#Japan #Nippon Express #Tokyo #Mitsubishi Motors #Circlace

Innovative Collaboration for Efficient HR Operations

Circlace Inc., headquartered in Chuo-ku, Tokyo, under the leadership of President Scott Sato, has recently joined forces with Mitsubishi Motors Corporation (MMC) and Nippon Express Co., Ltd. to revolutionize the overseas HR operations of Mitsubishi Motors. This collaboration aims to implement a Business Process Reengineering (BPR) strategy, utilizing cutting-edge digital solutions to optimize efficiency and reduce risks.

What is the Collaboration About?

The collaboration integrates Circlace's specialized cloud service called AGAVE and its overseas HR digital transformation consulting services with Nippon Express’s NX Overseas Assignment One-Stop Service. This strategic partnership focuses on standardizing and visualizing the overseas assignment processes of Mitsubishi Motors, which previously relied heavily on Excel spreadsheets and emails, thus exposing the company to risks like information leaks and operational delays.

The implementation has led to impressive results — particularly achieving zero delays in visa applications and a 75% reduction in time spent on progress checks.

Issues Faced Before the Collaboration

Mitsubishi Motors had over 250 expatriates deployed in 31 locations across 17 countries, impacting approximately 500 individuals when their families were included. Historically, the management of expatriate-related procedures was outsourced, which led to constant security risks associated with confidential information being exchanged via email by external partners. There were also problems with document storage, affecting easy access to necessary information for HR and expatriates.

Moreover, the visa application process was overly dependent on specific personnel, making handovers challenging. Given the multitude of stakeholders, communication mainly happened through emails, resulting in inefficiencies and sometimes significant risks when issues arose right before assignments.

Key Features of the New System

To address these concerns, Mitsubishi Motors pursued a system that could ensure the standardization and transparency of operations while mitigating security risks. They found a solution in Circlace’s AGAVE platform and Nippon Express’s capabilities. Key features that influenced this decision included:

• - Expertise and Collaborative Strength: Circlace's overseas HR digital transformation consulting provides insights into regulatory differences and complex workflows, ensuring effective standardization. Both Circlace and Nippon Express worked hand-in-hand to facilitate a smooth launch.
• - Intuitive Operation and Visualization: AGAVE’s user-friendly design allows users to quickly grasp complex tasks and monitor progress in real-time, eliminating the risks associated with personnel reliance.
• - Reliable Partnership Basis: The long-standing relationship between Mitsubishi Motors and Nippon Express in relocation support reassured Mitsubishi that their processes were in capable hands, from visa organization to complete relocation service management.

Achievements Realized

1. Elimination of Visa Application Delays: This collaboration notably eradicated delays in visa applications, allowing expatriates to schedule their relocations confidently.
2. Real-Time Progress Visualization: All stakeholders can share identical information. Regular meetings were cut back from bi-weekly hours to monthly half-hour sessions, translating to a 75% time reduction.
3. Reduction in Human Error: This system has curtailed miscommunication and errors common with email and spreadsheets, enhancing overall information security.
4. Less Dependence on Specific Individuals: By creating templates for country-specific processes within AGAVE, transitions between personnel roles were simplified, ensuring continuity in operations.

These outcomes have extended beyond simple labor cost reductions, improving security, efficiency, and reproducibility across the board.

Comments from Mitsubishi Motors

The Human Resources division of Mitsubishi Motors commented on the transformative impact of merging Circlace and Nippon Express’s services, praising the elimination of visa delays and enhanced progress visibility. The shift in operational culture, towards a proactive approach among expatriates, has also contributed positively.

Moreover, the overall time spent in regular meetings is drastically reduced, and incidents of human error that previously occurred due to document mishandling have significantly decreased, thereby improving security.

Future Plans

Mitsubishi Motors aims to maintain and strengthen the standardized processes created through AGAVE and Nippon Express services to prevent a return to reliance on specific roles within the HR division. Continuous improvements are emphasized to uphold these developments.

Circlace’s AI capabilities are expected to further enhance efficiency and quality by automating responses to inquiries and streamlining processes. Nippon Express is committed to enhancing its global network and the value provided through its NX Overseas Assignment One-Stop Service. Circlace is likewise dedicated to supporting Mitsubishi Motors and other firms through its overseas HR transformation efforts.

Conclusion

This partnership symbolizes the shift towards more secure, efficient, and transparent overseas HR functions, setting a precedent in the automotive industry. Detailed case studies on the implementation of AGAVE and the consulting services provided will soon be shared to highlight the transformative benefits realized by Mitsubishi Motors.