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Organization Creation

1. Implementation of organizational reforms

Create organizational system, organizational culture, and working environments.

Organizational system

In order to adopt specialization-based recuruitment, which has expertise in the digital domain, we have established a job type recruitment method that is different from the conventional administrative membership-type employment. We have achieved a recruitment ratio of more than 20 times and a job offer acceptance ratio of more than 90%. In addition, we have established a organizational system and resource management system that can flexibly allocate personnel in response to changes in project priorities and enable individual performance to be fully demonstrated.

  • Ongoing recruitment (realization of year-round a specialization-based recruitment method of private sector specialists)
  • Intensive recruitment publicity (External Communication through owned media and Events)
  • Matrix organization (introduction of project system and unit system)
  • Resource Management System (Establishment of a mechanism for flexible personnel allocation)

Organizational culture

In Digital Agency, where diverse human resources gather, it is necessary to build a organizational culture that allows all employees to work together toward their goals. Therefore, we have set and share common goals such as a mission and vision, and clarify guidelines for our staff to follow as employees as values. In addition, to ensure that these do not become a mere name, we have implemented measures such as personnel evaluation systems, one-on-one meeting, and employee awards. We aim to build and spread a culture in which various human resources, regardless of origin or position, can work openly and flatly.

  • Value Ambassadors (volunteer activities to promote penetration of Mission Vision Value)
  • Awards for praise (Commendation of MVP, Vision Award, Value Award, etc. and presentation of action models)
  • 360-degree Review (Introduction of Value-based and Multifaceted Personnel Evaluation)
  • One-on-one meeting (Introduction of a regular meeting system for supervisors and subordinates to build a relationship of trust)
  • Buddy system (construction of a mechanism in which the public and private sectors learn from each other in pairs)
  • All-hands Meetings (regular Office-wide meetings to enable interactive dialogue with executives)
  • Study sessions (creation of opportunities to learn about diverse areas such as technology and policy)

Working environments

In order to bring out the best in human resources with diverse skills and experience, it is essential to create environments in which it is easy to achieve results. Digital Agency has been working not only on the hardware side, such as the introduction of IT tools, but also on the software side, such as the establishment of policies on information sharing and communication methods within the agency. In this way, we aim to create an environment in which people can work productively from anywhere at any time.

  • Onboarding (Development of environments in which employees can play an active role immediately after entering the office)
  • Introduction of personnel SaaS (one stop visualization of personnel information and organization structure and procedures)
  • Remote environment (creating an environment where you can have meetings and discussions online)
  • Chat tools (Introduction and penetration of communication using chat)
  • Communication policy (guidelines for information sharing and communication methods)

2. organizational system

Project system and unit system were introduced.

Schematic diagram with multiple lines drawn in a grid. The vertical lines show various projects, and the horizontal lines show various units. Each project and each unit has its own leader, and each project is staffed by people from each unit.

Project System

The organization of Digital Agency consists of four groups: Strategy & Organization Group, Digital social common function Group, For the public Group, and Ministry and agency business Group. For groups other than Strategy & Organization Group, teams are formed around projects, and each person is assigned to the most appropriate project according to his or her specialty (skill).

Unit system

We have introduced a system in which specialization-based recuruitment belongs to a Resource Unit and is assigned according to the needs of the project. The Resource Unit is formed for each specialized area, and a Unit Manager and an Assistant Unit Manager are assigned to each Resource Unit.

3. organizational reforms Results

It is an advanced example of how Kasumigaseki works.

This figure shows the personnel structure and working styles of Digital Agency. Digital Agency consists of 250 people from private sector and 500 people from the executive branch. The understanding of Digital Agency's values is 85%. The teleworking rate is 39%. There are 500 live participants in the online all-office meeting.

Efficient Ways to Work

In the past, it was common for people in Kasumigaseki to work in accordance with traditional practices, such as e-mail, face-to-face meetings, and paper responses to the Diet. In Digital Agency, we have established environments and mechanisms that allow us to work in a flexible and efficient manner. We utilize chat tools and joint document editing functions for Diet response work, and meetings, including political affairs and executives, are held remotely.

A free way of working

Kasumigaseki has certain rules and prescribed facilities, and it was difficult to choose how to work. Digital Agency is promoting flexible and free ways of working, such as remote work environmental maintenance, introduction of flexible workspace, government affairs, and online all-agency meetings in which all executives and employees participate.

Working Methods Learned in Business

In Digital Agency, people with diverse backgrounds and expertise work, regardless of whether they are from private sector or administration. People from private sector and those from administration each carry out the same mission through their work across their own fields of expertise, and they are able to acquire expertise outside each other's fields of expertise through their work. In addition, study groups are held as needed to share knowledge across the Digital Agency across teams, creating an environment in which people can learn while working.

Organization survey

Identify and continuously improve the Issue of organization.

Implementation of organization survey

In order to build a organization that has just been established, we conducted a "organization survey (survey)" to measure satisfaction, engagement, and the penetration and realization of values. Based on the results of the questionnaire, we conducted a organizational reforms (process for personnel improvement, communication, budget request, etc.), and in about six months, employee satisfaction and the penetration and realization of values have improved. In order to be a organization that achieves results, we will continue to conduct surveys on a regular basis and make improvements.

Improved staff satisfaction and engagement

Employee satisfaction improved by 8% in about six months from November 2021 to May 2022, and whether they were proud of Digital Agency also improved significantly by 9%.

Bar chart comparing November 2021 and May 2022 organization survey. 63% of staff are proud of Digital Agency, which is 9% more. Staff satisfaction improved by 8%, with 51% satisfied.

Positive evaluation of recent / future efforts

As a result of the organizational reforms, about 60% of all employees answered, "Over the past six months, organization has been working positively on improvement."