How to use serviced offices

Unlike the moving process for individuals, moving an office requires a variety of procedures, such as office cancellation, maintenance of the communication environment, and changes in bank and credit card registrations. In addition, you must not forget to file notifications with the Legal Affairs Bureau, the tax office, the pension office, and other public agencies after the relocation. It is especially important to take action on procedures that have submission deadlines earlier than the deadline. This article provides a detailed explanation of the necessary applications and procedures involved in moving offices. Please refer to this article if you are considering moving your office. Necessary procedures for moving offices When moving an office to a new office location, various relocation procedures are required. The procedures must be carried out step by step, from preparation in advance to after the move. This section describes the specific procedures involved in moving an office. Please read the following article for more information on the specific process of moving offices.Office Relocation Schedule in Japan: Work Flow and Keys to Success Office Termination When relocating a company, the termination of the current office is the first step in the relocation planning process. The following points should be kept in mind as you proceed. First, check the termination notice period on the lease agreement and notify the owner or management company of the termination. Usually, 3-6 months' notice is required. Next, restore the office to its original condition in accordance with the terms of the contract. To avoid any problems regarding the cost burden and scope of the work, check the contract to be sure, and if there are any unclear points, confirm them with the management company or owner. After the restoration is complete, the security deposit refund procedure will proceed. The amount of refund depends on the contract and the cost of repairs. Relocation of Internet and telephone lines A good telecommunications environment is essential for the office environment and business continuity. Before relocating, contact your current provider and telephone company and request that they relocate the lines to your new address. It may take 1-2 months to relocate, so early arrangement is recommended. If a new line contract is required at the new location, it is necessary to select a provider and adjust the construction schedule. Confirm that communication facilities (LAN wiring, etc.) are in place at the new office, and if there are any shortfalls, request installation work from the contractor. Change of registered address for credit cards and banks Do not forget to complete the change of address procedures with your financial institution. For bank accounts in the name of a corporation, you will be required to submit a certificate of registered matters and a certificate of seal impression. You can complete the procedures at each bank counter or online. You must also apply for a change of address for corporate credit cards. The method of change differs from credit card company to credit card company, so please check the official website. In addition, lease contracts and insurance policies also require a change of address. Contacting Business Partners Notifying business partners of the new address is important to maintain a relationship of trust. In addition to sending a letter of greeting by mail, it is recommended that major business partners be contacted directly. In order to prevent clients from going to the old address, it is advisable to start informing them several weeks prior to the relocation date. In addition to contacting suppliers, address information on business cards and websites should be updated promptly. Application procedures to public agencies required when relocating an office in Japan When moving an office, notification to various public agencies is required. The main procedures are explained below. The information in this article is current as of March 20, 2025. Since laws and regulations are subject to change, please be sure to check the official websites or contact points of each public agency for the latest information when actually performing the procedures. In particular, it is important to follow the latest requirements regarding deadlines and necessary documents. In addition, the required procedures may differ depending on the industry and company's situation. If you have any questions, we recommend that you consult with a specialist or each organization directly. Regional legal affairs bureau With the relocation of the office, the competent Legal Affairs Bureau requires an application for registration of changes in the registration of the relocation of the head office. ItemContentsDue dateIn principle, within 2 weeks after office relocationRequired documents・Application for registration of relocation of head office of a stock company・Minutes of shareholders meeting (if the specific location is stated in the articles of incorporation)・Minutes of board of directors meeting (for companies with a board of directors)・Receipt for payment of registration tax (with revenue stamp attached)・Stamp registration form (when changing the seal due to relocation outside the jurisdiction)Where to submitRegistration office with jurisdictionHow to apply・Application at the Legal Affairs Bureau・Online application・Application by mail The procedure for registering the transfer of head office differs depending on whether the new location is within or outside the same jurisdiction. If it is within the same jurisdiction, the procedure is relatively simple. However, if it is outside the jurisdiction, the amount of seal registration and registration tax will change, so care must be taken. Online application is also available for more efficient procedures. (Source: Legal Affairs Bureau, “Corporation (When moving the head office (outside the jurisdiction of the registration office)” / https://houmukyoku.moj.go.jp/homu/content/001252661.pdf)(Source: Legal Affairs Bureau, “Application Form for Commercial and Corporate Registration” / https://houmukyoku.moj.go.jp/homu/COMMERCE_11-1.html) Tax office After the office relocation, notification to the tax office is also required. ItemContentsDue dateNotification of change of address promptly after relocationNotification of establishment, transfer, or discontinuance of payroll office, etc. within 1 month after relocation in principleRequired documents・Notification of change・Notification of establishment, transfer, or discontinuance of payroll office, etc.