Guide to Japanese Business Meeting Etiquette

2024/08/05

In Japanese business culture, meetings are governed by a set of unwritten rules that reflect the country’s emphasis on respect, hierarchy, and harmony.

This comprehensive guide explores the etiquette for both in-person and web meetings in Japan, covering crucial aspects such as preparation, seating arrangements, and communication styles.

Additionally, we provide a list of common Japanese business phrases used in meetings, helping non-native speakers navigate these professional interactions with confidence and cultural sensitivity.

Whether you’re attending your first Japanese business meeting or looking to refine your approach, this article offers valuable insights to ensure your participation is both respectful and effective.

In-Person Meeting Etiquette

In Japanese business culture, in-person meetings are governed by a set of unwritten rules that reflect the country’s emphasis on respect, hierarchy, and harmony.

Here are some key points for foreigners to keep in mind.

Preparation and Participation

Thorough preparation is crucial for Japanese meetings. Review materials beforehand and formulate your opinions. Active participation is expected, and silence might be interpreted as a lack of interest or enthusiasm.

Japanese colleagues will appreciate your efforts to contribute meaningfully to the discussion.

Seating Arrangements

Understanding the seating order is vital in Japanese meetings. Generally, the seat farthest from the door is considered the highest position (上座), while the one closest is the lowest (下座).

When a chairperson is present, they usually sit at the head of the table, facing the door. It’s important to wait to be seated or to ask about the appropriate seating arrangement if you’re unsure.

Appearance and Etiquette

Dress professionally and ensure you’re well-groomed. Avoid strong perfumes or colognes, and if the meeting is after lunch, be mindful of food odors.

During the meeting, maintain good posture, make appropriate eye contact, and nod to show you’re listening. Avoid crossing your arms or legs, fidgeting, or engaging in distracting behaviors.

Business Card Exchange

Mastering the art of business card exchange is crucial. Always offer your card with both hands, with the text facing the recipient.

Receive cards with both hands and study them briefly before placing them on the table. This ritual is an important part of initial introductions and shows respect for your counterparts.

Communication During the Meeting

Raise your hand before speaking to show respect for the current speaker and maintain order in the meeting. When you do speak, ensure your voice is audible and your points are succinct.

In Japanese business culture, it’s often appreciated if you start with your conclusion and then provide supporting details. This approach allows for efficient communication and decision-making.

Time Management

Respecting time limits is crucial in Japanese meetings. Try not to extend meetings beyond their scheduled end time.

If possible, end a few minutes early to allow for a smooth transition. This demonstrates consideration for your colleagues’ schedules and the next group that may be using the meeting room.

By adhering to these etiquette points, you’ll demonstrate respect for Japanese business customs and create a positive impression in your meetings.

Remember, while these rules might seem formal, they’re an integral part of Japanese business culture and help maintain harmony and efficiency in professional settings.

Here’s the content on “Web Meeting Etiquette” written according to your guidelines:

Web Meeting Etiquette

While many of the etiquette rules for in-person meetings also apply to web meetings, there are some additional considerations specific to the online environment. Here are five important points to keep in mind:

Prepare Your Equipment in Advance

It’s crucial to have your web meeting setup ready at least 5 minutes before the scheduled start time.

Check your internet connection, ensure the meeting software is working properly, test your microphone and speakers, verify that your camera is functioning, and make sure your lighting is adequate. Being well-prepared demonstrates respect for others’ time and helps the meeting run smoothly.

Double-Check Participant List

If you’re the meeting organizer, make sure to review the participant list the day before the meeting. Ensure that all necessary attendees have been invited, especially for larger meetings where it’s easy to overlook someone.

This attention to detail shows consideration for all stakeholders.

Camera and Microphone Etiquette

In web meetings, it’s generally expected that you keep your camera on to maintain a sense of personal connection.

For your microphone, ensure it’s on when you’re speaking, but mute it when others are talking to minimize background noise. However, avoid staying muted throughout the entire meeting, as this might give the impression that you’re not engaged or interested in the discussion.

Be Mindful of Your Camera Presence

Unlike in-person meetings, it’s easy for your gaze to wander during web meetings, especially if you’re using multiple screens.

Remember that your camera is the equivalent of eye contact in this setting. Try to look directly at the camera when speaking to create a more engaging and natural presence for other participants.

Amplify Your Reactions

Web meetings can make it difficult to pick up on subtle facial expressions and body language. To compensate, consider slightly exaggerating your reactions.

