“The Night When FAX Characters Disappeared” ~ Agricultural Sites Wavering Between Analog and Digital

Hello everyone! I’m Shohei.
This column is written mainly based on my field experience.
After being on site for over 10 years, there are truly many things that happen. I’m writing about things I remember, as they come to mind.
Well, please read it casually, like “Oh, so that’s how other factories are.”

Have you ever experienced this?

Have you ever experienced this? An important document arrives by fax, but the crucial part is completely blacked out… The moment you hold your head thinking, “What on earth is written here?” you are definitely a resident of the digital age.
The digitalization of the agricultural sector is still at a “baby steps” stage compared to other industries.
Agricultural products are subject to nature, making quality and standards variable, which makes it difficult to properly quantify and digitize them. But is that the only reason?

My battle with faxes and evening drinks

Let me share my unforgettable “wall of digitalization” experience.
Every day around 6 PM, receiving fax orders from a regular customer for the next day was part of my routine. I would immediately prepare shipments based on those quantities, but… this is where the tragedy began.
“Tomorrow’s komatsuna is… huh? Is this number 3? Or 8? It’s smudged!”
The fax text being smudged and unreadable happened all too frequently. Each time, I had to make a confirmation call, which was quite a struggle.
“I’m sorry, but I can’t see the order quantity on the fax… how many bags of komatsuna was it?”
The futile task of confirming each item over the phone. The later this confirmation gets delayed, the later that day’s shipment becomes. If I was lucky enough to get through on the phone, that was fine, but when I heard the announcement “The customer cannot come to the phone right now,” I couldn’t help but look up to the heavens in despair.
What made it even more tragic was the time—around 6 PM. The customer might already be in evening drinking mode…
“Huh~? You can’t see the fax? I sent it properly… Komatsuna is… (sound of ice) …5 bags!”
I suggested, “Would you consider using email?” several times, but was met with the stubborn response, “Fax is the easiest for me.” It was a moment when I viscerally felt the “wall of habit” standing in the way of digitalization.

Is your workplace team paper or team data?

So, how do you keep daily records at your facility? Do you write fluidly with a pen in a paper notebook? Or do you tap-tap on a tablet?
Basically, most records are far more convenient when digitized. Especially cultivation data and product data are valuable precisely because you can later analyze them asking, “Is there a correlation between X and Y during this season?” With paper records, the tragedy of re-entering data awaits (those who have done it, raise your hands!).
Even when getting certifications like GGAP, it’s cool to be able to smartly present “Here’s the data.”
But wait! Should everything be digitized? Not necessarily.
Cleaning checklists and daily inspection sheets can sometimes be more convenient on paper. If you just need to quickly mark “Today’s toilet cleaning, done!” with a circle, it’s definitely faster than launching an app and logging in.

Generational gaps are also a real issue

“My grandpa asks me how to turn on his smartphone every single time~”
People of all ages work in plant factories. Young people might think, “Isn’t keeping paper records troublesome?” but for those who struggle with digital devices, paper provides a sense of security.
But don’t give up yet! Recently, even grandparents are sending stickers to each other on LINE. People who used to say “I can’t use this~” sometimes end up mastering it surprisingly quickly once you teach them.

Finding the “just right” digitalization for your workplace

In the end, the best approach is to balance paper and digital based on the realities of your workplace. The “correct answer” isn’t to digitize everything, but rather a practical “hybrid operation” that leverages the strengths of each method.
Perhaps customers who insist on faxes and seniors who find comfort in paper records aren’t necessarily “behind the times.” What’s important may be to listen to workplace voices while encouraging change one step at a time.
What small digitalization challenge can you take on in your workplace starting tomorrow?

This column is sourced from a collection of know-how for improving field operations

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