・Copy of articles of incorporationWhere to submitTax office with jurisdiction over new locationHow to apply・Submit at tax office・Online application via e-Tax・Mail A Notification of Change form should be submitted to the new tax office, indicating both the old and new locations. Particular attention should be paid when the payer of withholding income tax or consumption tax changes. The procedure can be easily completed online using e-Tax. (Source: IRS “A2-7 Notification of Establishment, Relocation, or Discontinuance of Payroll Office, etc.”/ https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/gensen/annai/1648_11.htm）)(Source: IRS “C1-8 Notification of Changes in Matters” / https://www.nta.go.jp/taxes/tetsuzuki/shinsei/annai/hojin/annai/1554_5.htm） Prefectural tax office The prefectural tax office must also be notified of the office relocation. ItemContentsDue dateGenerally within 2 weeks from the date of transfer, although it varies by prefectureRequired documents・Declaration of change of incorporation, establishment, etc.・Copy of certificate of registered matters・Copy of articles of incorporation, articles of endowment, rules, etc.Where to submitPrefectural tax office either before or after transfer, although it varies by prefectureHow to apply・Submit at prefectural tax office・Mail・Online application (if supported) Online application (if available) Since each prefecture has different reporting forms and submission procedures, please check the official website of the prefectural tax office of your new location for details. Please note that you may also need to submit a notification to the prefectural tax office of your old location. (Source: “Corporate Enterprise Tax and Corporate Citizens' Tax” of the Main Taxation Bureau/ https://www.tax.metro.tokyo.lg.jp/shitsumon/work/a1） Pension office Do not forget to notify the pension office. ItemContentsDue dateWithin 5 days after relocationRequired documents・Health Insurance・Change (correction) of name / location of applicable business office for Employees' Pension Insurance・Copy of certificate of registered mattersWhere to submitPension office with jurisdiction over new locationHow to apply・Submitted at the counter of pension office・Mail・Electronic application Prompt action is required, especially if you have a large number of employees. In addition, the Japan Pension Service's electronic application system can be used to streamline the process. (Source: Japan Pension Service, "Procedures for Changing the Name and Location of the Applicable Place of Business (if outside the Jurisdiction) / https://www.nenkin.go.jp/service/kounen/tekiyo/jigyosho/20141205.html） Labor standards bureau If you employ employees, you are required to report to the Labor Standards Inspection Office. ItemContentsDue dateWithin 10 days after relocationRequired documents・Notification of change in labor insurance name, location, etc.・Notification of various changes in employment insurance business owners' officesWhere to submitLabor Standards Inspection Office or Public Employment Security Office with jurisdiction over new locationPublic Employment Security Office with jurisdiction over business locationHow to apply・Submit at Labor Standards Inspection Office・Mail・Electronic application Notification to the Labor Standards Inspection Office is intended to protect workers, and any deficiencies may be subject to guidance. It is also recommended that the safety and health management system be re-established at the new location. (Source: Tokyo Hello Work “Q&A on Applicable Establishments”/ https://jsite.mhlw.go.jp/tokyo-hellowork/kakushu_jouhou/koyouhoken/koyouhoken/QA/tekiyoujigyousyo_qa.html） Public Employment Security Offices (Hello Work) If you are enrolled in unemployment insurance, you must also notify Hello Work. ItemContentsDue dateWithin 10 days after relocationRequired documents・Notification of various changes to the place of business of the employment insurance employer・Notification of changes to the location of the labor insurance name, etc. (copy of the one submitted to the Labor Standards Inspection Office)・Copy of the certificate of registered mattersWhere to submitHello Work with jurisdiction over the new locationHow to apply・Submit at the Hello Work office・Mail・Electronic application When notifying Hello Work, you may be required to contact both the old and new jurisdictional Hello Work offices. Please be especially careful when the place of payment of employment insurance premiums changes. (Source: Hello Work Internet Service, “Notification of Various Changes at Employment Insurance Employers' Offices”/ https://hoken.hellowork.mhlw.go.jp/assist/001000.do?screenId=001000&action=koyohoJigyoChangeLink） Police station If you are operating a business under a license or permit, you may be required to submit a notification to the police department. You may also be required to submit a notification of commencement of use of fire-preventive objects. ItemContentsDue dateVaries with each permitRequired documentsVaries with each permitWhere to submitPolice station with jurisdiction over the new locationHow to applySubmitted at the