the note becomes a meeting note, which means no one needs to take a note. In other words,
everyone participates to create a meeting note, and as a result, it brings everyone on the same page. As for writings on the whiteboard, you
can save it by taking photos with Box Capture, and it will automatically be uploaded to Box." (Mr. Adachi)
Box is also useful for business activities, event operations, posting articles on websites, etc. Sharing and viewing the latest files with allmembers on their devices means sharing knowledge, and this leads to the elimination of misunderstanding and the verification process.
"You can share paper materials by taking photos with Box Capture, but I recommend scanning it if there are too many pages. If a multifunction printer is linked to Box, your Box folders is displayed on the touch panel. It is efficient and leads to a paperless environment." (Mr.
Adachi)
According to Mr. Adachi, because Box allows the user to browse internal files anytime, anywhere, the user can view these files for quick
catch-up after a long vacation, and it can be used to electronically sign contracts and store. We can sign contracts even through telework
since electronic signatures are legally accepted.
The development of Box and its usage are improving daily based on imaginative ideas of client companies. One example is when
Hiroshima prefecture was hit by heavy rain falls in western Japan. "City workers needed to check the condition of over 20,000 reservoirs in
the prefecture and report to the disaster response headquarters. If these workers went out to take pictures of the reservoirs with a digital
camera and downloaded the data at the office, it would take too long. Instead, they used a smartphone with Box Capture and instantly
shared with headquarters. Like this example, Box was used in unexpected situations." (Mr. Adachi)
Finally, Mr. Adachi encourages everyone to stop ignoring theinconveniences and step out of your comfort zone.
"Do not send attachments, do not add a version in the file name, etc. The
keyword is share. Let us share data with everyone, and achieve convenientand happy teleworking.”
Teleworking as an emergency measure against COVID-19 is necessary.
However, the original purpose of telework is "for employees to keep working
efficiently in the long run." (Mr. Adachi) Working efficiently anytime,
anywhere gives employees more time to care for their family and omits
commuting on crowded trains. We hope that everyone has the proper
infrastructure and the ability to enjoy teleworking.