Business In Japan

Introduction :
Japan has a lot of positive traits, and a lot of negative ones also. You'll find Japan captivating, bewildering, enchanting, enraging, humorous, frustrating, loose, uptight, accommodating. Japan is a vibrant, prosperous country, with the worlds second largest economy. Japanese consumers spend hundreds of billions of dollars on food, clothing, travel, entertainment and a wide variety of other consumer goods and services each year. The top Japanese firms are among the most efficient and best-run firms in the world. Unemployment is down to about 4.1%, lower than in most developed countries. The average Japanese household has over $100,000 in savings, and disposable income of about $4,000 per month. Japan is deep rooted in tradition and culture. An Indian Manager in Japan would have to keep in mind the following aspects in order to get along well with his Japanese counterparts and clients.

Name order :
In Japan, like in China and Korea, the first name follows the family name. A person with the first name "Ichiro" and the family name "Suzuki" is, therefore, called "Suzuki Ichiro" rather than "Ichiro Suzuki".

Titles :
The Japanese commonly address each other by last name. Only close friends and children are usually addressed by first name. In addition, people rarely address each other just by name, but usually attach an appropriate title to the name. There is a large number of such titles depending on the gender and social position of the person you are addressing. Titles must never be used after ones own name. Some of the most frequently used titles are: 1) san: (for example Sato-san) This is the most neutral and famous title, and can be used in most situations. Only in formal situations, san may not be polite enough. 2) sama: (for example Sato-sama) This is a more polite form of san, commonly used in formal situations and letters, but too polite in a casual context. 3) kun: (for example Yusuke-kun) This is an informal title used for boys and men that are younger than yourself. chan: (for example Megumi-chan) This is an informal title used for young children and very close friends or family members. 4) sensei: (for example Sato-sensei) This is a title used for teachers, doctors and other people with a higher education and from whom you receive a service or instructions.

Japanese Style of Greeting :

1) The Japanese greet each other by bowing. Bowing techniques range from a small nod of the head to a long, 90 degree bow. If the greeting takes place on tatami floor, people get on their knees in order to bow. 2) If your opposite is of higher social status than yourself, you are supposed to bow deeper and longer than him or her. But since most Japanese do not expect foreigners to know proper bowing rules, a nod of the head is usually sufficient. 3) It is also common to bow to express thanks or an apology or when making a request or asking somebody for a favor.

4) Shaking hands is uncommon among the Japanese, but foreigners are sometimes greeted with a hand shake.

How to behave in a Japanese home :

1) When entering a Japanese house, you should take off your shoes at the entrance (genkan) and change into slippers which are usually provided by the host. 2) When entering a room with tatami floor, you are supposed to take off your slippers, since one should step onto tatami mats only in socks or barefoot. 3) Finally, you will find special toilet slippers for exclusive usage inside the washroom. Leave your usual slippers outside the door while using the washroom. 4) In Japan, some restaurants and private houses are equipped with low Japanese style tables and cushions on the floor, rather than with Western style chairs and tables.

Japanese Style of Sitting :

1) Many Western people are not used to sit on the floor anymore. In Japan, however, sitting upright on the floor is common in various situations. For example, meals are traditionally held sitting on the tatami floor around a low table. 2) In casual situations, men usually sit cross-legged, while women sit on their knees laying both legs to one side. The former sitting style is considered exclusively male, while the latter is considered exclusively female. 3) The most important guest sits on the honored seat (kamiza) which is located farthest from the entrance.