Nod more noticeably when agreeing, use more expressive facial movements, and incorporate clear hand gestures when appropriate. This helps to convey your engagement and understanding more effectively in the digital environment.

By following these guidelines, you can ensure that your participation in Japanese web meetings is respectful, engaging, and productive.

Common Business Japanese Phrases for Meeting

ただいまより会議を始めさせていただきます

ただいまより会議を始めさせていただきます (Tadaima yori kaigi wo hajimesasete itadakimasu)

This phrase means “We will now begin the meeting.” It’s a polite way to formally start a meeting, showing respect to all participants. The use of “させていただきます” (sasete itadakimasu) adds an extra layer of politeness, implying that you’re grateful for the opportunity to start the meeting.

本日はお忙しい中お集まりいただき、ありがとうございます

本日はお忙しい中お集まりいただき、ありがとうございます (Honjitsu wa oisogashii naka oatsumari itadaki, arigatou gozaimasu)

This translates to “Thank you for taking the time to attend this meeting despite your busy schedules.” It’s a courteous way to acknowledge the participants’ time and effort. This phrase is often used at the beginning of a meeting to show appreciation and set a positive tone.

議題に入らせていただきます

議題に入らせていただきます (Gidai ni hairasete itadakimasu)

This means “Let’s move on to the agenda.” It’s a polite way to transition into the main topics of the meeting. The phrase “させていただきます” (sasete itadakimasu) is used again here to maintain a respectful tone.

～についてご意見をいただけますでしょうか

～についてご意見をいただけますでしょうか (~ ni tsuite go-iken wo itadakemasu deshou ka)

This phrase translates to “Could we have your opinion on ~?” It’s a polite way to ask for input from meeting participants. The use of “いただけますでしょうか” (itadakemasu deshou ka) makes it a very respectful request.

失礼ですが、質問させていただいてもよろしいでしょうか

失礼ですが、質問させていただいてもよろしいでしょうか (Shitsurei desu ga, shitsumon sasete itadaite mo yoroshii deshou ka)

This means “Excuse me, may I ask a question?” It’s a very polite way to interject with a question during a meeting. The phrase starts with an apology for the interruption, which is common in Japanese business etiquette.

～さん、いかがでしょうか

～さん、いかがでしょうか (~ san, ikaga deshou ka)

This phrase means “What do you think, Mr./Ms. ~?” It’s a way to directly ask someone for their opinion. The use of “いかがでしょうか” (ikaga deshou ka) is more polite than simply asking “どう思いますか” (dou omoimasu ka).

ご説明ありがとうございました

ご説明ありがとうございました (Go-setsumei arigatou gozaimashita)

This translates to “Thank you for your explanation.” It’s a polite way to show appreciation after someone has provided information or clarification. The use of “ご” (go) before “説明” (setsumei) adds formality and respect.

承知いたしました

承知いたしました (Shouchi itashimashita)

This means “I understand” or “Understood.” It’s a formal way to acknowledge that you’ve received and comprehended information. The use of “いたしました” (itashimashita) instead of the more casual “しました” (shimashita) adds politeness.

申し訳ありませんが、もう一度ご説明いただけますでしょうか

申し訳ありませんが、もう一度ご説明いただけますでしょうか (Moushiwake arimasen ga, mou ichido go-setsumei itadakemasu deshou ka)

This phrase means “I apologize, but could you please explain that again?” It’s a very polite way to ask for clarification. The phrase starts with an apology, which is common in Japanese when making requests.

それでは、次の議題に移りたいと思います

それでは、次の議題に移りたいと思います (Sore dewa, tsugi no gidai ni utsuri tai to omoimasu)

This translates to “Then, let’s move on to the next topic.” It’s a polite way to transition between agenda items in a meeting. The use of “と思います” (to omoimasu) softens the statement, making it sound less abrupt.

時間になりましたので、本日の会議はこれで終了させていただきます

時間になりましたので、本日の会議はこれで終了させていただきます (Jikan ni narimashita node, honjitsu no kaigi wa kore de shuuryou sasete itadakimasu)

This means “As our time is up, we will now conclude today’s meeting.” It’s a formal way to end a meeting, acknowledging that the allotted time has been used. Again, “させていただきます” (sasete itadakimasu) is used to maintain politeness.

お疲れ様でした

お疲れ様でした (Otsukare sama deshita)

This phrase is often translated as “Thank you for your hard work,” but it has a broader meaning of acknowledging someone’s efforts. It’s commonly used at the end of a meeting or workday. While it’s a set phrase, it conveys appreciation for everyone’s participation and effort.