Business Etiquette in Japan: How Not to Make an Ass Out of Yourself
If you’re a foreigner doing business in Japan, here are a few ways to build relationship while increasing your chances of success
Before any traveler sets foot in such a spectacular country, it would behoove him or her to become better acquainted with Japanese formalities. Doing so will not only broaden the traveler’s horizons, but also deliver a clear message of respect to business executives. To be clear, there is no set expectation from Japanese business members that a foreigner be 100% acquainted with tradition; however, demonstrating some familiarity in certain practices confirms genuine interest in the partnership.
Some blog writers inadvertently draw a parallel between the formalities of a business meeting to the rules and precise etiquette needed during Kyoto tea ceremonies. Take it from someone who has been engaged in international business for 20 years — it is not that complicated.
The ‘key’ (and what Westerners should keep in mind) is that Japanese Etiquette is based on being respectful, polite and courteous. This is true in both face-to-face encounters as is with Telephone and e-mail communications.
Leading up to the meeting, visitors should have provided an incredibly detailed and precise agenda to the Japan team along with soft and hard copies of the presentation. A piece of advice: rather than taking hard copies of the presentation on the plane, ship them ahead of schedule to your hotel. Doing so eliminates the possibility of ‘forgetting’ the deck in the shuffle of international travel preparations.
Late arrivals are unacceptable, yet, not always in our control. If this does occur, call 45 minutes to one hour before the set time, apologize and alert the Japanese team of the new expected arrival time. In the event time is on your side, arrive 10–15 minutes ahead of schedule.
Bonus: If you do not have Japanese speaking co-worker attending and feel a fluent speaker is needed, consider rendering the services of a Japanese interpreter.
Japanese Honorifics: San or Sama
When dealing with Japanese business counterparts, there are multiple Honorifics to consider (San, Sama, Kun, Dono, Chan) However, the most common two I have encountered are San and Sama
San (informal) is the equivalent of “Mr” or “Ms” in English. It has to be added right after person’s family name. San is most common and often said between coworkers and senior members. If two or more are in conversation and share the same title, they too use ‘San’.
Sama (formal) is considered very polite and respectable. This reference is more common in business. The foreigner may notice it being used when writing letters and meeting with customers/Sr. co-workers.
Business Card Exchange
During the meet-and-greet, the Japan side will introduce their team in order of importance. It is recommended to wait for all Japanese attendees to identify themselves before handing out business cards; not doing so places the visitor in a position where one could potentially give out a card to a Junior before a member of Senior leadership….a big no-no.
Now, the card handoff….
Unless your objective is to secure a position at a Las Vegas card table, do not, I repeat, do NOT deal, slide, flick, or throw your business card at any businessperson! The action is incredibly disrespectful to not only to the attendees, but also the company in which you represent (not to mention, you’ll look like a complete idiot).
The proper hand off is using both hands, pinching the sides with the thumb/index fingers –writing side facing upright toward the receiver. What you may in turn see is a member of the Japanese team lowering their card underneath yours — a rather kind, humbling gesture. When the business card is passed to you, ensure the card is received with both hands and thank him/her for the exchange.
Do not ‘doodle’ on any of the business cards — this action is unacceptable and distasteful.
Most intra-Japanese companies will have double- sided cards. Japanese on front, English in the back. Although this is not a requirement for foreign visitors, it certainly adds a nice touch.
Note: when the meeting is over, make sure all cards are picked up, leaving none behind. NOT doing so is dismissing that individual and his/her role..
Attire
Gentlemen, wear a suit and tie… keep it simple! Black, charcoal gray, dark navy suits in combination with white shirts and a tie is the most favorable option. I strongly advise against wearing the ‘sad’ trifecta of black suit, black tie, white shirt as this is normally reserved for funerals.
Ladies, we too should keep it simple. Long skirts or trousers suits do provide a bit more variety than our male counterparts; however, we are to remain mindful of colors and loud patterns. As for accessories (i.e. high heels, jewelry), minimal is best. The same suggestions apply to make-up; make sure it adds to your beauty, not take away from it.
Note: Japan experiences seasons — depending on the month of travel, don’t forget the rain or formal coat!
Greeting the Team
It is customary to bow as it shows appreciation and respect. Meeting attendees are to bow at the torso, roughly 30-degree angle. Big bonus if the visitor follows with “Ohayo Gozaimasu” (good morning), or “Konnichi Wa (good afternoon) makes it that much more expressive. During the bow, share your name and what your role is in the company.
Gentlemen, during the bow, keep your arms to your side. Ladies join your hands right under the belly.
Note: the Japanese have been known to ‘shake hands’ when dealing with foreign visitors. If that is the case, do not grasp his or her hand with bone-crushing power. The handshake of the Japanese may be less firm than that of our Western counterparts.
Meeting Room
Now that we have gotten though the greeting and exchange of business cards…where should you sit?
Seating arrangements are always pre-arranged — wait till you’re taken to where you are to be seated. Keep in mind all the teammates from the same company tend to be seated on the same side of the table. In some Japanese settings, furthest from the door is viewed as the seat of honor, whereas the least important person will sit closest to the door.
If the meeting is scheduled for an 11:00 AM start, 12:00 PM finish, respect the time allotted. The presenter(s) must use the time wisely, ensuring there is enough time for Q & A.
Note: During presentations it is not uncommon to see participants nodding. Nodding delivers a message to all attendees that you’re actively listening; it is a powerful non-verbal method to show engagement.
Silence should not be perceived as a negative. In the Japanese culture, there is no need to ‘force discussion’ to maintain conversation flow.
In other words, speak when spoken to or have something valuable to add.
