Business etiquette for foreigners working in Japan
Working in Japan is a valuable experience that exposes you to different cultures and customs. Understanding Japanese business etiquette is important for smooth communication in the workplace and building better human relationships. Here, we will explain basic business etiquette, the important "Ho-ren-so" system, and Japanese workplace culture.
Basic Business Etiquette
1. Greetings
Morning Greetings
When you arrive at work, say "Good morning" to your colleagues and superiors.
When I leave work I say "Excuse me, I'm leaving first" and to those who are leaving before me I say "Thank you for your hard work."
Greetings when visiting
When visiting someone for the first time, say "Nice to meet you. Thank you for your help," and when you leave, say "Thank you."
2. Exchanging business cards
How to hand over a business card
Hand your business card over to the other person so that they can see it with both hands.
It is polite to present your business card lower than the other person.
How to receive a business card
When receiving a business card, it is customary to use both hands and not immediately put it away in your business card holder; instead, first check the contents and then place the card on the desk.
3. How to use honorific language
Honorific language
This is a way of putting the other person in a good light.
For example, "say," "do," "come."
Humble language
It's a way of lowering yourself.
Examples: "I say," "I do," "I ask."
Polite language
It's generally a polite expression.
For example, "desu" "masu" "gozaimasu"
If you find it difficult to use honorific or humble language, try to become proficient in using polite language.
4. Punctuality
be on time
Always be on time for meetings and appointments.
It is common to arrive 1 to 15 minutes before your appointment.
If you are going to be late, be sure to contact us in advance.
5. Appearance
clothing
Dress appropriately for business occasions.
Follow company rules such as suits or casual attire.
Cleanliness
Maintain a clean and neat appearance.
Pay attention to the little details, like your hair, nails, and shoes.
6. E-mail etiquette
Subject
Keep your email subject line concise and clear. For example,
Example:
[Greetings] This is XX from Fuji Infoxnet Co., Ltd.
[Apology] Regarding the delay in delivery of XX
[Thank you] Regarding today's meeting
Text
Begin the body of the letter with a greeting such as "Thank you for your continued support" and end it with "I look forward to working with you."
Reply
When you receive an email, reply as soon as possible. If you are going to be late in replying, it is fine to reply just once to say, "I have checked the contents."
7. Telephone etiquette
Answering
When answering the phone, state your name and the company name.
"Thank you for calling. This is △△ from ○○ Co., Ltd."
Notes
Take notes as you listen.
In particular, be sure to write down names, contact details, and requirements accurately.
If the person in charge is not available, say "The person in charge is not available."
When the agent returns, give them a note with your name and the time they called.
8. Seating Order
Seating arrangement in the conference room
Understand the location of the kamiza (upper seat) and shimoza (lower seat), and guide the guest to the kamiza (upper seat), which is usually the seat at the back of the room or furthest from the entrance.
If multiple people are visiting, they will be seated in order of rank or age.
If there are hosts or guests present, follow their instructions and take your seat.
Observing these business etiquette rules will enable smooth communication and build trusting relationships. In particular, in Japan, where the culture of respecting etiquette is strong, it is important to have a solid grasp of business etiquette.
Reporting, communicating, and consulting
"Ho-ren-so" is a very important communication concept in Japanese business culture.
It is an abbreviation of "hokoku" (report), "renraku" (contact), and "sodadan" (consultation) and is used to promote efficient information sharing and cooperation in the workplace.
1. Report
It is to inform your superiors and other related parties of the progress and results of your work. For example, it is to inform them of the progress of a project, any problems that have arisen, and the results that have been achieved in a timely manner.
Specifically, you will report on the progress of the project, any issues that arise, and results that have been achieved.
When reporting, it is important to keep in mind the 1WXNUMXH (What, When, Where, Who, Why, How) and explain things concisely and clearly.
2. Contact
It is important to communicate the necessary information to those involved in the work.
This includes rescheduling appointments, arranging meetings, and sharing needed materials.
By maintaining good communication, you can prevent misunderstandings and miscommunication, and ensure smooth business operations.
When contacting us, it is important to make the subject clear and summarize your requirements concisely.
3. Consultation
Be proactive in discussing work-related issues and concerns with your supervisor and colleagues.
This allows you to receive appropriate advice and support for issues that you cannot solve on your own.
Also, through consultation, we often find better ideas and solutions.
When consulting, it is important to explain the situation in detail and state your opinion.
Reporting, communicating, and consulting is especially important in a work environment that requires teamwork.
Proper reporting and consultation improves the quality of communication, leading to more efficient work and problem-solving.
When working for a Japanese company, you are expected to understand this concept and actively put it into practice.
Japanese Workplace Culture
Japanese work culture has its own unique characteristics. Understanding this culture will help you to fit in and do your job more smoothly.
Here we will discuss some of the key characteristics of Japanese work culture.
Teamwork
In the Japanese workplace, team collaboration is emphasized over individual collaboration.
Successes and failures are attributed to the entire team, and teamwork is more important than individual ability.
It is important to communicate with team members and help each other.
Cooperativeness
You are expected to work in harmony with your colleagues and show mutual respect.
We expect each employee to understand their individual role and act in the best interest of the whole.
It is important to listen not only to your own opinions, but also to the opinions of those around you.
group work
Projects and tasks are often completed collaboratively by the entire team.
It is important to exchange ideas and hold meetings frequently and to respect everyone's opinions.
You are expected to speak up and offer constructive suggestions.
Hierarchy and respect
In Japanese workplaces, hierarchical relationships are clear and it is important to show respect to superiors and older colleagues.
It is important to be careful about your language and attitude, and to maintain a humble attitude.
If there's something you don't understand, it's important to feel free to ask your supervisor.
In addition, age and years of experience are often given importance, and there is a culture in which young employees grow by receiving guidance from their seniors.
Use of honorific language
It is common to use honorific language when speaking with superiors or older colleagues.
This shows respect and ensures smooth communication.
Long hours and hard work
Long working hours are not necessarily the norm in Japan.
In recent years, "work style reform and improvements to the working environment" have been promoted, and the problem of long working hours has become less severe than before.
An increasing number of companies are seeking flexible working arrangements, such as reducing overtime hours and introducing teleworking.
Hard work still tends to be valued, but so does efficiency.
overtime
Depending on business conditions, overtime may be required.
You will be expected to manage your time efficiently and work overtime as necessary.
Working on holidays
During project deadlines and busy periods, you may be required to work on holidays, but this is usually offset by compensatory holidays.
In recent years, many companies have been working to reduce the number of employees working on holidays due to changes in corporate attitudes.
Understanding Japanese work culture is important for smooth communication and creating a better work environment.
You will be expected to understand uniquely Japanese values such as teamwork, respect for hierarchical relationships, and diligence, and to actively contribute to the workplace.
We are rooting for your success in Japan!