Doing business in Japan requires more than just market knowledge; it involves a deep understanding of cultural rules and norms of behavior. Japan is known for its meticulous approach to business, where respect, hierarchy, and attention to detail are essential. Here are some basic etiquette rules for building successful relationships with Japanese partners.
1. Prepare yourself with care
Why it matters: The Japanese value planning and attention to detail. Showing preparation is a sign of respect.
How to do:
- Study the company you are dealing with, including its history and values.
- Bring materials translated into Japanese, including presentations and business cards.
- Practice formal greetings and some basic Japanese expressions to show interest in their culture.
2. Business Card Presentation (Meishi)
Why it's important: The exchange of business cards is a fundamental ritual in Japanese business.
Rules to follow:
- Use both hands to offer and receive the card.
- Present the side of the ticket that displays information in Japanese (if printed in two languages).
- Read the ticket carefully before placing it in a ticket holder or on a table, never in your pocket or wallet.
3. Respect the Hierarchy
Why it matters: Hierarchy is central to Japanese culture and influences professional interactions.
How to do:
- Identify participants' positions in the company hierarchy.
- Address the highest ranking person first when making introductions.
- Use formal titles such as San (equivalent to "Sir/Madam") after your last name.
4. Communication: Courtesy and Indirectness
Why it matters: Japanese prefer respectful, indirect communication, avoiding conflict or explicit criticism.
How to do:
- Avoid saying “no” directly; use softer alternatives like “difficult” or “we’ll see.”
- Show patience and listen carefully before responding.
- Use formal language and avoid jokes or informal comments during initial meetings.
5. The Art of Handshake and Bow
Why it's important: Bows and handshakes are essential gestures to show respect.
How to do:
- Bowing is the traditional greeting; it slightly inclines the torso, keeping the back straight.
- If the person you are speaking to offers his hand, accompany it with a slight bow.
- Avoid maintaining constant eye contact while bowing, as this can be perceived as aggressive.
6. Punctuality and Planning
Why it matters: Punctuality is considered a sign of respect and reliability.
How to do:
- Arrive 10-15 minutes early for appointments.
- Follow the established agenda without digressing.
- If you are late, please notify us immediately and apologize sincerely.
7. Gifts in Business
Why it matters: Exchanging gifts is a common way to express gratitude or celebrate a partnership.
Rules to follow:
- Choose quality gifts, avoiding items that are too personal or expensive.
- Present the gift with both hands, ideally wrapped in elegant paper.
- Avoid opening gifts received in front of the person who gave them to you, unless explicitly asked.
8. During Business Meals
Why it matters: Mealtimes are an opportunity to build relationships and trust.
How to do:
- Please wait to be shown where to sit.
- Don't start eating or drinking until the host has made a toast.
- Avoid filling your own glass; wait for someone else to do it for you and return the favor.
9. Patience in Decision Making
Why it matters: The Japanese prefer a consensual approach to decisions, which can take time.
How to do:
- Show respect for their process by not pressuring them for quick answers.
- Prepare detailed information to support your proposals.
- Demonstrates flexibility and willingness to negotiate.
10. Follow-Ups follow
Why it matters: Follow-ups demonstrate professionalism and interest in the business relationship.
How to do:
- Send a thank you email immediately after the meeting.
- Provide all requested documents within the agreed timeframe.
- Maintain regular communication to strengthen the relationship.
Doing business with the Japanese requires preparation and cultural sensitivity. Adhering to the rules of etiquette is essential to building trust and solidifying successful business relationships. Investing time to understand their culture will allow you to achieve positive results and distinguish yourself as a trustworthy and respectful partner.