police station Notification to the police station varies greatly depending on the nature of the license or permit. For example, in the case of an adult entertainment business license, it is necessary to undergo another examination at the new location. Be sure to check with the police station with jurisdiction for details. (Source: Metropolitan Police Department, “Various Procedures”/ https://www.keishicho.metro.tokyo.lg.jp/tetsuzuki/index.html） Post office You can forward mail addressed to your old address to your new address by completing the mail forwarding procedure. ItemContentsDue dateTwo weeks prior to the desired transfer start date is recommendedRequired documents・Moving・Transfer notification・Identification documents (in the case of a corporation, identification documents of the representative and the representative's seal)Where to submitPost officeHow to apply・Application at the post office・Mail・Application via internet (e-transfer) The post office forwarding service is free of charge for one year. However, if you wish to continue using the service after that, a new procedure is required. We recommend that you take action as soon as possible to avoid missing mail sent by your business partners. (Source: Post Office, “Please tell me about the procedures in the case of moving, opening, or closing of a company, organization, etc.”/ https://www.post.japanpost.jp/question/103.html) Summary Relocating an office involves many office relocation tasks. It is important to contact banks and business partners as well as cancel the office and improve the communication environment. In addition, after the relocation, you will need to complete procedures with public agencies, such as changing the registration at the Legal Affairs Bureau, notifying the tax office and pension office, and so on. Since deadlines are set for these procedures, you should make a schedule for when to submit them and proceed with the relocation in a systematic manner. In particular, any omission of procedures related to public institutions can have a major negative impact on business operations. With the recent shift to electronic filing, many procedures can be easily applied for using a computer, so it is important to complete them as soon as possible.

In today's world of increasingly diverse work styles, many people want to "solve the problems of office work and telecommuting. Satellite offices are attracting attention. More and more companies are considering the introduction of satellite offices as a means of solving teleworking issues such as “difficulty in managing attendance” and "reduced work efficiency and productivity. This article provides a detailed explanation of the types of satellite offices, the benefits of their introduction, and points to note. If you are looking for practical information to consider a new office operation strategy, please read this article to the end. What is a Satellite Office? A satellite office is an office located away from the head office. Unlike branch offices or sales offices where business operations are conducted, they are intended to provide a flexible work environment. Most satellite offices are small spaces for a small number of people and are often used as part of a teleworking program. Satellite offices are categorized into three types depending on where they are located: urban satellite offices, regional satellite offices, and suburban satellite offices. Urban Satellite Office Urban satellite offices are offices located in urban areas. This includes cases where a satellite office is located in the same city as the headquarters, or where a regional company establishes a base of operations in an urban area. Urban satellite offices can function as a base from which sales representatives can conduct business in between outings, reducing travel time and increasing business efficiency. In addition, having an office in a different location from the head office can also serve as a BCP measure. Regional Satellite Offices Regional satellite offices are offices set up in rural areas by companies headquartered in urban areas. In many cases, the purpose of these offices tends to be regional development and job creation. In many cases, local governments are attracting regional satellite offices because of the expected contribution to the local economy. The appeal of a regional satellite office is that it encourages migration from urban areas to rural areas and allows people to work in an environment surrounded by nature. Suburban Satellite Office Suburban satellite offices are offices located in suburban bedroom communities. They are used to reduce the commuting burden on employees and improve their work-life balance. By reducing commuting time, employees can balance work and childcare/nursing care. Since it is expected to reduce employee turnover and improve retention rates, suburban satellite offices are also attracting attention as part of the reform of work styles. Industries that frequently use satellite offices Satellite offices are being utilized in a variety of industries because having a base of operations outside of the city center allows for the reduction of employee commuting burdens and the provision of community-based services. The following is a bulleted list of industries with high utilization rates and their backgrounds. IT and Web IndustryBecause most work is done on a project basis and has a high affinity with telework, it is possible to realize a location-agnostic work style. Another major advantage is the ease of hiring personnel from all over Japan. Consulting and professional services industryMeetings with clients and on-site surveys occur frequently, so establishing offices in each region allows for quick response. Providing services that are rooted in the local community contributes to building trust. Finance/Insurance IndustryThere is a need to diversify