The Japanese are renowned for being polite and meticulous in their approach to business situations. As one would expect in a country with such a high regard for honor and saving face, there are many unwritten laws regarding etiquette that apply to the business world. Earning respect from Japanese colleagues will require more than just financial acumen. In order to preserve harmony and build a mutually beneficial relationship, foreign business travelers in Japan must be careful to avoid making serious blunders. Here are some general guidelines.
Giving and Receiving Business Cards
In Western societies, business cards can be given back and forth nonchalantly while at a meeting or during a chance encounter with an old acquaintance. The card usually disappears into a suit pocket or a wallet. In Japan, business cards are called meishi. This card isn't merely a piece of paper with a name, address and phone number. It's an extension of the person. Japanese businessmen will expect their foreign counterparts to study them carefully and memorize all pertinent information. There are several things to remember when trading business cards in Japan:
- Give and take every card with both hands and a slight bow.
- Foreign businessmen should keep their cards in excellent condition.
- Businessmen from the U.S. or other English speaking countries should have cards with English on one side and Japanese on the other.
- Cards given by the Japanese should never be bent, torn or inserted into a pocket.
- It's rude to jot notes on a Japanese man's card.
- Cards should only be put away after a meeting.
Foreigners should take a plentiful supply of cards. They could hand out at least fifty of them in large meetings, conferences or trade shows. It might do harm to a business venture in Japan if a businessman runs out of cards because great importance is placed on status and hierarchy.
Communicating with Japanese Business People
Meetings are often preceded by long, non-business conversations relating to mutual contacts, the merits of a Western businessman's company, Japanese culture and more. This is how relationships are built in Japan and foreign business executives should be patient. Maintaining harmony is the core element of every meeting. Japanese counterparts shouldn't be addressed by their first names. Add the honorific 'san' after the family name; for example, Mr. Suzuki will be 'Suzuki-san.'
During a meeting, foreigners mustn't point their fingers or make wild gestures with their hands and arms. These actions will be seen by the Japanese as accusatory, rude or hostile. They may understand more English than they let on, but for the sake of clarity don't use humor. The Japanese team is likely to remain silent while they mull over what has been said. Foreigners shouldn't interject during these quiet periods.
Gift Giving in Japan
Giving gifts is a way of conveying respect in Japan, and this concept has been rooted in the national psyche for centuries. The highest ranking executives should get the most expensive items. All gifts should be well wrapped or encased in a decorative box. When presenting a gift, a foreign business person should do so with modesty.
Cookies, expensive chocolates, and fruits are always good choices for modest gifts. Business people shouldn't select items from their own companies with logos that might be considered promotional items. Books are inappropriate; and objects with sharp, pointed edges like knives or letter openers would send the wrong message. They symbolize the severing of a business relationship.
The importance of business manners in Japan can't be overemphasized. Etiquette has been influenced by Confucian ethics for a long time, and that isn't about to change anytime soon. Businessmen in Japan work long hours and will take foreign associates out to dinner. Important decisions and problem solving take place in eateries and bars, when the rules of engagement are more relaxed. Expect to be invited to drink. Doing so will maintain a cordial atmosphere.
Scott Hayden - Since joining Suite101 in early 2007, I've contributed articles about travel, history and health. My speciality is writing about workplace ...
Join the Conversation