Giving and Receiving Gifts :

1) The Japanese exchange gifts on many occasions. a) Oseibo and Ochugen Twice a year, in December and in June, it is common for co-workers, friends and relatives to exchange gifts. The gifts are called Oseibo and Ochugen respectively. In average, they are worth about 5000 Yen and may be food, wine, some household utensil or the like. The gift giving seasons coincide with company employees receiving a special bonus in addition to their monthly salaries. b) Temiyage In order to thank somebody, e.g. for an invitation, one often presents a gift (temiyage) such as a cake, Japanese sweets or sake. 2) Gifts are given and received with both hands. There are a few rules about what not to give, since certain gifts in certain circumstances or a certain number of gifts are believed to cause bad luck. 3) The number four is considered inauspicious because it is pronounced the same as the word for death (shi). Therefore, one should not make presents that consist of four pieces, etc. 4) For any kindness done, be sure to be profusely thankful. You may feel awkward, but your return gestures will be remembered and appreciated.

Gestures :
1) The Japanese gesture of "Who, me?" is pointing at their nose, not their chest. 2) The Japanese gesture for "Come here" is to put your hand palm out, fingers up, and raise and lower your fingers a few times. The western gesture of palm-up, closing your hand is only used to call animals to you. 3) The Japanese gesture for no is fanning your hand sideways a few times in front of your face.

Social Interaction :
1) If you do go out for dinner, keep in mind that "going Dutch" is not normal in Japan. If you're the buyer, you'll likely be in for a free evening of entertainment. If you're the seller... well, if you were a local, you'd probably be picking up the tab. However, it's not quite this simple since your hosts may still insist on paying because you are a visitor in their country. Also, it is normal for the inviting party to pay. 2) In all cases, if your host is planning to bear the dinner expenses, make at least a meek attempt to pay. Even an insincere attempt to pick up the tab will have looked good. 3) Japanese are liable to ask you questions that make you uncomfortable, such as your age. You don't have to answer, but at least be gracious about it. They are certainly not trying to be offensive; it's just that some questions you would consider rude back home are not necessarily impolite in the country you are visiting. 4) Tipping is not customary in Japan and you dont have to do it. 5) When eating with your hosts, try to eat some of everything and look like you are enjoying the food. If there are certain kinds of food you don't like, it would be helpful to alert your hosts to this before they choose the restaurant or the meal. They'll appreciate hearing that you like their food. 6) Do not stick your chopsicks into your food generally, but especially not into rice, because only at funerals, chopsticks are stuck into the rice which is put onto the altar. 7) There is no custom of "Ladies First". 8) Don't wear tattered clothes outside, nor socks with holes when visiting someone. 9) Giving cash is normal for ceremonies like weddings and funerals; but given in special envelopes with a printed or real red tie around it. Use new and not old bills. 10) When someone visits it's polite to turn their shoes around and put them together so they can put them on easily. 11) There is no real custom like "help yourself". Wait until the host offers something. 12) If you act as host, you should anticipate your guest's needs. 13) Be aware that in Japan it is normal to make slurping sounds when you're eating noodles.

Business Meeting Etiquette :

1) When sitting down to a business meeting with your Asian counterparts, the seating arrangement will be determined by the status of the participants. Do not just sit anywhere; as the guest, you will be directed to the appropriate seat. 2) As a general rule, the highest ranking person from the host side will sit at the head of the table. Then, other people will take their seats starting from the seats closest to him and working to the other end of the table. Those of higher status sit closest to the "head honcho". 3) You should stand at your seat and wait for the top guy to tell you to be seated. Then, when the meeting is finished, wait until he has stood up before standing up yourself. 4) Non-alcoholic drinks will probably be served at the beginning of the meeting and they will be distributed in the order of descending importance of recipients. You may want to wait for the top guy to drink from his glass before starting on yours. 5) Gifts are always appreciated. Consider bringing a small souvenir that represents well your hometown to give to your host. Don't be surprised if your hosts give you something from their country too. If the gift is wrapped, don't open it until you leave. If the gift is not wrapped, make sure to express copious appreciation (whether you like it or not). Ask some questions about the gift to show interest. 6) You may want to take notes during the meeting. This will show that you are interested and will be appreciated by your hosts. However, you should make certain never to write anyone's name in red ink (even your own) and so carry a black or blue pen.

