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Japanese Business Culture and Practices

2024/07/21

Director: Kotaro Muramoto
Principal of Nihongo Online School
In September 2019, he founded "Nihongo Online School". Since then, has been teaching Japanese online lessons, with a total of over 1,000 students.
He has designed an individualized curriculum based on student’s needs and study goal. And is conscious of making the classes speech-centered in order to improve students’ speaking skills.
The school asks students to submit homework assignments worth 2 hours per lesson to improve faster. By supporting students with these features, students are able to efficiently improve Japanese language skills.

Business etiquette in Japan is crucial for professional success, encompassing a wide range of behaviors and practices that demonstrate respect and facilitate smooth work relationships.

At its core, Japanese business etiquette is about showing consideration for others, which fosters trust and efficiency in the workplace.

What is Japanese Business Culture and Business Etiquette?

In Japan, business etiquette refers to the expected behaviors and practices of professionals in the workplace.

It covers various aspects, from basic courtesies like proper greetings and punctuality to more specific protocols such as business card exchanges and client interactions.

The foundation of Japanese business etiquette is respect for others, which, when properly conveyed, leads to smoother business operations and stronger professional relationships.

Five Principles of Business Etiquette

(1) Maintain a Positive Expression

A cheerful countenance is essential in Japanese business culture. Avoiding sullen or gloomy expressions is crucial, as they can be perceived as disrespectful.

For example, greeting colleagues with a bright expression creates a positive first impression. While constant smiling isn’t necessary, maintaining a pleasant expression that doesn’t offend others is important.

In business settings, attitudes that lack cooperativeness, such as avoiding eye contact during conversations or displaying a sulky demeanor, are considered inappropriate and can create discomfort among colleagues.

(2) Greet with Energy

Energetic greetings are fundamental, especially for new employees. In Japanese offices, showing an enthusiastic attitude towards work is valued.

For instance, starting the day with a lively “Ohayou gozaimasu” (Good morning) and ending it with “Osaki ni shitsurei shimasu” (Excuse me for leaving before you) demonstrates a positive work ethic. These practices help employees transition into and out of their work mindset effectively.

Combining proper greetings with appropriate behavior creates a refreshing presence in the workplace. Remember, in Japanese business culture, greetings are the foundation of all interactions.

(3) Maintain Proper Appearance

Appearance is a critical aspect of Japanese business etiquette. First impressions are highly valued, making it essential to maintain a neat and tidy appearance at all times.

Unkempt hair, wrinkled suits, or dirty shoes can not only create discomfort but also lead to a lack of trust. Those in positions of authority must set an example with their appearance to effectively guide their employees.

While expensive attire isn’t necessary, all employees should strive for an appearance that doesn’t cause discomfort or negative impressions. This principle extends to personal hygiene and overall grooming, ensuring a professional and respectful presence in the workplace.

(4) Maintain a Professional Attitude at Work

In Japanese business culture, maintaining a professional attitude is paramount. Displaying defiant behavior, such as sulking or becoming silent when receiving instructions, or refusing to greet or respond to disliked colleagues, creates an uncomfortable work environment.

These behaviors often indicate deeper issues in work ethic that require attention.

For example, an employee who consistently ignores greetings from certain coworkers may struggle with teamwork and collaboration.

Similarly, those who react poorly to feedback might resist professional growth opportunities.

Desk organization is another crucial aspect of professional attitude. A cluttered workspace not only hampers efficiency by increasing time spent searching for documents but also poses potential security risks.

Companies often provide training on proper document handling to protect sensitive information.

(5) Punctuality is Essential

Japanese culture places a high value on punctuality. Tardiness is often interpreted as a lack of respect for others’ time and effort. In the business world, this principle is even more stringent.

For instance, arriving late to a meeting may be seen as disregarding the importance of the gathering and the time of other attendees.

To demonstrate respect and reliability, it’s advisable to arrive at least 5 minutes before the scheduled start time for work or appointments.

Being consistently punctual shows:

  1. Respect for colleagues and business partners
  2. Good time management skills
  3. Commitment to professional responsibilities

Remember, in Japanese business culture, “on time” often means “early.” This principle applies not only to arriving at work but also to meeting deadlines, attending business functions, and even social events related to work.

Cultivating a habit of punctuality is a key step in building trust and credibility in Japanese business environments.

Communication Skills

In Japan, there are various important considerations when it comes to communication, especially for those from foreign backgrounds who may be unfamiliar with local customs. Here are some key points to keep in mind:

Workplace Relationships

Building smooth relationships is crucial for adapting to the Japanese workplace. Here are some important aspects to consider:

Avoid Criticism of the Company, Superiors, or Colleagues

In Japanese work culture, open criticism is often frowned upon. Instead of direct criticism, try to frame concerns or suggestions in a constructive manner.

Be Cautious with Direct Opinions

This can be particularly challenging for foreign workers in Japan. Depending on the company, new employees who express too many opinions too quickly may be seen as presumptuous.

