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.
Category：System (labor work, subsidy,internal rules and remote working manuals)

Introduction to Working from Home:

Date：March, 27, 2020
Speaker：Kyoko Asada
Microsoft Japan Co., Ltd.
Digital Transformation Business Division
Work-Style Innovation Promotion Division
No. 1Customer Success Manager

Practical Manual
When the emergency declaration was announced and most of us were forced to telework, it was
unavoidable to see some management who did not know how to operate, and subordinates who did
not know how to work. After adopting telework, what are the changes, advantages, the flow of teleworkof a day, and how much information can be shared? You can find these answers from the examples ofMicrosoft employees who telework using Teams.
"Of course, it is difficult for all employees to start teleworking at once, so how about trying to start
adopting telework partially? I believe Microsoft Teams can be your virtual office." (Ms. Asada)Let us find out what we can do by using Microsoft Teams. One important thing is to prepare a work
environment such as a desk.
"At our company, there are many employees who have been teleworking. Some of them prepared anoffice space, but others are working from a living room, transformed the walk-in closet into an office,created a study room in the attic, even in the garden or on the balcony." (Ms. Asada)Has been involved in the construction of IT
environments for corporate customers sincethe 1990s. Pioneered the introduction ofcutting-edge overseas technologies andproducts to Japanese corporations. Her
motto is to provide easy-to-understandexplanations for users who are unskilledwith IT from the perspective of nontechnical personnel. After joining Microsoft
Japan Co., Ltd. in 2011, was in charge ofWindows product markeing for thecorporate market. Since 2017, has been
supporting the work-style reform of global

Before starting to telework, companies must decide the working conditions, how to notify membersof the beginning and end of work, communication methods in case of an emergency, work contents
with your manager in advance, and establish rules.
An IT environment requires hardware, Internet connection, and software. For hardware, while somecorporations from her current position as

people use PCs, tablets, and smartphones, which are permitted by the company, use of personally

Customer Success Manager. Registered as

owned hardware is increasing. However, security matters, including anti-malware, personalan SME Consultant in 2013.

authentication, and encryption, must be cleared and verified.

Empowered JAPAN Webinar Report
For Internet connection, some people use broadband at home, or even use mobile routers or dithering. Headsets are quite important. They help
to hear and speak clearly, block background noise, and keep the video meeting contents private from your family. It is even better with wirelessheadphones which give you mobility.
When a work environment is prepared, create Microsoft Teams accounts and set them up. A license must be assigned to each user. Software isavailable in the desktop app, mobile app, and web browser versions.
When you are ready, it is time to start teleworking. First, check the device and network connection, notify the start of work, and contact thebusiness partners outside your company. To notify your team members of your work status, you can create a channel named "Attendance," post acomment, and your manager can acknowledge with [Like]. Also, if you set the status and enter telework information with the validity period, othermembers can understand your situation and may choose to contact you by email, etc.

You can book a meeting by selecting [New meeting], search people, and invite them. To invite people outside your organization, type the person’semail address and send an invitation. When you join a meeting, simply select the meeting in the Calendar, and select [Join]. For external guests, click
the link in the invitation email, and join the meeting through a web browser.
By selecting [Share], you can share your desktop and apps. If you share Whiteboard, the other members in the meeting can write in real time. Teams
has a useful feature to generate captions and subtitles by detecting what is said in a meeting and present real-time captions and subtitles. You canturn on the feature by selecting […] (More options) > [Turn on live captions]. This feature is available only for English, and currently the company isworking to support Japanese.
Another useful feature is recording. You can record a meeting and share with a member who could not join the meeting later on. Even shared
screens will be recorded and saved to Microsoft Stream. Meeting logs are available for Teams’ chat.
When you work from home, you often forget to take a break, so add breaks and lunch time in your schedule. Having proper breaks improves
efficiency. Another concern for teleworking is report/contact/consultation.
"To share information that is the same as the daily and weekly reports of your work, I recommend using OneNote. It comes with Windows 10 preinstalled and you can use the app like an ordinary notebook. If you create a tab for OneNote in Teams, and share tasks, issues, requests, etc. of theteam members, work operation can be visualized easily." (Ms. Asada)Video conference, chat, notes, streams, etc. By linking and using various tools according to the needs of a company, telework can change theimage of conventional "phone calls and emails," and may be transformed into a virtual office where everyone can communicate as if they were in theoffice.