JAPAN

Japan Business Culture

Many business-people transplanted to the Land of the Rising Sun has come back with tales of culture shock and bewilderment. To us in the West, Japanese culture remains a mystery wrapped in an enigma.

Business CardsBusiness cards are exchanged constantly and with

great ceremony. -Invest in quality cards -Always keep your business cards in pristine condition. -Treat the business card you receive as you would the person.  -You may be given a business card that is only in Japanese. -It is wise to have one side of your business card translated into

Japanese. -Give your business card with the Japanese side facing the

recipient. -Make sure your business card includes your title, so your

Japanese colleagues know your status within your organization.

-Business cards are given and received with two hands and a slight bow.

-Examine any business card you receive very carefully. -During a meeting, place the business cards on the table in front

of you in the order people are seated. -When the meeting is over, put the business cards in a business

card case or a portfolio.

Japanese Non-Verbal Communication

- They often trust non-verbal messages more than the spoken word as words can have several meanings.

- The context in which something is said affects the meaning of the words. Therefore, it is imperative to understand the situation to fully appreciate the response.

- Frowning while someone is speaking is interpreted as a sign of disagreement.

- Most Japanese maintain an impassive expression when speaking.

- Expressions to watch out for include inhaling through clenched teeth, tilting the head, scratching the back of the head, and scratching the eyebrow.

- Non-verbal communication is so vital that there is a book for 'gaijins' (foreigners) on how to interpret the signs!

- It is considered disrespectful to stare into another person's eyes, particularly those of a person who is senior to you because of age or status.

- In crowded situations the Japanese avoid eye contact to give themselves privacy.

Japanese Meeting Etiquette

Greetings in Japan are very formal and ritualized

- It is important to show the correct amount of respect and deference to someone based upon their status relative to your own.

- If at all possible, wait to be introduced.

- It can be seen as impolite to introduce you, even in a large gathering.

- While foreigners are expected to shake hands, the traditional form of greeting is the bow. How far you bow depends upon your relationship to the other person as well as the situation. The deeper you bow, the more respect you show.

- A foreign visitor may bow the head slightly, since no one expects foreigners to generally understand the subtle nuances of bowing.

Japanese Meeting Etiquette- Appointments are required and, whenever possible, should be made several weeks in

advance.

- It is best to telephone for an appointment rather than send a letter, fax or email. 

- Punctuality is important. Arrive on time for meetings and expect your Japanese colleagues will do the same.

- Since this is a group society, even if you think you will be meeting one person, be prepared for a group meeting.

- The most senior Japanese person will be seated furthest from the door, with the rest of the people in descending rank until the most junior person is seated closest to the door.

- It may take several meetings for your Japanese counterparts to become comfortable with you and be able to conduct business with you.

Japanese Meeting Etiquette

- This initial getting to know you time is crucial to laying the foundation for a successful relationship.

- You may be awarded a small amount of business as a trial to see if you meet your commitments.

- If you respond quickly and with excellent service, you prove your ability and trustworthiness.

- Never refuse a request, no matter how difficult or non- profitable it may appear. The Japanese are looking for a long-term relationship.

- Always provide a package of literature about your company including articles and client testimonials.

- Always give a small gift, as a token of your esteem, and present it to the most senior person at the end of the meeting. Your Japanese contact can advise you on where to find something appropriate.

Business Meeting Etiquette

Casual American-style attire is still uncommon in the Japanese business place. You should dress appropriately for the occasion when meeting your counterparts on business.

When sitting down to a business meeting with your Asian counterparts, the seating arrangement will be determined by the status of the participants. Do not just sit anywhere; as the guest, you will be directed to the appropriate seat.

As a general rule, the highest ranking person from the host side will sit at the head of the table. Then, other people will take their seats starting from the seats closest to him and working to the other end of the table. Those of higher status sit closest to the "head honcho".

You should stand at your seat and wait for the top guy to tell you to be seated. Then, when the meeting is finished, wait until he has stood up before standing up yourself.

Business Meeting Etiquette

Non-alcoholic drinks will probably be served at the beginning of the meeting and they will be distributed in the order of descending importance of recipients. You may want to wait for the top guy to drink from his glass before starting on yours.

Gifts are always appreciated. Consider bringing a small souvenir that represents well your hometown to give to your host. Don't be surprised if your hosts give you something from their country too. If the gift is wrapped, don't open it until you leave. If the gift is not wrapped, make sure to express copious appreciation (whether you like it or not). Ask some questions about the gift to show interest.

You may want to take notes during the meeting. This will show that you are interested and will be appreciated by your hosts. However, you should make certain never to write anyone's name in red ink (even your own) and so carry a black or blue pen.

Company harmony, salary man networks and Japanese business

They are loyal and dedicated to their company, If faced with a conflict between company duty and family duty,

99% will do their company duty first They are consistent, They never criticize their company, coworkers or managers, They are reliable, They are obsessed with detail, They evaluate all options, They are conservative, They make their decisions in committees, If necessary and for the good of their company, they will move

mountains to help you,

Business Etiquette and Protocol in Japan

Understanding of Foreign Ways

- Japanese understand that it is very difficult for foreigners to work in Japan.

