Remote work has changed how people around the world do business. In Japan, small businesses are slowly catching up. Many were forced to adapt during the COVID-19 pandemic. Some barely survived. Others found new ways to grow and even thrive.
This article explores how a real small business in Japan shifted to remote work and what you can learn from it. We’ll go beyond the basics and give you deeper insight into tools, employee support, and how to keep clients happy while working remotely.
Why Remote Work Matters for Small Businesses in Japan
Japan has a strong office-based work culture. Face-to-face meetings, paper documents, and fixed work hours are the norm. It’s common to expect workers to be in the office all day, even if some tasks could be done online.
But when COVID-19 hit, this model became impossible for many. Government restrictions and public safety concerns forced businesses to work differently.
For small businesses, the stakes were even higher:
- No cash reserves to survive long shutdowns
- Limited digital tools and no remote systems in place
- Dependence on in-person sales or meetings
But those that adapted quickly found some surprising benefits:
- Lower office rent and utility costs
- Access to talent outside their local area
- Better work-life balance for staff
- Flexibility to serve clients in different regions
- Faster project turnaround with fewer physical meetings
Remote work also allowed some businesses to continue operations during disasters like typhoons or train disruptions, which are common in Japan.
Case Study: Tokyo-Based Content Studio
Business Type: Content production for local companies
Team Size: 7 people
Location: Tokyo, Japan
Before the pandemic, the company relied on in-person meetings with clients and local staff working in a small office. Project discussions, content drafts, and file transfers all happened in person. The team printed materials for clients and used physical whiteboards to manage workflows.
When the state of emergency was declared in 2020, they had to shut their office for safety. With zero remote work experience, the founder faced two options:
- Pause operations and lose clients
- Switch to remote work immediately
They chose the second option and committed to making it work within two weeks.
How They Made Remote Work Happen
1. Identifying Remote-Friendly Tasks
The team listed all tasks and sorted them by type:
- Can be remote: writing, editing, translation, communication, invoicing, content planning
- Needs adjustment: client meetings, project feedback, team brainstorming
- Not remote-friendly: printing, mailing physical documents, hardware setup
They quickly digitized all internal processes. They encouraged clients to accept digital files instead of printed documents and trained them to use simple file-sharing tools.
2. Tools They Chose
- Slack: For daily team communication and updates
- Zoom: For client meetings, team calls, and quick check-ins
- Google Drive: For file sharing and real-time editing
- Notion: For tracking deadlines, projects, and SOPs
- Clockify: To measure time spent per task, especially for client billing
Most of the team had never used these tools before. The company created short tutorial videos and conducted a one-hour daily check-in to help employees learn.
3. Setting Remote Rules
To avoid confusion, they made simple rules everyone could follow:
- Core work hours: 10 a.m. to 4 p.m.
- Weekly check-in call every Monday at 10 a.m.
- Daily async status updates in Slack
- Respond to messages within 3 hours during working hours
- Use shared calendar for all deadlines and meetings
They also added a weekly “no meeting” day to allow for deep work without distractions.
4. Supporting the Team
Some staff struggled at first. Not everyone had a proper home setup. The company responded quickly:
- Gave each employee a one-time work-from-home setup stipend (about ¥50,000)
- Offered optional coworking passes for those who needed a quieter space
- Allowed flexible hours for parents, caregivers, and those living in small apartments
- Created a buddy system for new team members to help with onboarding
They also introduced an anonymous feedback form where staff could share problems or suggestions without pressure.
5. Improving Client Experience
Instead of trying to recreate in-person meetings, they redesigned the client journey:
- Sent agendas ahead of video calls
- Shortened meetings to 30 minutes max
- Recorded sessions and sent recaps
- Shared Google Docs for real-time collaboration on projects
- Gave clients the option to book time slots via Calendly
Clients appreciated the faster responses and flexible scheduling. Some said they preferred the new model.
The Results
After three months, they reviewed the outcomes:
- Revenue: Slight dip in the first month, then steady growth by month three
- Client retention: 100%
- New clients: 3 from outside Tokyo
- Team productivity: Higher, especially for solo tasks like writing and design
- Employee satisfaction: Better work-life balance, less commuting stress
- Office rent savings: Over ¥600,000/year saved by ending office lease
One big surprise: virtual client meetings led to faster approvals and shorter project cycles.
What This Means for Other Small Businesses in Japan
If you’re running a small business in Japan, remote work might sound risky. But it can work—even if you don’t run a tech company.
Many of the best practices from this case apply to various industries like consulting, accounting, online education, marketing, and design.
Here’s what you should consider:
A. Start Small
You don’t have to go 100% remote. Try these steps:
- Let admin or creative roles work from home twice a week
- Use tools like Zoom and Google Docs before committing to paid software
- Hold one team call per week to stay connected
- Ask employees which tasks they think can go remote
B. Focus on Outputs
Stop tracking hours. Measure what actually gets done:
- Use simple project management tools
- Set deadlines instead of work schedules
- Celebrate completed tasks, not logged hours
C. Help Your Staff Adjust
Some employees may struggle at first. Offer help:
- Small stipends for desk, chair, or lighting
- Access to coworking spaces if home isn’t ideal
- Flexible start and end times
- Peer training sessions to reduce tech barriers
D. Think Long-Term
Remote work isn’t just a crisis tool. It can:
- Lower costs
- Reduce employee turnover
- Help you find skilled workers outside major cities
- Keep operations going during public transit delays or natural disasters
Local SEO Tip: Small Business Remote Work in Japan
If your business supports remote work in Japan, local SEO can help customers find you online. Focus on:
- Adding your location (city or prefecture) in service pages and blog posts
- Including Japanese and English keywords like “リモートワーク 小企業 日本” and “small business remote work Japan”
- Creating a Google Business Profile if you serve local areas
- Asking happy clients to leave reviews in both English and Japanese
Examples:
- “Best tools for small business remote work in Tokyo”
- “Remote work challenges for small companies in Osaka”
- “How to manage a remote team from Kyoto”
Key Lessons from the Case Study
- Remote work is possible even for non-tech businesses.
- Simple tools and clear communication go a long way.
- Flexibility builds trust and loyalty among staff.
- Clients appreciate remote options when they save time.
- Small changes can make a big difference.
- You don’t need to be perfect—just consistent and open to learning.
Final Thoughts
Small businesses in Japan can make remote work succeed with the right approach. You don’t need a big budget or an IT team. You need trust, clear goals, and a willingness to adapt.
Start with one or two changes. Let your team try them. Keep what works. Improve what doesn’t.
As more clients, employees, and partners get used to digital work, the sooner you adapt, the better. Remote work for small businesses isn’t just a trend—it’s a smart move for the future of work in Japan.
If you’re still unsure where to start, try remote work one day per week. Track the results. Talk to your team. Then build from there.
