The Leader of our Mongolia Section works from home. What are the secrets of organizing a multinational team remotely?

Profile of Ai Kashioka, Leader of the Mongolia Section
As a new graduate, she joined a large petroleum and coal manufacturer in 2015. In the following year, she was transferred to another company within the group, working as a Supervisor in Hokkaido managing a gas station and sales promotion. She resigned, then joined Sync Logistics in January 2018. While working in the Mongolia Section arranging used car exports, she started working from home after getting married and relocating. In October 2020, she became Leader of the Mongolia Section.

Resigned from a Large Company Wanting to Work in a Mongolia-related Business

I studied Mongolian in college, and I wanted a job related to Mongolia or other foreign countries. While job-hunting, I applied for jobs in companies in the energy industry which seemed to have business prospects in Mongolia, and I ended up joining a petroleum and coal manufacturer.

After a year, I was transferred to Hokkaido, but I began to feel a discrepancy in my work and in the life plan I envisioned when I was a student. Considering the situation within the company at the time and my life plan, it seemed my job was not going to be overseas-related, so I decided to change jobs.

I found Sync Logistics through Facebook. I heard from a Facebook friend whom I met while studying in Mongolia that a company exporting used cars to Mongolia was hiring. Because I have been interested in import/export-related work since my previous job, I called the phone number of the Mongolian staff member listed on their page, and an interview with the president Mr. Ichiki was arranged.

The interview with him was frank. It wasn’t as formal as a typical job interview, and we talked freely. I also greeted the Mongolian staff member in Mongolian, and I felt that if they thought I had that level (of language skill), I’d be ok.

Honestly, I was a little worried because when I was a new grad, I hadn’t thought of working at a venture company. But I also thought it could be fun to do my best at a small, elite company, and I decided to join the Sync Logistics partly out of curiosity. The fact that there are only a few Mongolia-related companies and places where I could work with Mongolians was also a major deciding factor.

Transporting to Mongolia via China. Cooperating with Local Partner Companies is a Must.

After joining Sync Logistics, I was assigned to the Mongolia Section of the Overseas Business Department where I was put in charge of transporting used cards to Mongolia. My main tasks were arranging for ships to transport the cars, and communicating with a local partner company in Mongolia.

When we transport vehicles from Japan to Mongolia, we first transport them by ship to China and then by rail to Mongolia. First, we book space on the ship that will transport the customer’s (used car exporter’s) vehicles from Japan to China. We coordinate with the shipping company and the local partner companies to ensure that vehicles can be exported based on the customer’s desired schedule.

The local partner companies arrange for transport from China to Mongolia, so we email them the documents prepared in Japan for the booked ship, and ask them to handle operations for the vehicles after they arrive in China. We communicate with the partner companies in China and Mongolia in English, and we periodically check if the transport is progressing without delay. Our Mongolian Section has Mongolian and Chinese staff members, so if problems occur locally, they can deal with them in Chinese and Mongolian.

Aside from operations work, I also conduct market research and marketing with our Mongolian sales representative. Specifically, I study the import status of used cars in Mongolia and trends among competitors. I also try to keep up with the latest information on import restrictions that may change with a change in government.

The Rewards and Challenges of Being in Charge of the Important Mongolian Branch of Business

Sync Logistics books about 40% of used car cargo containers exported from Japan to Mongolia. The Mongolian branch is one of our company’s most important businesses, handling many containers and accounts for a large share in the number of containers we export. Working in this branch of business is a big responsibility, but it is rewarding to act as a bridge between Japan and Mongolia.

On the other hand, there are difficulties in dealing with the locals too.
For example, Mongolians have a tendency not to manage their time as strictly as Japanese people do because of their traditionally nomadic nature. Because of this, I find myself regularly needing to remind them, and I am conscious of following up with them frequently.

Also, Mongolia doesn’t have enough legislation for commercial transactions, so we sometimes face unexpected problems. It’s frustrating that we can’t handle local matters directly, but we try to follow up as much as we can in order to act as a bridge that prevents a problem before it occurs.

Because China is our transit country, we don’t interact with the Chinese as much as we do with Mongolians so there are times when they treat us coldly when we ask for something. If we don’t communicate with them daily, I feel psychological barriers go up, so our Chinese staff member calls the locals once a month so that the relationship continues.

Considered Resigning due to Marriage and Relocation, but Sync Logistics Proposed Working from Home

When I got married, we had to move to Tochigi. It was too far a commute to Kawasaki, so I was torn between bearing the commute or resigning.

I discussed this with my boss and HR before I got married, so the company proposed working from home. While it was not my idea, I knew I could continue working as long as I had a phone and a computer. I thought, if this style of working was possible, I wanted to give it a try, so I decided to stay with Sync Logistics.

I was the first person in the company working from home, and the transition went smoothly without any problems. At the time, we already had an online meeting system, and internal communications was mainly conducted over Skype chat. Also, our company was promoting a paperless culture, and the information we needed for work could be accessed through our own system “La-Plus.”

Appointed as Leader while Working from Home

After a year working from home, I became the Leader (section chief) of the Mongolia Section, and I organized the team of three members (Japanese, Chinese, and Mongolian). I was surprised because I didn’t think I would be appointed Leader because I was working from home, but I gave it a try.

Ever since I became Leader, I’ve been especially conscious of communication. We talk on Skype once a day to discuss the tasks of the day on the same day. I can’t come to the office as much as I would like because of the pandemic, but I try to physically meet with the team once or twice a month at the office. It’s hard for me to grasp their daily approaches to work, so I ask people in other sections about how the team is doing.

Although our team members are fluent in Japanese, sometimes it’s difficult to convey detailed nuances. I try to explain things in easy to understand words, and I follow up by phone after our online chat. Based on their responses, I can tell if they’ve understood.

But even after all these, there are times when these are not enough. In order to work with our mutual peace of mind, as a leader, I would like to keep an eye on them while building good relationships with them.

Sync Logistics is Open-minded about Diversity

Many people at the company are in their late 20s and 30s, so it’s easy to talk about anything with people of the same generation. We also have people with unique personalities and non-Japanese staff members, so the company culture accepts various things. There is no gender discrimination, and women are assessed fairly if they produce results.

Also, unlike large companies where everything needs to be approved, each person has a lot of discretion so work can proceed quickly. In the beginning, I was puzzled by how much freedom I had in my work, but it’s rewarding because I can make decisions on my own and move quickly.

I’m fortunate that I can work from home because I can continue working even if my husband gets transferred again or if we have children. Even though I’m a little sad I can’t go out for a drink with my colleagues after work like I used to, I’m happy with my work style that suits my lifestyle.

In the future, I would like to continue to grow as a leader while working from home. I feel I still lack some judgement skills, so I would like to be a leader who can make firm decisions at key points and marshal the team.