risk by having regional offices in addition to large cities, and to develop services that are in line with local economies. The ability to flexibly respond to the diverse needs of customers through a multi-location structure is highly valued. Manufacturing and logistics-related industriesBy locating offices close to production and logistics bases, collaboration with the field is strengthened and quick decision-making becomes possible. It also reduces the commuting burden on employees and is expected to improve productivity. Creative and advertising industriesRequire a diverse working environment that stimulates creativity and ideas, and satellite offices, which are not tied to a fixed office, are valued as a place that promotes free thinking and flexible work styles. These industries are seeking to diversify their working environments and strengthen ties with the local community through satellite offices in order to improve operational efficiency and enhance corporate competitiveness. Demand for satellite offices is expected to continue to grow as companies develop location strategies tailored to their business characteristics and market needs. 5 Advantages of Using a Satellite Office The use of satellite offices offers benefits not only to the employee, but also to the company. Since there are advantages that differ from telework and remote work, it is advisable to consider implementing a satellite office after making comparisons. Here are five advantages of satellite offices. Increased productivity and motivation A satellite office reduces travel time to and from sales destinations and offices, giving employees more time to focus on their work. If employees can respond quickly to customers at a satellite office located close to the customer without having to return to the head office, they can expect to improve their work efficiency. It is also possible to reduce fatigue and stress caused by travel. The improved work-life balance and increased motivation to work will lead to increased productivity for the company as a whole. Reduction in rent, transportation and other costs Maintaining a large office in an urban area involves high rent and utility costs. However, by setting up a satellite office in a rural area or within living distance of employees, it is possible to keep capital investment and operating costs to a minimum. In particular, in many cases, the rent for a regional satellite office is lower than in an urban area, and significant cost savings can be expected. Another advantage is that employees no longer need to commute to the head office, reducing the burden of transportation costs. In addition, by taking advantage of the subsidy system for satellite offices, an office environment can be created while reducing the financial burden. Securing excellent human resources With a satellite office, we can proactively recruit excellent personnel who live in rural areas where commuting to urban areas is difficult, including “U-turn personnel” who want to return to their hometowns to work and “I-turn personnel” who want to move to rural areas. This will broaden the scope of human resources by making candidates who “do not wish to be transferred to urban areas” and “are thinking about finding a job in their hometowns,” who were not previously eligible for employment. With the declining birthrate and aging population, it is becoming increasingly difficult to secure human resources, and offering flexible work styles will help companies improve their competitiveness. Prevention of job turnover due to childcare or nursing care In many cases, talented employees leave the company due to difficulties in balancing work and family life. If employees can work in an environment close to home through the introduction of satellite offices, they can respond quickly to sudden fevers or other family emergencies, allowing them to continue their careers while balancing childcare and nursing care. It is a great loss for a company when talented employees leave the company due to family reasons. Establishing a flexible work system will lead to higher worker satisfaction and prevent the loss of valuable human resources. Part of BCP measures Satellite offices are also effective from the perspective of business continuity planning (BCP). In the event of a natural disaster or pandemic, even if the headquarters ceases to function, the satellite office can continue operations. In addition, by creating an environment in which employees can work at multiple locations, risks can be dispersed and corporate losses can be minimized in the event of an emergency. The introduction of satellite offices is an important strategy to enhance business stability. Equipment and corners required for satellite offices The facilities and dedicated corners required for satellite offices are directly related to creating an environment in which workers can work comfortably and efficiently. The reasons why each item is needed and the benefits are as follows. Equipment■High-speed, stable Internet connectionIn satellite offices, where online meetings and remote work are the norm, communication interruptions can have a major impact on operations. A stable connection allows work to proceed smoothly and without interruption, leading to increased productivity.■High-performance camera and audio equipmentEnables communication with remote locations with near face-to-face quality. Clear video and audio enhance the quality of meetings and strengthen credibility within and outside the team.■ Ergonomically designed office furnitureReduces the strain on the body during long hours at the desk, creating a comfortable work environment. This has significant health benefits and improves employee concentration and productivity.■ Adequate lighting and air conditioningAdequate lighting and comfortable temperature control are essential for maintaining employee concentration and reducing stress. A well-lit work environment improves overall work efficiency.