■Japanese Society and Culture

◆ The Japanese and “Face”

◇Saving face is very important in Japanese society.

◇The Japanese believe that refusing someone’s request brings embarrassment and loss of face to the other person.

◇If the request can not be accepted, they will say, “it’s inconvenient” or “it’s under consideration”.

◇Face is a symbol of personal dignity and means having high status with one’s peers.

◇The Japanese will never do anything to lead to loss of face. Therefore, they do not publicly criticize, offend, or put anyone on-the-spot.

◇Face can be lost, taken away, or earned by praise and thanks.

◆ Harmony in Japanese Society

◇Harmony is the core value in Japanese society.

◇Harmony is the guiding principle for the Japanese in family and business meetings and in society as a whole.

◇Japanese children are taught to behave harmoniously and cooperatively with others from the time when they go to pre-school.

◇The Japanese educational system stresses the interdependence of all people, and Japanese children are not taught to be independent but rather to work together.

◇The need for harmonious relationships between people is displayed in much Japanese behavior.

◇They attach great importance to politeness, personal responsibility and working together for the universal, rather than the individual.

◇They demonstrate facts that might be unpleasant in a gentle and indirect way.

◇They view working in harmony as the vital factor for working productively.

◆ Japanese Non-Verbal Communication

◇Since the Japanese pursue harmony and are group-dependent, they depend on facial expression, tone of voice and posture to tell them what someone feels.

◇They often have more faith in non-verbal messages than the spoken words as words can contain several meanings.

◇The meaning of the words is affected by the situation in which something is said. Therefore, it is necessary to understand the context to fully appreciate the reply.

◇Frowning while someone is speaking is considered as a sign of disagreement.

◇Most Japanese do not show any emotion when speaking.

◇Watch out for the expressions of breathing in through clenched teeth, tilting the head, scratching the back of the head, and scratching the eyebrow.

◇Non-verbal communication is so important that there is a book for “gaijins” (foreigners) on how to read the signs!

◇It is regarded offensive to stare into another person’s eyes, especially those of a person who is senior to you because of age or status.

◇In crowded situations the Japanese avoid eye contact to give themselves privacy.

◆ Japanese Hierarchy

◇The Japanese are very sensitive about age and status.

◇Everyone has a unique position in the hierarchy, be it the family unit, the extended family, a social or a business situation.

◇At school children learn to greet other students as senior to them (“senpai”) or junior to them (“kohai”).

◇The oldest person in a group is always respected and honored. In a social context, they will be served first and their drinks will be poured for them.

■Etiquette and Customs in Japan

◆ Meeting Etiquette

◇Greetings in Japan are very formal and structured.

◇It is important to show the correct amount of respect and honor to someone on the basis of their status relative to your own.

◇Wait to be introduced, if at all possible.

◇It can be viewed as ill-mannered to introduce yourself, even in a large meeting.

◇Although foreigners are expected to shake hands, bow is the traditional form of greeting. How deep you bow is determined by your relationship to the other person as well as the situation. The deeper you bow, the more respectful you are.

◇A foreign visitor (“gaijin”) may look towards the ground slightly, since no one wants foreigners to generally understand the subtle differences of bowing.

◆ Gift Giving Etiquette

◇Gift-giving is highly ritualistic and significant.

◇The ritual of presenting the gift and how it is wrapped is as important—sometimes more important—than the gift itself.

◇Gifts are sent for many occasions.

◇The gift might be cheap, but make some efforts to ask someone who knows the culture to help you determine what type of gift is appropriate.

◇Good quality chocolates or small cakes are good choices.

◇Do not send lilies, camellias or lotus blossoms as they are connected with funerals.

◇Do not give white flowers of any kind as they are used at funerals.

◇Do not send potted plants as they foster sickness, although a bonsai tree is always welcome.

◇Send items in odd numbers, but not 9.

◇Wrap the gift if you buy it in Japan.

◇Have the gift wrapped in the paper of pastel colors.

◇Gifts are not opened when received.

◆ Dining Etiquette

On the rare occasion you are invited to a Japanese house:

◇Take off your shoes before entering and put on the slippers placed at the doorway.

◇Let your shoes point away from the doorway you are about to walk through.

◇Be punctual or no more than 5 minutes late if you are invited for dinner.

◇If you are invited to a large social gathering, it is acceptable to arrive a little bit later than the invitation, although punctuality is always appreciated.

◇Unless you have been informed the occasion is casual, dress as if you were going into the office.

◇If you must go to the toilet, put on the toilet slippers and take off them when you leave.

◆ Table Manners

◇Wait to be shown where to take a seat. There is a protocol to be followed.

◇The honored guest or the eldest person will sit in the centre of the table that is the furthest from the door.

◇The prestigious guest or the eldest is the first person to start eating.

◇Never point your chopsticks at the others.

◇If you learn to use chopsticks it will pay tremendous dividends.