General Business Practices :

1) Avoid excessive physical and eye contact--forget the back-slapping, prodding, and pointing directly at someone with your finger (use your hand to point, if you must). 2) Japanese often use silence for communication as much as speaking.

3) Avoid lots of jewelry or very colourful clothes when going to work. 4) White-collar Japanese typically leave the office only after their superiors have done so. Do not expect someone to be instantly free once the official business hours are over. 5) Avoid shouting loudly at someone to get their attention--wave, or go up to them. 6) It's polite to initially refuse someone's offer of help. Japanese may also initially refuse your offer even if they really want it. Traditionally an offer is made 3 times. It may be better to state you'll carry their bag, call a taxi, etc., instead of pushing them to be polite and refuse. 7) It is considered to be rude to count the change that has been handed back to you after making a purchase. This is a culture that prides itself on its honesty. 8) After coming back from a vacation it is normal to bring a small gift for all those you work with, even if you don't really like them a lot. Nothing expensive is required, however. 9) It's polite to belittle the value of your gift or food when you offer it, even if it's blatantly untrue. 10) It's polite to see a guest to the door (or the front of a building even) when they leave. 11) Japanese often compliment eachother to promote good will, but it is polite to deny how well you speak Japanese, how nice you look, etc. 12) Appointments are required and, whenever possible, should be made several weeks in advance. 13) It is best to telephone for an appointment rather than send a letter, fax or email. 14) Punctuality is important. Arrive on time for meetings and expect your Japanese colleagues will do the same. 15) Since this is a group society, even if you think you will be meeting one person, be prepared for a group meeting. 16) It may take several meetings for your Japanese counterparts to become comfortable with you and be able to conduct business with you. This initial getting to know you time is crucial to laying the foundation for a successful relationship. 17) You may be awarded a small amount of business as a trial to see if you meet your commitments. If you respond quickly and with excellent service, you prove your ability and trustworthiness. 18) Never refuse a request, no matter how difficult or non- profitable it may appear. The Japanese are looking for a long-term relationship. 19) Always provide a package of literature about your company including articles and client testimonials. Always give a small gift, as a token of your esteem, and present it to the most senior person at the end of the meeting.

Business Negotiation :
1) The Japanese are non-confrontational. 2) They have a difficult time saying 'no', so you must be vigilant at observing their non-verbal communication. 3) It is best to phrase questions so that they can answer yes. For example, do you disagree with this? Group decision-making and consensus are important. 4) Written contracts are required. 5) The Japanese often remain silent for long periods of time. Be patient and try to work out if your Japanese colleagues have understood what was said. 6) Japanese prefer broad agreements and mutual understanding so that when problems arise they can be handled flexibly. 7) Using a Japanese lawyer is seen as a gesture of goodwill. Note that Japanese lawyers are quite different from Western lawyers as they are much more functionary. 8) Never lose your temper or raise your voice during negotiations. 9) Some Japanese close their eyes when they want to listen intently. 10) The Japanese seldom grant concession. They expect both parties to come to the table with their best offer. 11) The Japanese do not see contracts as final agreements so they can be renegotiated.

Dress Etiquette :
1) Business attire is conservative. 2) Men should wear dark-coloured, conservative business suits. 3) Women should dress conservatively.

Business Card Exchange Guidelines:

1) If you are visiting Japan on business, double-sided business cards in Japanese and English are a must. They show potential partners that you are serious, and that you understand and respect their culture. This small effort on your part establishes trust, and maximizes your opportunity for excellent results. 2) Cards are exchanged at the beginning of a meeting; make sure you have enough available for everyone. 3) It is best to stand up when exchanging cards with those of higher rank. 4) Facing your counterpart, bow slightly and hand your card (with the Japanese side pointing up) either with your right hand or both hands. The same rule applies when receiving a card from someone else. 5) Make time to review your counterpart's card carefully. You might want to speak his/her name and position to be sure of correct pronunciation. If the meaning of his/her job position is in any way unclear, it would not hurt to ask for an explanation. Basically, you want to show interest in and respect to the other party. 6) Do not ill treat the business cards. If you are meeting in passing, then you may just carefully place the card in a shirt pocket or in a wallet or notebook. If you are seated at a meeting, place the card gently on the table in front of you. Look at it often during the meeting in order to refer correctly to your counterpart's name and position. If you are meeting more than one person and have received multiple cards, arrange them neatly in front of you. When the meeting is over, put the business cards in a business card case or a portfolio.

