Increase the retention rate of specific skilled foreigners! Tips for creating an in-house acceptance system

Even if you spend a lot of time and money hiring a foreigner with specific skills, it will be a big loss for your company if he retires early after just a few months to a year. Unlike the traditional technical intern visa, the specific skill visa legally allows for the freedom to change jobs within the same occupation. Therefore, if foreigners are dissatisfied with workplace conditions, interpersonal relationships, or acceptance systems, they will easily change jobs to other companies that offer better conditions. We will comprehensively explain tips for creating an internal system that will make foreign employees want to work for this company for a long time and maximize the retention rate.

1. Detailed background and latest trends in Japan

The first step to improving the retention rate is to review the “choice of words used to give instructions” in the workplace. Even if you have graduated from a Japanese language school or passed an exam, it is difficult for many foreigners to completely understand the specialized terminology (industry slang) and fast-talking instructions. When this happens, it can lead to severe stress such as not being able to understand instructions and being afraid of being scolded for making a mistake. At work, be aware of “easy Japanese” and take measures such as “keeping instructions short,” “showing actual things, and using manuals with gestures and photos.”

Important data and problem analysis that tell the truth

• First characteristic (rapid expansion of market needs and background): The labor shortage in Japan is a structural problem, and the demand for ready-to-work human resources is rapidly increasing, especially in the manufacturing and service industries. Data has proven that the specific skills system guarantees a certain level of work experience and Japanese language proficiency, so there are very few mismatches in the initial stages of introduction.
• Second feature (required language skills and educational system): In order to obtain a Specified Skilled Worker No. 1 visa, it is mandatory to pass a Japanese language proficiency test (N4 or JFT-Basic) at a daily conversation level or above, but additional Japanese language education on industry terminology and work safety is effective for smoothly communicating instructions on site.
• Third feature (same or higher salary treatment and motivation): Japanese laws and regulations strictly prohibit creating discriminatory disparities in working conditions such as basic pay and bonuses compared to Japanese employees working in the same business within the same company. Having a fair evaluation system in place is the key to preventing employee turnover and boosting morale across the team.

2. Important institutional rules and legal compliance

Second, we need to establish a “mentor system.” To prevent isolation in the workplace, assign a Japanese employee who is close to your age as a full-time mentor, and who can feel free to ask questions about how to proceed with work, as well as small questions about your personal life (such as how to read letters from the government, rules for sorting trash, and where to find the local supermarket). Many of the concerns foreigners have are exacerbated by the fact that they don’t know who to talk to. Just being able to feel that a consultation desk is nearby can dramatically reduce mental stress and increase a sense of belonging to the workplace.

Important check sheet to prevent problems from occurring

1. [Check 1] Multilingualization of employment contract documents: When hiring, it is necessary to obtain the foreigner’s agreement by providing and explaining in advance a “terms of employment” that specifies the wage breakdown, holidays, overtime work rules, etc. in his or her native language, which the foreigner can fully understand.
2. [Check 2] Ensure payment of social insurance and taxes: It is mandatory to enroll in social insurance and to deduct and pay resident tax and pension from your salary. If you are in arrears, your visa renewal application (usually every 1 or 3 years) will be rejected and you will not be able to continue working in Japan.
3. [Check 3] Ensuring appropriate space in the living environment: The legal minimum area for the room in which a foreigner resides is 7.5 square meters or more (bedroom area) per person, and is subject to strict immigration screening.

3. Specific practical points and solutions

The third is “regular interviews (1on1) and visualization of evaluations.” At least once a month, take time away from work to ask your employees one-on-one if they are feeling unwell and if they are having any troubles. Additionally, when a person acquires skills and becomes proficient in Japanese, it is important to show a system that fairly evaluates the skills and rewards them in the form of a raise or promotion to foreman. If you feel like your salary won’t change no matter how hard you work, it’s easy to start looking for another job. Making career growth steps visible is the biggest deterrent to changing jobs.

For detailed information and support plans for safely and effectively utilizing the Specified Skills System, please visit this page on our website.“Life Guide”Please take a look at this page and use it to create an appropriate plan.

4. Summary and future prospects

The attitude of welcoming foreigners not just as “replenishment of the labor force” but as important “full-time employees and colleagues” in the company is the driving force behind dramatically increasing the retention rate within the company. Let’s build a relationship of equal trust that respects each other’s culture and life background, and develop global core human resources who will support the company for a long time.