■Space that allows flexible layout changesThe layout can be freely changed according to the nature of the work and the organization of the team, providing an optimal work environment at all times. Collaboration and concentrated work can be achieved at the same time. Dedicated corner■Open SpaceThis space is used as a place for communication and idea sharing that transcends departmental boundaries. The open environment encourages free thinking in a relaxed atmosphere and serves as a source of innovation.■Silent BoothIdeal for concentrated work in a quiet environment. By blocking out the noise, you can immerse yourself in your individual work and support the efficient execution of your tasks.■Cafe-style lounge and kitchen areaThis is a space where employees can refresh themselves while enjoying snacks and drinks. In addition to the relaxing effect, it creates natural interaction among employees and improves teamwork. With the above facilities and dedicated corners in place, satellite offices will provide a comfortable and efficient working environment, promoting flexible work styles and improving the overall competitiveness of the company. Points to keep in mind when implementing a satellite office Satellite offices have disadvantages as well as advantages. Introducing them without considering the risks could lead to losses, so it is important to understand the two points of caution introduced below. Lack of communication is likely to occur It is important to note that satellite offices can easily lead to a lack of communication since employees work at a distance from each other. If business reports and communications are delayed, work progress and sharing of problems can be delayed, which can lead to a decrease in productivity. Web conferencing systems and business chat tools are also available, but online communication has the aspect that it is more difficult to convey the other party's feelings compared to face-to-face conversations. Therefore, it is important for smooth business operations to consciously promote communication by providing a place where people can exchange opinions easily. Security measures will be required In the case of a shared satellite office that is not dedicated to the company but shared with another company, the risk of prying eyes on PC screens and eavesdropping on conversations increases because the office space is shared with a third party. In order to prevent information leaks and data theft, it is essential to take measures such as “affixing privacy filters to PCs” and "conducting conversations that include confidential information in private soundproof rooms. When using public Wi-Fi for work, you can reduce the risk of hacking and data leaks by going through a VPN. Establishing rules for information management and conducting regular training on security measures are also useful. Evaluation criteria need to be clarified Since employees at satellite offices perform their work away from the headquarters, there is a risk that daily progress and results may be difficult to see. Therefore, it is essential to clearly define evaluation criteria for each job and share them with all employees. Specifically, by quantifying and visualizing work targets, performance indicators, and process evaluations, and by providing regular feedback, a fair and transparent evaluation system can be established. Such clarification of evaluation criteria is directly linked to individual growth and organizational improvement, and is an important factor in enabling fair evaluation even in remote environments. Key Points for Successful Implementation of Satellite Offices In order to successfully implement satellite offices, it is important to organize the key points of implementation in advance and take specific measures for each element. For example, the office location environment, business design, information sharing mechanisms, and maintenance of corporate culture and employee engagement. The following sections provide specific measures and reasons for these points. Selecting the right location and environment The first step to a successful satellite office is to select the right office location and surrounding environment. Choosing a location with good access to major transportation networks and public transportation will reduce the commuting burden on employees and improve their work-life balance. In addition, the availability of convenient living facilities such as restaurants, convenience stores, and cafes in the surrounding area directly contributes to the comfort of the working environment. Furthermore, the office building itself must be evaluated for security measures, earthquake resistance, energy efficiency, and other factors to create an environment in which employees can focus on their work with peace of mind. Thorough location selection also contributes to maintaining employee motivation and building a network with the local community. Business design based on hybrid work As hybrid work becomes more prevalent, it is also important to design operations in satellite offices based on both remote and face-to-face work styles. Specifically, establish a system to assign tasks and adjust schedules according to the characteristics of each job, as well as to strengthen coordination between online and offline tools. For example, the key to flexible operation is to utilize digital tools for meetings and project progress management, while gathering in the office when face-to-face meetings are required. In this way, by designing operations based on the premise of hybrid work, it is expected that each employee will be able to maximize his or her performance in an environment in which he or she is comfortable working, and this will have the effect of improving the operational