【Chapter 4】Learning from successful businesses – Strategies to Optimize Back office Operations in Vietnam

Date: 2025.04.28

【Article Series on “Hidden Challenges” When Japanese Enterprises Expand Business to Vietnam】

What choices have truly made “difference” for them?
“Overwhelmed with work…”, “Can’t retain staff…”
Many Japanese businesses once had these concerns during their expansion journey into Vietnam.

However, thanks to a breakthrough choice, they have:
✔ Optimized operations
✔ Significantly reduced costs
✔ Improved employee satisfaction

And that choice is:
👉 Outsourcing back office operations.

In this article, we will introduce real case studies from Japanese businesses that have used Help All’s services in Vietnam:
✔ Businesses maintaining smooth operations despite a lean staffing
✔ Businesses significantly improving employee retention rates
✔ Businesses proactively adapting to legal changes, avoiding reactive responses or violations

The common point among all of them is:
Understanding their issues clearly and choosing to partner with a professional team.

Let’s look at these success stories – perhaps you might see your business reflected in them.

🏢 Case Study 1: Japanese company establishing a new branch in Vietnam – Setting up administrative systems from zero

📌 Challenges before outsourcing:

– Newly established company with no administrative-HR processes.

– Japanese leadership unfamiliar with Vietnamese laws and regulations.

✅ Solution:

Help All supported building the entire process from scratch:

– Set up company documentation, labor contract systems, internal processes.

– Trained staff and explained regulations in Japanese.

🌟 Results:

– Stable operations from the first month.

– No legal errors, positively evaluated by government agencies.

– Japanese – Vietnamese teams coordinating smoothly thanks to clear bilingual systems.

🏭 Case Study 2: IT company in Vietnam with Japanese investment – Reducing costs by 35% & smoother operations

📌 Problems before outsourcing:

– Administrative staff resigned suddenly with no one to take over.

– Many errors in social insurance and PIT (personal income tax) declarations, leading to administrative penalties.

– Time wasted training new personnel every year.

✅ Solution:

The company decided to outsource all administrative-HR operations to Help All. All processes were digitized and operated by an experienced team specializing in handling Japanese businesses.

🌟 Results:

– Reduced administrative department operating costs by over 35%.

– No more errors in payroll processing or social insurance, PIT documentation.

– Japanese managers easily tracking progress through regular reports in Japanese.

Case Study 3: Japanese Representative Office – Smooth operations through professional administrative support

📌 Challenges before outsourcing:

– Small representative office without official administrative staff.

– Need someone to assist with consolidating many small tasks.

✅ Solution:

Outsourcing comprehensive administrative services from Help All:

– Drafting contracts, processing HR documents, supporting health check-ups.

– Managing office supplies, scheduling meetings and itineraries for leadership.

🌟 Results:

– Japanese leadership can focus on their work with peace of mind by full assistant support.

– Small office operating professionally like a large company.

– No need to hire additional staff while still handling all administrative work smoothly.

🧑‍💼 Case Study 4: Japanese company with 30+ employees – Standardizing HR operations & optimizing internal processes

📌 Challenges before outsourcing:

– Each department handling their own HR procedures without unified management.

– Contracts, decisions, leave requests… delayed or erroneous.

✅ Solution:

Help All handling all administrative-HR operations:

– Drafting contracts, managing decisions, tracking leave-overtime.

– Building form systems, managing electronic records.

🌟 Results:

– HR and procedures standardized, clear and legally compliant.

– Each department focusing on their expertise, no longer worried about administrative paperwork.

– Japanese managers easily monitoring processes through regular reports in Japanese.

Case Study 5: IT Company – Maintaining stable operations during employee maternity leave

📌 Challenges before outsourcing:

– Administrative-HR staff on 6-month maternity leave.

– No time to hire replacement, many tasks backlogged.

✅ Solution:

Help All provided temporary staff support, handling:

– HR documentation management, salary-bonus-timekeeping.

– Supporting onboarding/offboarding procedures, social insurance, leave requests.

🌟 Results:

– Administrative-HR work maintained continuously without interruption.

– After the main staff returned, handover process was easy.

– Leadership reassured, no impact on IT team operations.

💼 Case Study 6: Logistics company – Minimizing legal risks in termination and labor contracts

📌 Challenges before outsourcing:

– Labor contracts and personnel decisions not standardized.

– Lack of process in handling resignations, previously faced complaints from employees.

✅ Solution:

Using Help All’s HR documentation & labor management services:

– Drafting and managing contracts, decisions, resignation procedures.

– Advising on legally compliant processes, clearly communicating regulations.

🌟 Results:

– No more complaints about resignation procedures.

– Labor records clearly stored and managed, easy to search.

– Increased internal credibility, employees feeling more secure.

☆　Back Office Outsourcing Services at HELP ALL

At HELP ALL 247 Joint Stock Company, we provide comprehensive Back Office Outsourcing Solutions to help businesses save costs, enhance efficiency, and ensure legal compliance.

Our services include:

✔ General Affairs

・Handling and processing various administrative documents, procedures
・Employee management
・Arranging and coordinating health check-ups
・Assisting procedures for leave of absence/resignation.
・Drafting and managing important documents
・Assisting in the dissemination and enforcing of internal regulations
・Organizing internal corporate events
・Managing the office work environment
・Replenishing office supplies, equipment,etc.

✔ Human Resources

・Recruitment support: preparing and posting job advertisements, searching and screening candidates, arranging and coordinating interview schedules, etc.
・Pre-employment Procedures
・Drafting and managing labor contracts and other HR decisions
・Resignation procedures
・Planning and developing employee evaluation systems, etc.

✔ Assistant

・Interpretation and translation
・Research and exploration
・Managing schedules and plans, reminding important events, report deadlines
・Preparing and organizing meetings
・Arranging business trip schedules for superiors or the teams
・Assisting in management tasks
・Supporting the compilation of various tasks
・Handling customer interactions

✔ Labor Affairs

・Attendance management: Data compilation, request checks
・Managing paid leave and overtime
・Calculating salary/bonus and payslip issuance
・Handling social insurance procedures and liaising with the social insurance agencies
・Supporting the dissemination of labor laws, etc.

✔ Documents

・Collecting/Checking invoices and documents
・Managing income and expense records
・Issuing quotations, contracts, payment requests, and invoices
・Managing and processing accounts receivable/payable
・Digitizing paper documents
・Preparing related reports and submitting them to government agencies, etc.

💡 Let us help your business operate smoothly, optimize costs, and focus on growth!

📞 Contact HELP ALL today for a free consultation!

Help All 247 JSC
85 Tan Cang Street, Ward 25, Binh Thanh District, Ho Chi Minh City, Vietnam
Tax code: 0318334798
Tel: +84 888 642 299
Email: info@helpall247.com