Hybrid and remote teams often rely on both chat and web conferencing tools for communication. However, quick discussions that would take just 2–3 minutes in person become time-consuming when using these tools. Checking availability, generating a meeting URL, and waiting for participants add unnecessary steps, increasing communication costs.
To solve this issue, Web Marketing Research Institute Inc. implemented VoicePing. We spoke with Kazunari Kobayashi, Director and Head of HR, to learn more about how this solution improved their communication efficiency.
About the Business
Mr. Kobayashi:
Our company provides a website creation service called Akibare Homepage. The service was founded with the philosophy of making professional websites accessible to small and medium-sized businesses (SMBs) at an affordable price, inspired by our founder’s experience as an IT consultant for large corporations.
We offer a fixed monthly fee of 4,900 JPY, making it a cost-effective option, and we currently serve over 10,000 businesses.
We have developed our own Content Management System (CMS), which is essential for website creation. In addition to providing website services, we also offer OEM sales of our CMS tool, holding the top market share among paid CMS providers in Japan.
Aside from affordability, one of the key reasons clients choose our service is its strong SEO capabilities. Our company itself relies solely on web-based marketing and does not engage in outbound lead generation. Since we successfully attract customers using SEO, our expertise in web marketing makes our service highly credible.
Additionally, we provide a customer support center where clients can call and receive assistance with CMS operations, making the service even more user-friendly.
Who Are Your Main Customers?
Mr. Kobayashi:
Our service is designed specifically for SMBs looking to improve customer acquisition through their websites. Among our clients, local businesses such as tax accountants, dentists, chiropractors, and matchmaking agencies are particularly common.
Bridging the Gap Between Chat and Web Meetings
Why Did You Implement VoicePing?
Mr. Kobayashi:
After COVID-19, we downsized our office and transitioned to a fully remote work environment for all teams except the administrative department.
Before the pandemic, over 90 employees worked in a single open-floor office, where face-to-face and verbal communication were the norm. However, once we switched to full remote work, communication challenges quickly emerged.
Initially, we combined Chatwork (for text-based communication) and Zoom (for web meetings), but we realized that there was a missing “middle ground” between these tools.
For example, if someone wanted to ask a quick question, they had to:
- Send a message like, “Can I call you on Zoom?”
- Wait for a response.
- Generate a meeting URL.
- Share the URL.
- Connect and start the conversation.
This process significantly increased communication costs—what once took 2–3 minutes in person was now a lengthy process. As a team accustomed to quick, casual discussions, we needed a tool to fill this gap.
Another key reason for implementing VoicePing was team management. In our previous open-floor office, managers could visually monitor team members and understand their availability. We wanted a tool that could replicate this visibility in a remote work environment.
While various tools were available, many lacked these features or were too complicated. VoicePing was the perfect fit for our needs.
Creating a Sense of Unity and an Open Communication Culture
Did VoicePing Solve Your Challenges?
Mr. Kobayashi:
Yes, I believe it has. Conversations that previously took 10 minutes now take around 5 minutes, significantly reducing communication time. However, we haven’t yet reached the 2–3 minute efficiency we had in the physical office. We are still optimizing how we use VoicePing internally.
What Was the Team’s Reaction?
Mr. Kobayashi:
Initially, there was resistance to introducing yet another communication tool. Sales teams, in particular, already used multiple tools, including email, and were hesitant about adding more.
However, after some trial and error, the tool became well integrated into our workflow. By separating spaces into meeting rooms and different work areas, we recreated the sense of “working together in the same space”, just like in our previous open-floor office. This has significantly improved the feeling of team unity and made it easier for employees to ask questions.
For managers, the “voice call” (ping) feature is especially useful. It allows them to instantly reach out and manage their teams effectively. In the past, the company president frequently called employees over for discussions, and VoicePing has allowed this instant communication to continue in a remote setting.
Expanding Specialized Website Services by Industry
What Are Your Future Plans?
Mr. Kobayashi:
We aim to further specialize our website creation services by industry. While we will continue providing general website creation services, we plan to expand our lineup to cater to specific industries, ensuring we meet their unique needs.
For example, we are currently focusing on dentists’ websites. Dentists require separate pages for self-pay services and insurance-covered services.
However, creating a website that adheres to medical advertising guidelines requires specialized industry knowledge. To address this, we have Hasegawa, a former dental hygienist and web consultant, leading this division. Her expertise allows us to provide highly specialized, compliant website solutions that general web service providers cannot offer.
By continuing to develop industry-specific expertise, we aim to differentiate ourselves and provide services that were previously unavailable in the market.
About VoicePing
VoicePing is free for teams of up to five users. If you’re interested, feel free to try it out!
