Reducing Meeting Times by 75% with Hokkaido Gas's Backlog Implementation

Streamlining Communication with Backlog

In today's fast-paced business environment, companies are constantly seeking ways to enhance productivity and efficiency. Hokkaido Gas, a major comprehensive energy service provider in Japan, has recently transformed its operational workflow by implementing Backlog, a project management tool developed by Nulab. This strategic move has led to an impressive 75% reduction in meeting times, significantly improving communication with multiple vendors.

Background of Backlog Implementation

In 2021, Hokkaido Gas initiated a core system renewal project, during which it faced major challenges in securely transferring data and sharing progress among various vendors. After evaluating different options, the decision was made to adopt Backlog, a tool that had already demonstrated effective internal use and met the company’s security requirements. Initially utilized as a storage solution, the team soon realized that Backlog could also enhance project management practices.

The primary focus during the implementation was on achieving effective team management. By centralizing information and visualizing tasks, Hokkaido Gas aimed to create an environment where everyone involved in projects could engage in discussions and decision-making based on the same information. The goal was to eliminate gaps in communication and establish a smoother working process for meetings and daily operations.

Achieving Significant Results with Backlog

1. Meeting Time Cut by 75%

Previously, Hokkaido Gas held regular biweekly meetings that lasted two hours each. After adopting Backlog, the schedule was modified to weekly meetings of just one hour. This efficiency stems from the structured process of organizing information in advance, allowing teams to focus directly on the agenda with minimal back-and-forth discussions. As a result, the quality and effectiveness of meetings have significantly improved.

2. Centralized Information Management via Meeting Cards

To streamline the flow of information, Hokkaido Gas developed a system where each meeting generated a parent task, referred to as a “meeting card.” These cards are utilized to manage agendas, minutes, and any action items that arise during discussions. Prior to each meeting, necessary documents are attached, and any new points raised during discussions become sub-tasks. This approach allows for easy tracking of points of discussion and ensures effective information management.

3. Secure Information Sharing

One of Backlog's strengths is its capability to provide access permissions exclusively to designated team members. This feature has enabled Hokkaido Gas to share files and manage progress with vendors securely, enhancing collaboration without compromising data integrity.

Insights from Hokkaido Gas

According to Mr. Toge from Hokkaido Gas’s DX and Structural Reform Promotion Department, the implementation of Backlog's documentation function has greatly increased the speed of decision-making and approvals. Administrators can quickly access consolidated search results and links, allowing for rapid and efficient information retrieval.

Moreover, not only task registrants but also management-level members are now more involved with Backlog, expanding its usefulness across the organization. As teams increasingly rely on collaboration tools like Backlog, Hokkaido Gas believes they can craft more efficient and effective meetings moving forward.

The Future of Team Management

As Japan faces a declining workforce, the makeup of working teams is expected to diversify. Nulab anticipates that more heterogeneous teams will emerge, requiring robust teamwork management systems to facilitate efficient collaborative efforts toward common goals. Nulab remains committed to enhancing its services, particularly Backlog, to meet the changing needs of various industries and team structures.

About Nulab's Services

Nulab advocates for effective teamwork management, offering comprehensive services designed to help teams composed of members from diverse fields collaborate autonomously toward shared objectives. Backlog, a project and task management tool, recently celebrated its 20th anniversary on June 20, 2025. To commemorate this milestone, Nulab has launched a special site highlighting its journey and future aspirations. For more information on Backlog and other services like Cacoo and Nulab Pass, visit Nulab's official website.