Conclusion :
Japanese understand that it is very difficult for foreigners to work in Japan. They will not expect you to speak or read Japanese, or be conversant with their strict cultural nuances and protocol. Mistakes are allowed as long as genuine respect is shown at all times. They will usually try to help you but often feel embarrassment at their own lack of understanding or English language ability. The Japanese prefer to do business on the basis of personal relationships. In general, being introduced or recommended by someone who already has a good relationship with the company is extremely helpful as it allows the Japanese to know how to place you in a hierarchy relative to themselves. One way to build and maintain relationships is with greetings / seasonal cards. It is important to be a good correspondent as the Japanese hold this in high esteem.

Bibliography :
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Basic Japanese that would help an Indian Manager in Japan :

Basic Words and Phrases Japanese Word/Phrase Anata Arrigato Gozaimasu Domo Arrigato Gozaimasu Dozo Eigo Eigo ga wakarimasu ka? Gomen Nasai Hai Hai, wakarimasu? Iie Iie, wakarimasen Konban Wa Konnichi Wa Kudasai Moshi Moshi Nanji desu ka? Nihongo Ohayo gozaimasu Ryoogae suru Sayonara Sumimasen English Translation You Thank you Thank you Please English language Do you understand English? Pardon me Yes Yes, I understand. No No, I don't understand. Good Evening Good Afternoon Please Hello (greeting on telephone or when calling out to a stranger) What time is it? Japanese Language Good Morning (until about 10 a.m.) To exchange money Goodbye Excuse me

Toire wa doko ni arimasu ka? Where is the toilet? Watakushi I (most commonly used version)

Numbers Japanese Word/Phrase Ichi Ni San Shi (Yon) English Translation One Two Three Four

Go Roku Shichi Hachi Ku Juu

Five Six Seven Eight Nine Ten

Months/Days of the Week Japanese Word/Phrase Ichi-gatsu Ni-gatsu San-gatsu Shi-gatsu Go-gatsu Roku-gatsu Shichi-gatsu Hachi-gatsu Ku-gatsu Juu-gatsu Juuichi-gatsu Juuni-gatsu Nichiyobi Getsuyoobi Kayoobi Suiyoobi Mokuyoobi Kin-yoobi Doyoobi Heijitsu Shumatsu Kita Minami Higashi Nishi English Translation January February March April May June July August September October November December Sunday Monday Tuesday Wednesday Thursday Friday Saturday Weekday Weekend North South East West

Restaurants/Hotels/Transportation Japanese Word/Phrase Resutoran Teishoku Gohan Mizu Menyuu o misete kudasai Fooku o motte kite kudasai Supuun o motte kite kudasai Naifu o ... Oshibori Denpyoo o motte kite kudasai Takushii Ikura desu ka? English Translation Restaurant Set or complete meal Rice Water Please show me a menu Please bring me a fork Please bring me a spoon A knife Wet towel (usually hot) The check, please Taxi How much is it?

[Hotel Name] made onegai shimasu. Please go to the [hotel name]. Eki Kippu Densha Chikatetsu Hoteru Ryokan Yoyaku Furu-tsuki no heya wa arimasu ka? Tatami Futon Yukata Station Ticket Train Subway Hotel Japanese Inn Reservation Do you have room with a bath? Mat Japanese mattress Bathrobe (light kimono)

Culture Japanese Word/Phrase English Translation Jinja Otera Shrine Buddhist Temple

Torii

A Gate - Usually a shrine entrance