efficiency of the entire organization. Establish a smooth information sharing mechanism Satellite offices have the risk of information sharing becoming stagnant as employees work in dispersed locations. Therefore, cloud-based collaboration tools, chat, and video conferencing systems should be implemented to facilitate real-time communication. It is important to visualize the status of work through regular online meetings, progress reports, and even project management tools. Visualizing the status of operations will strengthen collaboration among departments, speed up decision-making, and enable early response to problems, leading to higher productivity throughout the organization. Maintain corporate culture and increase employee engagement Even in an increasingly decentralized work environment, it is critical to share company values and culture. Efforts should be made to promote interaction among employees through regular offline meetings, workshops, and online internal events. In addition, proactive communication by leadership and information dissemination through internal social networking sites will help spread the corporate culture and increase engagement. It is essential to plan strategically for such initiatives, as they can create a sense of togetherness among employees working in remote locations and have a significant effect on maintaining motivation and reducing turnover. Summary Satellite offices are an effective way to address the diversification of work styles and improve employee satisfaction and productivity. Urban, regional, and suburban office types are available, so choose the office best suited to your company's objectives and the needs of your employees. However, communication and security issues must also be considered. If you are looking to reduce office costs, renting office space is an option. The initial cost is lower than setting up your own office, and security features such as automatic locks are also available. If you are concerned about the disadvantages of satellite offices, why not consider renting an office?

In response to changing social conditions and reforms in work styles, an increasing number of companies are considering the introduction of a hot-desking in their offices. If a free-address system is introduced, it is expected to increase communication between departments and improve work efficiency and productivity.On the other hand, one of the disadvantages is that the cost of implementation and management may become complicated. This article explains what a hot-desking is, and then describes the advantages and disadvantages of introducing a hot-desking for companies, as well as actual examples of hot-desking. What is the hot desking? The hot-desking is a system or office style in which each employee is free to work at his or her preferred seat without having a fixed seat in the office. In order to realize a hot-desking, it is necessary to introduce laptop computers and a paperless office. By eliminating the own seat they used to have, employees can work in a way that suits their work situation of the day, such as communicating with employees in other departments or creating time to concentrate alone. The introduction of a hot-desking is expected to lead to a variety of employee work styles and new innovations. Advantages of Hot Desking for Companies The hot-desking, which responds to the diverse work styles of employees, is a work style that results in many benefits that can be felt by companies. Below we discuss three advantages for companies to adopt the hot-desking. Communicate across departmental boundaries By introducing a hot-desking, it becomes easier to communicate across departmental boundaries. With the conventional style of having one's own seat, many people are inevitably involved with employees in the same department, and many of them become entrenched in their thinking. By introducing a hot-desking and interacting with employees in other departments, it is expected that ideas will be generated from different perspectives. In addition to providing an opportunity to interact with employees in different departments, the hot-desking is a chance to shorten the distance between supervisors and subordinates. The closer physical proximity provides an opportunity for employees to consult with their supervisors, listen to the concerns of their subordinates, and deepen mutual understanding among employees. The hot-desking, which allows communication across departmental boundaries, is significant for sharing know-how and building relationships of trust. Increased operational efficiency and productivity can be expected Many companies are adopting a hot-desking to improve work efficiency and productivity. Hot-desking are a good option for companies that work in collaboration with other departments or as part of a project team. By having employees working in close proximity to each other, they can easily hold small consultations and meetings. On the other hand, for those who prefer to work alone and work in silence, the hot-desking is also a beneficial work style. A variety of seating options, such as private rooms where you can concentrate on your work and height-adjustable chairs and desks, make it easy to choose a comfortable work environment. Another major advantage is that employees can expect to improve work efficiency and productivity by creating a comfortable work environment for themselves, such as days when they can work in collaboration with other employees and days when they can work alone. Effective use of office space Another advantage of adopting a hot-desking is the effective use of office space. If there are many employees who are away from their seats during the day due to outside sales trips or regular use of remote work, a hot-desking eliminates the need to provide a sufficient number of seats for all employees. By reducing the