Obayashi Corporation: Condominium Department

Swift Responses Lead to Drastically Improved Efficiency and Customer Satisfaction

Diverse Requests Arise in Condominium Construction

“In standard building projects, most tasks conclude with the final inspection upon completion of works. However, with new condominiums, we encounter a myriad of requests after residents have begun inhabiting the premises. This is unsurprising, given that condominiums embody the dreams of many residents. A crucial responsibility of the site supervisor is to address these varied customer requests and ensure their satisfaction. This entails meticulously documenting each request, either by detailed notation on paper pinned to the construction office wall or stored in a paper filing system. Compiling these requests into a request card using Microsoft Excel or similar software, based on customer notes, is a time-consuming and labour-intensive desk task. While the company’s Finishing Inspection System manages general requests, not all residential site requests are straightforward. Even in resolving issues, we shuttle between completing one task, returning to the office to review the next, and then returning to the site for further action. We recognized that enhancing this process could lead to more efficient resolution of requests,” explained Mr. Nakamura.

Revolutionizing Routine Tasks with GEMBA Note

Upon the introduction of GEMBA Note company-wide, Mr. Nakamura decided to revolutionize the routine management and resolution of requests.

Calendar with ToDo stamps:

“We record details daily, utilising handwritten notes, photos, and illustrations. “

“At the start of each month, we compile a calendar for the entire month,” he elaborated. “Subsequently, we record request details daily in a notebook, utilising handwritten notes, photos, and illustrations. Additionally, we can place a ‘ToDo’ stamp in the toolbox, set deadlines, and the calendar will display the corresponding tasks due that day. Tapping on a displayed ‘ToDo’ in the calendar navigates to its location in the notebook, allowing immediate review or addition of notes,” detailed Mr. Nakamura.

“Furthermore, the notebook for request management is shared, enabling team members to view and edit it simultaneously. As soon as a request is reported, information is disseminated, facilitating the handling of multiple tasks during site visits. It also filters out completed tasks, enhancing productivity. GEMBA Note offers flexible recording of handwritten, photographic, and recorded information uniquely achievable with digital notebooks. Handwritten notes alongside photographs are easily comprehensible to others. Despite being an IT device, GEMBA Note preserves handwritten information, a feature distinguishing it from conventional finishing and inspection applications,” Mr. Nakamura underscored, noting a significant boost in work efficiency since adopting the system.

“It’s not just beneficial for individual use; it’s even more advantageous when employed collectively,” Mr. Nakamura remarked. “Utilizing Team Drive to share notes among site staff in GEMBA Note, coupled with the ‘Share’ function introduced in the 2017 version, enhances collaborative work efficiency. Unlike traditional notebooks, the ‘Share’ function allows extensive note-taking without concerns about overwriting. It’s particularly beneficial for individuals using multiple devices, such as an iPad and an iPhone. I can edit and write simultaneously, with the assurance that notes won’t be lost. Its convenience becomes apparent with actual use,” affirmed Mr. Nakamura.

Striving for User-Friendly Applications with Extensive Functionality

“Within a company, IT literacy varies. To ensure widespread application usage, simplicity is paramount for new users. However, once users are accustomed, multi-functionality is essential to meet evolving business demands. GEMBA Note has the potential to embody these attributes. I have high expectations for its future,” articulated Mr. Suzukawa.

Aiming for ‘Super Multi-Functionality Made Simple’

Obayashi Corporation embraces GEMBA Note’s concept of date management to implement a novel approach, transitioning from daily handwritten memos to ‘ToDo’ stamps, consolidating them into a calendar. GEMBA Note aspires to be ‘simple yet profound.’ While excelling in super multi-functionality, the challenge lies in maintaining simplicity.