#Japan #Tokyo #Employee Retention #Toyokumo #NotePM

Major Findings from Toyokumo's New Employee Survey

A recent survey conducted by Toyokumo Inc., a company known for offering user-friendly cloud services, revealed concerning statistics about the experiences of new employees in accessing internal information. Over 70% of respondents expressed feeling lost or inadequate when trying to find necessary data for their roles.

Survey Details

The survey focused on 111 employees who joined their companies after April 2022, aiming to assess the state of information accessibility for new employees. The results are alarming: 85.6% have found themselves unable to proceed with their tasks due to not knowing where to find company information, contributing to significant levels of stress and self-doubt regarding their job suitability.

Key Insights from the Data

1. Information Search Struggles: An overwhelming 74.8% of participants reported feeling as though they might not be cut out for their jobs due to the difficulties they faced while searching for internal information. The findings suggest that a poor information access environment is directly linked to lower self-efficacy and potential early turnover risks among new employees.

2. Impact on Retention: Around 86.5% of respondents indicated that the ease of accessing information influences their desire to remain with the company long-term. This highlights a critical area for organizational improvement, especially in light of the current climate of workforce mobility.

The Burdens of Information Overload

Furthermore, the research exposed that over 40% of new employees spend more than 15 minutes each day searching for essential information, contributing to operational inefficiencies and lost productivity. The primary sources of frustration included the complexity of folder hierarchies (46.8%) and outdated information appearing in search results (38.7%). This indicates a pressing need for companies to streamline and update their information management systems.

3. Psychological Barriers: Approximately 80.2% of new hires expressed hesitance in asking colleagues questions related to their work due to feelings of inadequacy or guilt over asking things they feel they should already know. This mindset complicates the onboarding process and represents a significant barrier to effective knowledge sharing.

Solutions Moving Forward

In response to these findings, Toyokumo aims to develop an environment where new employees can independently search for and confirm information. Their subsidiary, Project Mode Inc., is working on implementing a knowledge management tool called NotePM. This platform will facilitate the creation of manuals and provide better access to internal documents, allowing new hires to find information efficiently.

Proposed Strategies for Improvement

• - Knowledge Base Development: Establish a centralized knowledge base to manage manuals, procedures, and past case studies effectively, thus reducing complex folder structures.
• - Self-Support Environment: Utilize advanced search functionalities and AI to allow employees to quickly access the most relevant information upon entering keywords.
• - Information Audit: Regularly update and audit corporate information to eliminate outdated materials and ensure accuracy.

Conclusion

In conclusion, the need for a well-organized information environment cannot be overstated. It is essential for organizations to address the challenges that new employees face when accessing internal data. By creating a supportive infrastructure that promotes self-sufficiency and diminishes psychological burdens related to asking for help, companies can improve employee confidence and retention rates. Toyokumo’s NotePM tool aims to bridge this gap and reinforce a culture of learning and growth in the workplace.