While it’s important to share correct information or improvement ideas, be mindful of your delivery.

Make Eye Contact and Acknowledge When Listening

In Japanese communication, active listening is highly valued. Make eye contact with the speaker and use verbal cues like “はい。hai.” (yes) or “なるほど。 naruhodo” (I see) to show you’re engaged.

This demonstrates respect and attentiveness, which are crucial in building professional relationships.

Take Notes Actively

When speaking with superiors, it’s advisable to take notes actively. This shows that you’re paying attention and value the information being shared.

However, be aware that in many traditional Japanese companies, using a smartphone to take notes might be frowned upon. It’s often safer to use a notebook and pen. If you prefer digital note-taking, it’s best to ask your superior if it’s acceptable before doing so.

Remember, these communication norms may vary depending on the company’s culture and the industry. Some more modern or international companies in Japan might have different expectations.

Always observe your specific workplace environment and adjust accordingly. When in doubt, it’s often helpful to ask a trusted colleague or mentor for guidance on communication norms within your particular company.

Honorific Language and Professional Speech

Proper use of language is crucial in Japanese business settings, as inappropriate expressions can lead to misunderstandings and negatively impact impressions. Mastering honorific language (Business Japanese) is essential for creating positive interactions and bridging gaps in age, seniority, rank, and social distance.

Honorific language enables effective communication with anyone and is often considered a measure of one’s social awareness. While using correct honorifics is important, the underlying attitude of respect is even more crucial.

Professional speech in Japanese also involves:

  1. Using cushion words (e.g., “よろしければ(Yoroshikereba, If it’s not too much trouble…)”)
  2. Employing positive expressions (e.g., “〇〇は難しいですが、〇〇でしたら可能です。 ** ha muzukashi desuga, ** deshitara kanou desu. While X isn’t possible, we can do Y…”)
  3. Softening requests by using polite forms that give the listener decision-making power

For those struggling with Business Japanese, online courses are available to improve these skills.

Client Reception, Visits, and Phone Skills

First impressions are critical in Japanese business, often determined by initial interactions. Here are some key points to always keep in mind:

Receiving Visitors

Treat all visitors with equal courtesy and respect. Key points for receiving guests include:

  1. Greet with a smile
  2. Treat everyone equally
  3. Avoid keeping visitors waiting
  4. Clearly understand the purpose of their visit

These fundamental principles should be consistently practiced.

Business Card Exchange

For those unfamiliar with the concept, a business card in Japan is a formal introduction of oneself in a professional context. The proper way to exchange business cards is as follows:

  1. Remove your card case from your inner pocket or bag
  2. Stand facing the other person (avoid exchanging across a table)
  3. As the visitor, introduce yourself first, holding your card so it’s readable to the recipient
  4. Say “**の**です。( ** no ** desu. I am [name] from [company])” while bowing slightly and offering the card with both hands
  5. After they take your card, step back slightly, say “よろしくおねがいします。Yoroshiku onegaishimasu” (Please treat me favorably), and bow

Remember, using both hands to give and receive items, including business cards, is a basic rule of Japanese etiquette. This process demonstrates respect and sets a positive tone for the business relationship.

By following these guidelines, you’ll navigate Japanese business culture more smoothly and create positive impressions in your professional interactions.

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Telephone Etiquette

Telephone communication is an essential part of daily business operations in Japan. Many newcomers may feel anxious about answering phones, especially if they’re more accustomed to messaging.

However, actively engaging in phone conversations can enhance your understanding of clients and business partners. Here are key points to remember:

  1. Answer within three rings.
  2. If delayed in answering, apologize with “おまたせいたしました。Omatase itashimashita” (Sorry to keep you waiting).
  3. Start with your company name and department. Avoid using “もしもし Moshi moshi” in business calls.
  4. Speak clearly and articulate well.
  5. Take notes during the conversation.

Remember, the caller should end the call first. If you received the call, wait for the other party to finish. When hanging up, gently place the receiver down or press the hook switch. Since facial expressions are not visible during phone calls, maintain a cheerful tone of voice.

Conclusion

Japanese business etiquette may seem unique to foreigners, but mastering it is crucial for becoming a respected member of a Japanese company. These manners form the foundation of professional communication in Japan.

Key takeaways include:

  1. Respect and consideration for others should be reflected in your behavior.
  2. Strive to create a comfortable working environment for yourself and others.
  3. Remember that business etiquette is about more than rules; it’s about showing respect and thoughtfulness.

By focusing on these principles, you can navigate Japanese business culture more effectively. For those seeking further guidance, our company offers online courses in Business Japanese and Japanese business etiquette.

These resources can help you refine your skills and feel more confident in Japanese professional settings.

Ultimately, while the specifics of Japanese business etiquette may take time to master, approaching all interactions with respect, consideration, and a willingness to learn will serve you well in your Japanese business career.