A Guide to Japanese Business Etiquette
Adapting to Japanese business etiquette during a formal meeting or appointment can make even the most confident businessperson feel a little uneasy.
Although your hosts will mostly be quite understanding of the cultural differences, by being aware of some basic behavioural traits you will increase the chances of a successful meeting.
Exhibiting a functioning understanding of Japanese culture and traditions shows that you’ve researched the country, which displays a genuine interest in the people you’re meeting with and the success of any potential business partnership.
In this blog, we’ve covered our tips on how to observe Japanese business etiquette to ensure that you can confidently enter into a business situation without fear of causing any offence, and how to navigate around the travel and business issues presented by the coronavirus pandemic.
Precautions Around International Business Travel to Japan
Before we discuss the general behaviours that are expected of you when doing business in Japan, it’s essential first to consider how things have changed in the country in regards to the COVID-19 pandemic, and how this may impact your business operations.
Although select direct and indirect flights are still available between the UK and Japan, those who have come from the UK and other select countries within the last 14 days will be unable to enter the country, other than in exceptional circumstance.
This means, at the moment, there’s very little chance of a UK national entering Japan.
The Current Business Landscape in Japan
That said, due to the measures, which are very similar to our own, many Japanese have embraced remote working, as the Government called for an 80% reduction of people working in offices.
So, while it’s very unlikely you’ll be able to get in front of your Japanese counterparts in person at the moment, there’s no reason that business conversations cannot take place over video call.
Like just about anywhere in the world at the moment, the Japanese economy is suffering – more so, due to the cancellation of the Olympics this year – which means that people are looking for new ways to create business.
Video Conferencing
The potential pitfalls of this form of communication can be attributed to the notion that the Japanese culture is a “high context” one. Such cultures rely quite heavily on body language, pauses and verbal tones. Conversely, British culture is low context, since we prefer explicit verbal communication.
That said if you’re looking to conduct formal business with Japanese counterparts, scheduling a video conference is far better than email and phone calls.
Even then though, the Japanese language is very layered, and depending who is being spoken to, the tone, words and length of the sentences change.
Bear in mind that you can convey a lot about yourself, whether making a good impression or a bad one, based on the way you’re conversing with your counterparts.
Your counterparts are likely to have some grasp of English, or there may be an interpreter on the call with you. However, it’s essential to show proper respect by communicating politely and respectfully, using plenty of short sentences and lots of clarifying statements and visual communication methods.
Speaking in a conversational tone, as you perhaps would in the UK, may alienate your counterparts.
It’s also imperative to clarify the purpose and potential outcomes of the meeting before it takes place. In Japan, business decisions are typically reached outside of a formal business setting. Once proposals are shared and approved, a meeting may then be called to finalise the plan. Conversely in western cultures, a meeting, or a series of meetings, are usually seen as an opportunity to brainstorm and come to a definitive conclusion.
It’s absolutely crucial to the success of the meeting, that everyone is fully aware of what the meeting is for and what realistic conclusions can come from it at the outset.
Face-to-Face Etiquette
In the section below, we’ve covered how to conduct yourself in a Japanese face-to-face business environment, once we’re up and running and back on the road to normality again.
Greetings & Intros
The first opportunity to make a mistake comes at the very beginning; during the introductions. Bowing is incredibly important in Japan; however, you may find that your hosts will understand that Westerners aren’t used to this style of greeting and will perhaps offer a polite handshake instead.With both sides wishing to demonstrate cross-cultural courtesy, a combination of handshakes and bows may take place. In this case, be sure not to bow when a hand is offered!
If you’re bowed to, it’s essential to return the bow, and you should do so with your back straight. Posture is key, but be wary of maintaining eye contact, as this can come across as aggressive. Men will keep their hands to the sides, whereas women will hold their hands together in front. The longer the bow, the more respect is shown.
Age and seniority are significant in Japanese business culture. You should bear this in mind throughout; greeting seniors first.
The first few minutes following the introductions are crucial to how the rest of the interaction plays out. Ensure that you try to make yourself comfortable and remain composed, to avoid coming across as uninterested or bored.
Although it’s a good bet that some of the party will be speaking English, learning a few simple greetings and pleasantries in Japanese can help to break the ice.
