Office reforms are spreading in Kasumigaseki, the area of Tokyo known as the nation's bureaucratic nerve center. In addition to a shortage of space caused by a growing workload and more employees, this trend has been fueled by digitization and the expansion of teleworking due to the novel coronavirus crisis.
The aim is to create a comfortable place to work to boost creativity and improve the image of national public servants.
--Reforming work styles
The Finance Ministry held a meeting of an expert panel in April to discuss how to use ministries' buildings, in a bid to reduce costs by downsizing offices and improve communication within the organization. It will compile a proposal by the end of this year, using as a reference private sector initiatives such as the "free address system," which does not put employees in fixed seats. It will also look to create areas that allow people to concentrate more easily, and hold meetings in open spaces.
It was said at the meeting that private companies are making a big push for office reform, and that over the past five years, significant differences have emerged in the work environment for private sector employees and public servants. Offices can be vital in recruiting young talent, it was said.
A senior ministry official said, "We don't intend to be extravagant, but it's important to provide a variety of work-style options."
--Personal lockers
The Economy, Trade and Industry Ministry is planning to turn about 20% of each floor into space that can be used for meetings by the end of this fiscal year. It will also develop private, phone-box-like rooms within the ministry so that officials can hold online meetings without worrying about the noise around them. The Financial Services Agency renovated a break room for officials and installed whiteboards, sofas and individual lockers for free use by employees and visitors in April 2020.
Activity-based working, which allows employees to freely choose when and where to work, is spreading in private companies. Companies appear to believe that if employees only work in fixed locations, it is difficult to create innovative products and services in keeping with digitization and other trends.
--Lack of space
Office reforms at central government ministries and agencies are also related to the lack of space caused by an increased workload and more employees. The Cabinet Secretariat and the Health, Labor and Welfare Ministry have increased their staff by more than 10% over the last five years.
According to an official of an economic ministry, "It's a common sight to see flustered young staffers trying to reserve a meeting room." Eight government agencies, including the Cabinet Secretariat, Cabinet Office, and Health, Labor and Welfare Ministry, rent private meeting rooms.
When promoting reform, a vital issue will be how to handle the vast number of administrative documents stored in paper form. According to the Cabinet Office, the government holds about 19.65 million administrative documents, and only about 10% of them have been digitized. Central government ministries and agencies needs to break away from the paper-based administrative processing that continues in Kasumigaseki.
The Administrative Management Bureau of the Internal Affairs and Communications Ministry spent two years, starting in 2015, trying to make the bureau a free address system, in principle. By sorting out documents, sharing equipment, and downsizing desks and lockers, the amount of meeting space has been approximately tripled.
This has made it easier for staff to communicate and come up with ideas.
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