number of unoccupied seats to save space, the office environment can be expanded by using the available space to create a conference room for meetings or a private room for concentrated work. Relocating the office to a more compact location may also be considered. By introducing a hot-desking, dead space can be eliminated and effectively utilized to create an office space where employees can work comfortably. Disadvantages of adopting a hot-desking for companies While there are many advantages to implementing a hot-desking, some companies may not feel comfortable with it. Please check the disadvantages of adopting a hot-desking for your company and consider whether it is a good fit for your company. Installation costs incurred When implementing a hot-desking, keep in mind that initial costs will be incurred. There are significant financial costs associated with changing the layout of the office space and purchasing office furniture, laptops, and other equipment. Depending on the current network system, it may be necessary to consider the introduction of cloud services or a new system and the development of the system environment. In addition, implementation costs are not limited to economic aspects. There are also human and time costs involved, such as setting up internal rules and redecorating offices to implement the new system. Although the hot-desking has many advantages in the long run, its disadvantage is that various costs are incurred at the time of introduction. Management becomes more difficult With the introduction of a hot-desking, management may find it more difficult than in the past. In a hot-desking, where workers are free to choose their own seats, it becomes difficult to keep track of who is in which seat. One concern with the hot-desking is the hassle of having to search for subordinates and supervisors who work in fixed seats, whereas in the past they could immediately call out to their subordinates and supervisors working in fixed seats. Also, employees who are uncomfortable with internal communication may feel anxious and stressed about not having their own seat. In order to keep track of which seats are used on any given day, a solution would be to introduce a system for managing employee presence or a chat tool. For the management of subordinates, it is important to introduce a system to manage the progress of work as well as to talk to them individually. Ingenuity is required to manage personal belongings The hot-desking, in which employees do not have their own desks, requires ingenuity in the management of personal belongings. Employees must consider where to put stationery, work-related documents, and other items that would conventionally be kept on their own desks. If a position requires the use of many tools and equipment related to work, the burden on employees when moving around can be significant. In addition, if the number of moves is large, there is a possibility that important documents containing personal information or confidential information may be misplaced or lost. It is important to have operational rules on how to manage not only business luggage but also personal belongings to avoid problems. When preparing office space for a hot-desking, it is necessary to consider the provision of personal lockers, bags for carrying documents, and desks fitted with special equipment. Successful examples of hot-desking implementation Here are some examples of two companies that have actually succeeded in introducing a hot-desking. Yahoo Japan Corporation (now LINE Yahoo Japan Corporation)Yahoo Japan Corporation (now LINE Yahoo Japan Corporation), an Internet business operator, converted its office space to a hot-desking at the time of its head office relocation in 2016.The office space at Yahoo Japan Corporation (now LINE Yahoo Japan Corporation) is unique in that the seats are arranged in an irregular zigzag pattern. The difficulty in moving through the office led to opportunities to stimulate communication among employees.The office space is designed to make it easy for both teams and individuals to work according to the day's work, for example by installing whiteboards on the walls and creating spaces where one person can concentrate alone. PERSOL CAREER CORPORATIONPERSOL CAREER CORPORATION, a human resources service provider, has introduced hot-desking offices for each group within the company since 2018.In addition to sofa seating, counter seating, and other comfortable areas that can be chosen according to the mood of the day, movable desks that allow team members to start meetings immediately have been incorporated.The introduction of a silent area for napping and a hot-desking desk in front of the president's office are features unique to PERSOL CAREER CO. The use of hot-desking is well structured so that employees can work with a sense of urgency. In order to be successful with the hot-desking, it is also important to consider how to create an office that fits your company. Reconfirm the purpose and benefits of introducing this system, and consider how to make it work for your company. Summary The hot-desking, which allows employees to work in their own seats without fixed seating in the office, is expected to stimulate communication among employees, improve work efficiency, and increase productivity. However, in order to enjoy the benefits of the hot-desking, it is important to consider how to create an office that fits your company's needs. If the purpose of introducing the hot-desking and the image of what it will look like after the system is introduced are not clear, management and personal belongings may become more complicated. To avoid spending money to introduce a system only to have it abolished, we recommend that you consider this issue while referring to successful examples of companies that have actually introduced the hot-desking.