Business Cards
Business cards are taken very seriously in Japanese business and exchanging them follows an established protocol. Japanese business cards, or meishi, are treated with the utmost regard. Carry your cards in a presentable case, to ensure you’re not handing out frayed, mangled cards straight from your wallet.
The quality and condition of your business card is a clear indication of how you intend to conduct yourself throughout your meeting.
If there were ever a time to spend that little bit extra on some high-quality business cards and a nice case, it would be now. Perhaps, you could even consider double-sided business cards written in Japanese on one side and English on the other. This not only shows that you’ve taken the time to carefully design your business card, but also that you’ve thought about those within the group without a strong understanding of English.
Give your card to the senior party first, held out with both hands, with the writing facing that person, so they can read it clearly. If you’ve already taken your seats, take your card to them, instead of handing it across the table.
When you’re handed a business card yourself, thank the person and bow as you accept it. Take the card with both hands and grasp it at the top two corners, so all the information is visible. Be sure to take the time to read it through and treat it with respect. Not only does this adhere to Japanese tradition, but it also gives you an excellent opportunity to ask about name pronunciations if necessary.
Place the cards on the table in front of you, with the highest-ranking higher up the table. One of the very worst things you can do to a business card is cram it into your wallet or pocket in full view of your hosts.
Removing Shoes
If business is conducted outside of an office setting, there are a few things that you should be aware of. The number one rule to keep in mind, when entering someone’s home or lounge, is to remove your shoes. A change in the flooring should give you an indication of when you should be removing your outdoor shoes.
Unlike some Southeast Asian countries, bare feet are not acceptable. It’s important to remember to wear socks to ensure your bare feet aren’t touching the provided indoor-use slippers. Also, it’s essential to make sure your socks are presentable with no visible holes.
Don’t wear your hosts’ slippers into the bathroom; an alternate set of toilet-use slippers should usually be waiting for you.
If you’re still unsure, your best course of action will be to observe what your hosts are doing and replicate it.
The Team Comes First
This is a concept you’re probably familiar with already. However, the team comes first concept in Japan is very important in business. The trait of being humble is highly valued in Japanese culture, so if you receive a compliment, ensure that you’re congratulating the role of the team in this success. Don’t accept all the credit for yourself.
This applies to when you’re offering compliments as well, just remember that individual accomplishment comes second to the success of the team.
General Dos and Don’ts of Japanese Etiquette
- Keep your hands out of your pockets, do not check your phone; keep it on silent throughout. Nothing should appear to take your focus away from your hosts.
- Avoid asking personal questions. Although your intentions may be good, you must wait until you know the person a bit better before asking about family and interests.
- In a complete opposite of Western culture, blowing your nose in public is frowned upon, however, sniffling to prevent the need to blow your nose is
- Avoid pointing gestures. Pointing with fingers or chopsticks etc. is especially bad manners in Japan.
- The numbers four and nine are unlucky in Japanese culture. The word for four, shi, is identical to the word for death, and the word nine, ku, can also mean suffering. With this being the case, it’s essential to avoid anything in sets of four or nine, if you’re giving a gift.
- Many guidelines of Japanese etiquette in business are centred around saving face, mentsu wo tamotsu. Avoid causing embarrassment by correcting someone in a public setting. If something must be corrected, ensure you do so privately.
- Tipping at a restaurant is not commonly done in Japan; in fact, it can sometimes be considered rude.
- If you are given a gift, it’s customary to say thank you and place it to one side. Unlike Western culture, gifts are to be opened later to avoid any potential embarrassment for both parties. Although, if you’re asked to do so at your host’s insistence, you may open the gift.
- If you’re invited into someone’s home, it is considered a great honour. If an invitation is extended to you, it is considered something of a dishonour to decline.
Takeaways
Japan as a country is naturally a very welcoming place, and any small faux pas is usually overlooked to accommodate Western guests.
Japanese culture is a proud and noble one, so it’s essential to observe the rules they do have in regard to saving face, greetings and how and when to remove shoes.
In most cases, if you’re observing your hosts, you can’t go wrong. Especially if you’ve taken the time to study the culture a little beforehand.
If you have any questions about anything we’ve covered in this piece, or you’d like to find out more about any of our services, then why not contact us today?