◇Do not use chopsticks to pierce your food.

◇Put chopsticks back to the chopstick rest after every few bites and when you drink or stop to speak.

◇Do not cross your chopsticks when placing them on the chopstick rest.

◇Put bones on the side of your plate.

◇Try a little bit of everything that is offered to you. You can ask what something is and even make a face if you do not like the flavor.

◇Don’t be surprised if your Japanese colleagues drink their noodles and soup with a loud noise.

◇It is usually unacceptable to mix other food with rice. You eat a bit of one and then a bit of the other, but you should never mix them together as you do in many Western countries.

◇If you do not want anything more to drink, do not drink up what is in your glass. An empty glass is a signal for someone to pour more for you.

◇When you have finished eating, put your chopsticks on the chopstick rest or on the table. Do not put your chopsticks across the top of your bowl.

◇You will be served more if you leave a small amount of rice in your bowl. To suggest that you do not want more rice, finish every grain in your bowl.

◇You are allowed to leave a small amount of food on your plate when you have finished eating.

◇Conversation at the table is usually suppressed. The Japanese like to taste their food.

■Business Etiquette and Protocol in Japan

◆ Understanding of Foreign Ways

◇Japanese know that it is very difficult for foreigners to work in Japan.

◇You will not be expected to speak or read Japanese, or be familiar with their strict cultural differences and etiquette.

◇Mistakes are acceptable as long as you show genuine respect at all times.

◇They will usually attempt to help you but often feel embarrassed at their own lack of understanding or English language proficiency.

◆ Relationships and Communication

◇The Japanese prefer to conduct business based on personal relationships.

◇In general, it is extremely helpful to be introduced or recommended by someone who already has a good relationship with the company as it makes the Japanese know how to define you in a hierarchy relative to themselves.

◇Greetings/seasonal cards is one way to establish and maintain relationships.

◇It is important to be a good correspondent, which the Japanese hold in high esteem.

◆ Business Meeting Etiquette

◇Appointments are necessary and, whenever possible, should be made several weeks ahead.

◇It is best to phone to make an appointment rather than send a letter, fax or email.

◇Being punctual is important. Do not be late for meetings and expect your Japanese colleagues will do the same.

◇Since this is a group society, be prepared for a group meeting, even if you think that you will be meeting one person.

◇The most senior Japanese person will sit furthest from the door, while the rest of the people will be seated in descending rank until the most junior person takes a seat closest to the door.

◇After several meetings your Japanese counterparts can become comfortable with you and would like to do business with you.

◇This initial meeting is intended to get to know each other, which is very important for laying the foundation for a successful relationship.

◇You may be given a small amount of business as a trial to see if you achieve your commitments.

◇If you reply quickly and with excellent service, you demonstrate your ability and trustworthiness.

◇Do not turn down a request, no matter how difficult or non-profitable it may appear. The Japanese are seeking a long-term relationship.

◇A package of literature about your company is always supplied including articles and client testimonials.

◇Always prepare a small gift, as a sign of your respect, and present it to the person of the highest rank at the end of the meeting. Your Japanese contact can give you some advice on where to buy something appropriate.

◆ Business Negotiation

◇The Japanese do not like confrontation.

◇They seldom show disapproval directly, so you must give careful attention to their non-verbal communication.

◇It is best to phrase questions so that they can answer “yes”. For example, do you disapprove of this? Group decision-making and consensus are important.

◇It is required to sign written contracts.

◇The Japanese often keep silent for long periods of time. Be patient and try to figure out if your Japanese colleagues have understood what you said.

◇Japanese prefer general agreements and mutual understanding so that when problems emerge they can be dealt with flexibly.

◇It is seen as a sign of goodwill to use a Japanese lawyer. Pay attention that Japanese lawyers are quite different from Western lawyers as they are much more functionary.

◇Never get angry or speak loudly during negotiations.

◇Some Japanese close their eyes when they want to listen carefully.

◇The Japanese seldom make a concession. They expect both parties to sit down to negotiate with their best offer.

◇The Japanese do not view contracts as final agreements so they can be renegotiated.

◆ Dress Etiquette

◇Business dress is conservative and modest.

◇It is better for men to wear dark-colored, conservative business suits.

◇Women should wear conservative attire.

◆ Business Cards

◇Exchange business cards constantly and formally.

◇Spend some money and energy on quality cards.

◇Always keep your business cards extremely clean.

◇Treat the business card you receive as you would the person.

◇You may receive a business card only in Japanese.

◇It is advisable to have one side of your business card printed in Japanese.

◇Present your business card with the Japanese side facing the receiver.

◇Ensure your title is included in your business card, so your Japanese colleagues know your status within your organization.

◇Give and receive business cards with two hands and a slight bow.

◇Look at any business card you receive very carefully.

◇During a meeting, put the business cards on the table in front of you in the order people sit.

◇At the end of the meeting, place the business cards in a business card case or a portfolio.