FIVE ETIQUETTE ESSENTIALS IN JAPANESE BUSINESS
It is always important to be prepared for cultural differences when going into a new business environment. Learning about the history, culture and customs of your potential new clients and business partners is crucial to building a productive business relationship.
In the age of the internet, international media and new communication technologies, the cultural barriers are becoming smaller. However, fundamental differences remain and understanding these can be a key to success.
The Japanese businessman in popular culture
You have probably seen the stereotypical movie scenes of Japanese and American business men repeatedly bowing to each other, not knowing when to stop. Perhaps this is amusing on film, but in reality these depictions are not accurate.
There is a lot of information about Japanese business manners and etiquette on the internet. But often it provides an outdated view of the Japanese office customs. Many dramas, documentaries and YouTube clips, filmed some years ago, also exaggerate characteristics to catch the viewers attention.
So here we will take you through five key, specific rules of current Japanese business culture. These are especially important for your first meeting with a Japanese company representative.
The five essentials of Japanese business etiquette
1. Arrive on time.
Really this should go without saying, no matter where you are doing business! But in Japan this is the most basic courtesy and lateness is unacceptable. Employees fresh out of school are always instructed to arrive five minutes before any meeting is due to start, without fail. Blaming public transport and other excuses will be viewed poorly, creating an unprofessional first impression.
Therefore, it is advisable to arrive in good time. If you are early, wait in a nearby coffee shop. In Japanese cities there are plenty of coffee shops, including familiar global brands. There you will find yourself in the company of fellow business people preparing to attend their next appointments, often taking a little nap.
2. Exchange business cards.
It has been claimed that 70 - 80% of business card use takes place in Japan. Why is the business card so important in Japanese custom? Well, the formal ritual of exchanging cards is the very first chance to impress and pay respect to your clients. It should be given with both hands and presented so that the text is the right way up for the recipient to read.
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The cards should be crisp, clean and ready to be presented without searching through your pockets or bag. Having a Japanese translation of your company name and your own name on the reverse side is seen as considerate by the receivers. Use clever card design to make sure you know which way is up on the Japanese side, as you will have to present it the correct way round.
Business cards you are given should be received respectfully and placed carefully in your pocket or bag. Don’t drop them or leave them behind.
3. Wear appropriate business attire.
Although it has become more relaxed, especially during the sweltering summer months, the Japanese office is usually formal and business suits are still expected. In a more traditional environment, only white or light blue shirts may be worn, so these are good colour choices to make.
For your first meeting it would be advisable to play it safe and wear a business suit and a shirt. Men should also wear a clean tie, so always carry one in a smart business bag or briefcase.
If you are invited to lunch or dinner you may be required to take your shoes off. It is best to be prepared for this. Wear shoes that are easy to take off and most importantly, plain socks or tights with no holes. Your hilarious Christmas novelty socks won’t raise a smile in these circumstances.
4. Plan ahead so you know what to expect.
You might be going into a meeting with multiple people. If you have requested the meeting, send the agenda to your direct contact in advance. You should also send it to the company’s meeting organiser, who is often the youngest person attending, but do check first.
If it is possible, arrive early for a pre-meeting with your direct contact. You can use this opportunity to find out who the attendees of the main meeting are. In Japanese business culture seniority is extremely important. You will be expected to introduce yourself, with your business card, to the most senior person in the room first, so make sure you know who this is.
A Japanese translation of any presentation or company brochure will be very well received. Just as with your business card, the impression of preparedness and clear presentation is very important.
Japanese companies often follow a strict rule of team working. There is a philosophy of “Ho-Ren-So”, Report, Communicate, Consult. No decisions are likely to be taken at the meeting. The person or the team attending will take the information back to their senior managers for discussion before accepting or refusing your proposal. It may be seen as rude to push for a decision on the spot, so do be prepared to be patient.
5. Pay attention and read the room.
Japanese society is described as a High Context culture. In these cultures communications are not always direct and meaning is often inferred. It is a life skill that every Japanese person learns during their career and the signs can be very subtle. You won’t be expected to have perfected this Art of Reading Air, or reading the room as we may call it. However, pay close attention to the context of what it said as it could imply something else. For example, if a client compliments your watch towards the end of the meeting, it means ‘look at your watch’, the time is up.
Useful Japanese phrases for a business meeting
Nobody expects visitors to speak Japanese, but making an effort to learn some formal greetings will be warmly appreciated by your potential Japanese business partners. Here are some simple examples which will be useful when doing business in Japan:
Hajime Mashite: ‘It is nice to meet you’.
Yoroshiku Onegai Shimasu: When you first meet someone, this means ‘Nice to meet you’ and can complement the phrase above. At the end of a meeting you can say this to mean ‘Thank you very much in advance for the future engagement.’
Arigato Gozaimasu: ‘Thank you very much’ (you can say this if someone serves you tea, and remember to drink it slowly even if you are thirsty).
Ohayou Gozaimasu: ‘Good morning’
Kon nichi wa: ‘Good afternoon’
Shitsurei Shimasu: ‘Excuse me’ or ‘Goodbye’
Fundamental to doing any business in Japan is respect. This includes respecting the cultural differences and in many cases similarities. Afterall, the aim of the meeting is to establish and develop a good and constructive business relationship.
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