Many aspects of this culture are difficult for westerners to understand at first so I will just tell you what they are without trying to explain most. I myself am not Japanese but have done extensive business with them and for them from time to time.

Japan has many global companies just as you will find in the west. They have a presents in virtually every major city in the world and are astute business people. If you haven’t done business with the Japanese already, you probably will in the near future. Having a rudimentary understanding of their business culture will help you capture some of those Yen.

Many aspects of this culture are difficult for westerners to understand at first so I will just tell you what they are without trying to explain most. I myself am not Japanese but have done extensive business with them and for them from time to time. My perspective is therefore as a westerner and it is unlikely that I have picked up all nuances.

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These are just the highlights. You will be able to pick up the rest as you go along.

In The Office

This is generally a very formal environment. Specifically, you will find Jacket and Tie. Although jackets may come off while they are at their desk they will put them back on when going to meetings of any kind. Also be aware that they prefer the jacket buttoned. Make sure you button yours and keep it buttoned.

The First Meeting

Be absolutely sure you are carrying a good supply of business cards. They expect to receive one.

  • Hold the card in two hands with the type facing the recipient. They do not expect westerners to bow; however you may nod your head if you are comfortable with it. Try to give your card first to their senior person. As you are giving him (and I assure you it is a him) the card: state your name, your position in the company and to whom you report. For those who follow, present the card the same way but only state your name.
  • Do not be surprised if the person you meet with does not have a private office. Senior Vice Presidents are often seated in an open office environment with many other workers. It is their preference to be seen working hard by their superiors. Privet office are usually found only with senior executives.
  • Address all by last name only followed by san (honorable) e.g., Koji san. They will extend you the same courtesy (first names are reserved for family). You will also find that the western spelling of their name is phonetic and therefore sounds exactly as it is spelled.

Position Is Everything

If you meet in a conference room expect to find the senior member of the group in the center of the table facing the door not at the head of the table. If you all enter the room together make sure your group leaves that center seat empty. Your senior member should sit opposite also in the center. Your group should then sit away from the center in descending order of importance.

Discussion

If there is one or more Japanese in the room that has a strong command of English you are in luck. But it is more likely that:

  • Not all Japanese in the room will be proficient in English. This does not mean that they are hard of hearing. Loud talk and exaggerated hand gestures will not increase the level of communication. Speak in a normal voice and direct your conversation to their senior member even if he does not speak your language. Someone will interpret for him as you go along. Don’t let it through you. Also expect that he may ask question through the interpreter. Respond to him not the interpreter.
  • There may be many side conversations in Japanese as they discuss your proposal among themselves. They do not wish to be impolite but are trying to fully understand what you said and form a consensus of opinion and understand their senior persons requirements.
  • Try to remember that they learned English in school and will not be familiar with all slang. Most are in the west on rotational bases for a few years at a time and will be returning to Japan (they are often called Home Staff).

There is a down side to the interpretation cycle however, you can not be sure that what you said was conveyed properly and that the response they wanted was translated to English properly. Don’t worry; you will work it out eventually.

Tip 1: if you can find a Japanese person in your firm to accompany your team they will be able to tell you after the meeting what the side conversations were about giving you better insight as to what the primary concerns of the group were.

Tip 2: Everything they do is predicated on teamwork. Your group should present themselves as a team that will service the account.

Tip 3: Never directly refuse any of their requirements. Say, it is not something you can decide here right now. They will understand the answer is no. (also see results below).

Results

Do not expect to finalize anything at this first meeting. They will first form a consensus based around the senior persons requirements outside your presents and only then meet again (they love team meetings).

  • If after the second time you are presented with something like; “we have to discuss it further ourselves”. They are telling you, “No”. Japanese do not usually give a direct refusal. Go back to the drawing board and sweeten the deal.

Note: Do not be surprised if during a long meeting one or more Japanese sits back, folds his arms and closes his eyes for a few minutes. It is not disrespectful, he is not board and he is not asleep.

The Process

Japanese Business follows a process. Everything and I do mean everything is done step-by-step without shortcuts. You will encounter an approval process that is sometime frustrating and seemingly wasteful but it will be follow to the letter. I have seen Japanese Companies pass up hundreds of thousands of dollars in incentives to close a deal by an end of quarter/end of year date. They will not do it! The process is too important.

Business Hours

Business hours are formal as stated above. The business lunch will be conducted in much the same way. That is to say formal. Expect to talk a lot of business.The Japanese work long hours in the west and even longer hours in Japan (usually six days a week). You will generally find them at work to 7 PM or later every evening and often in on weekends.

They will generally not take a day during the week if invited to play golf (they don’t even take vacation time in Japan). However, asked to play on Saturday or Sunday they will gladly accept. The Japanese absolutely love golf. Back in Japan they only get to play once or twice a year because of the expense. Only very senior executives can afford club membership back home.

Note: In general, they will not go to anything like a holiday lunch. Quote, “Japanese Business Men only celebrate after working hours.”

Work Is Over – Time To Play

They are generally willing to go out any evening after their working hours and they often do. They are very much into Team Bonding – yours and theirs – when the deal is going to be completed. And look out …. they are wild men. Drink all you want, they will and expect you to do the same. These guys really let their hair down after business hours. And yes, Karaoke really is big at a Japanese party. Unlike western culture, what goes on after working hours stays in after working hours. They do not tell tales in the office the next day.

If you are invited to Tokyo expect to be entertained in the evening. They are somewhat direct and will probably ask you something like, “how loose are you.” Depending on your answer your entertainment could vary widely.

Have a good time; they will!

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