- They will not expect you to speak or read Japanese, or be conversant with their strict cultural nuances and protocol.

- Mistakes are allowed as long as genuine respect is shown at

all times.

- They will usually try to help you but often feel embarrassment at their own lack of understanding or English language ability.

Business Etiquette and Protocol in Japan

Relationships & Communication

- The Japanese prefer to do business on the basis of personal relationships.

- In general, being introduced or recommended by someone who already has a good relationship with the company is extremely helpful as it allows the Japanese to know how to place you in a hierarchy relative to themselves.

- One way to build and maintain relationships is with greetings / seasonal cards.

- It is important to be a good correspondent as the Japanese hold this in high esteem.

Business Etiquette and Protocol in Japan

Business Negotiation

- The Japanese are non-confrontational.

- They have a difficult time saying 'no', so you must be vigilant at observing their non-verbal communication.

- It is best to phrase questions so that they can answer yes. For example, do you disagree with this? Group decision-making and consensus are important.

- Written contracts are required.

- The Japanese often remain silent for long periods of time. Be patient and try to work out if your Japanese colleagues have understood what was said.

Business Etiquette and Protocol in Japan

- Japanese prefer broad agreements and mutual understanding so that when problems arise they can be handled flexibly.

- Using a Japanese lawyer is seen as a gesture of goodwill. Note that Japanese lawyers are quite different from Western lawyers as they are much more functionary.

- Never lose your temper or raise your voice during negotiations.

- Some Japanese close their eyes when they want to listen intently. - The Japanese seldom grant concession. They expect both parties to come to

the table with their best offer.

- The Japanese do not see contracts as final agreements so they can be renegotiated.

Japan Dress Etiquette

Business attire is conservative - Men should wear dark-coloured, conservative

business suits.- Women should dress conservatively.

Rules of Japan Business Culture

Defer to your elders- It's customary in a meeting in Japan to always direct one's initial comments to the highest-ranking

person present. One never disagrees with him and always gives him his due attention. When bowing -- the standard Japanese greeting -- one should always bow deepest to the most senior man.

Instill motivation through slogans- Many Japanese businesses start their day off with a morning meeting, where workers line up and

chant the company's slogans as a way of inspiring motivation and loyalty, and as a means of keeping the company's goals fresh in their minds.

 Keep a straight face- You'll never see poker faces like the ones seen in a Japanese office. Except for the occasional

burst of laughter, workers generally remain expressionless, particularly during meetings. They speak in a low, measured tone, and will often close their eyes when paying close attention to a speaker -- a habit that foreigners mistake for a sign of boredom.

 Work hard, play hard- After a day of grueling negotiations, Japanese workers are ready to cut loose -- way loose.

Barhopping after work is a common, if not expected, tradition. If the workplace is stiff and ceremonial, the bar is where Japanese businessmen release the inner beast. A perennial favorite is the karaoke bar, where everyone is expected to sing along, even if they can't carry a tune. Besides being a place to balance work with fun, nightspots are where coworkers bond and share information, reinforcing affiliation with a team.

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Rules of Japan Business Culture

Use connections as an endorsement- Connections are very important in Japan, and often mentioned as a prelude to

negotiations. Being in the good graces of powerful people gets you taken seriously in other circles. It's common for businessmen to arrange meetings with high-ranking executives solely to request their endorsement. It's particularly impressive if the endorsement comes from a person of the same rank as the one you are dealing with.

Gift Giving- Gift giving is an endemic part of Japanese business life and should not be

confused with notions of bribery and corruption. Gifts should not be too lavish but should always be of good quality. It is important to take a number of small gifts to Japan to distribute to new and existing contacts.

- Gifts should always be wrapped. Avoid giving gifts in quantities of four or nine as these are unlucky numbers. Anything sharp could signify the desire to end a relationship.

- Alcohol, especially good single malt whiskey, is always an appreciated gift.

Japanese business etiquette (Do's and Don'ts)

DO use apologies where the intention is serious and express gratitude frequently as it is considered polite in Japan.

DO avoid confrontation or showing negative emotions during business negations. Express opinions openly but evade direct or aggressive refusals.

DO greet your counterparts with the proper respect and politeness. If your counterpart bows make sure you return the gesture, which is usually performed shortly and shallowly. More often than not, a handshake is sufficient.

DON'T give excessive praise or encouragement to a single Japanese colleague in front of others. Remember that the group is often more important than the individual.

DON'T address your Japanese counterpart by their first name unless invited to do so. Use the titles 'Mr' or 'Mrs' or add 'san' to their family name; for example, Mr Hiroshima will be "Hiroshima san"

DON'T use large hand gestures, unusual facial expressions or dramatic movements. The Japanese do not talk with their hands.

Thank you for your attention