Despite a lot of stereotypes, Japan is an amazing place to work. It’s even making strides towards a less overworked culture, with companies decreasing overworking hours and introducing consultation programs.
As with any country, understanding its business etiquette is key to successfully conducting business there. Here are six helpful tips to do just that!
1. Be patient
A common feature of Japanese business culture is a focus on incremental improvement, often referred to as kaizen. This mindset is rooted in a cultural belief that there are always ways to improve, and it is applied to a wide variety of business tasks from manufacturing to customer service.
Another aspect of Japanese business culture is a preference for indirect communication. Rather than directly addressing concerns, it is more appropriate to ask for professional advice and consult with senior management. In this way, the company can avoid conflict and potential misunderstandings.
It is also important to be patient when interacting with Japanese colleagues. For example, it is polite to greet your fellow business people with a deep bow (a good English to Japanese translation service will help you). This is more formal than shaking hands and should be done in the order of seniority. Similarly, it is polite to wait for other people to finish eating before beginning to eat your own meal.
2. Be humble
The Japanese workplace hierarchy can feel rigid, especially when compared to Western culture. The practice is designed to encourage teamwork and foster a unified company. It also focuses on thoroughly documenting and solving problems in an efficient way. While this system can seem bureaucratic, it is an excellent tool for a streamlined business.
Another important aspect of Japanese work culture is the concept of Omotenashi, or providing exceptional service. This extends beyond customer service, and includes every interaction with a co-worker or client. Many foreigners mistakenly interpret this as being overly polite, but the fact is, that the Japanese value service above all else.
For example, a simple handshake will be met with an extended bow (ojigi) in the Japanese workplace. This signifies respect, as it is a sign that you are lowering yourself to someone of higher status. The longer the bow, the more respect is being conveyed.
3. Be respectful
Japanese people are very respectful of others. You can see this respect in everyday life, like when they queue neatly beside the doors on a crowded train or refrain from littering. You can also see it in business meetings. They tend to avoid making direct comments and giving a negative response, as this can cause them to lose face. Instead, they may say, ‘that may be difficult’ or ‘I will consider it’.
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In general, it is important to show respect for senior executives in a company. This is often reflected in the way they greet each other, and it is common to bow to them. When receiving their business card, make sure you hold it with both hands and read it before placing it in your business card holder. In addition, do not toss the card or shove it across the table, as this is considered very disrespectful.
4. Be flexible
Many business professionals fail to succeed in the Japanese market due to misconceptions about the culture and communication styles. Rather than giving up, it is important to be flexible when doing business in Japan and adapt to the cultural differences.
The Japanese are a perfectionist when it comes to work, and they are often willing to put in long hours to achieve their goals. However, they also place a high value on family time. This is why it is important to respect the Japanese value of balance between work and life.
For example, it is acceptable for you to request lunch with a client or business partner. It will be a gesture of appreciation and an opportunity to get to know each other. It is also common to present a small gift to the most senior person at the end of the meeting. However, it is advisable to avoid bringing alcoholic beverages or any food that might be offensive.
5. Be a team player
Japanese companies value teamwork. Employees are often treated like family, and they take pride in the company. This sense of community is the reason that many Japanese employees offer excellent customer service. This work culture stems from the long history of employer-employee loyalty in Japan.
Traditionally, in large Japanese companies, people work their way up through the ranks based on age and length of time with the company. This can lead to some slow decision making, but it also promotes a highly collaborative problem solving process known as horenso. Employees report a problem to their manager, and then the manager works with the rest of the team to solve it.
In meetings, people are seated in order of seniority. When exchanging business cards, the most senior person offers his or her card first. The same is true for introductions. People often offer a polite bow and a handshake in response to being introduced.
6. Be flexible with time
Japanese pay close attention to every micro-detail. This can be frustrating for foreigners. While it might take a while to get used to this, being flexible with time will allow for the best outcomes.
For example, it is highly regarded to be punctual for meetings. Aim to arrive a few minutes before your scheduled appointment. If you expect delay, politely and apologetically inform your Japanese counterparts in advance.
The Japanese are famous for their exceptional service. This is not just because they are polite, but it’s also a fundamental aspect of their culture. Many Japanese people consider their co-workers almost like family and have a strong sense of pride in their employer.
This is one reason that it is easy for a Japanese company to train their employees in customer service. Another factor is that they are a collectivistic society. Decisions are made by managers who consult their team members for ideas. This can result in a longer approval process than in the West, but it is effective in ensuring quality.