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| Greetings
& Business Card Exchanges |
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| Japanese
Greetings: |
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In Japan it is custom to greet each other by
bowing instead of handshaking. |
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The bow is a very important custom in Japan
and bowing the wrong way or not bowing at all can give you
a major disadvantage in your dealings with Japanese clients. |
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There are 3 different ways of bowing, depending
on the social status or age of the person you bow to. |
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The lower the bow and the longer one holds
the position, the stronger the indication of respect, gratitude
and sincerity. |
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Therefore, it is important that you bow lower
than those in a higher position than you. |
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Since such respect, gratitude and sincerity
for one another is required to build a successful relationship
with Japanese colleagues and clients, it is important to understand
the custom of bowing. |
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When greeting a Japanese for the first time,
you are often asked to introduce yourself. In your self-introduction,
it is often best to include not only your company information
but also something personal about yourself. |
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Also keep in mind that Japanese introduce
themselves stating their company before their own name. |
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| Japanese
Greetings: |
| Since business
cards are a must have when doing business with the Japanese, have
double-sided Japanese business cards printed before your visit.
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| English Side |
Japanese Side |
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| Business
Card Do's: |
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Always present your business card holding it
with both hands Japanese-language side facing forward. |
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Always present your business card to the most
senior member of the Japanese party first. |
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Accept Japanese business cards with respect,
using both hands and saying "hajimemashite" as you
do so. |
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Accepted business cards should be placed on
the table in front of you. |
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Keep your business cards in a proper carrying
case and treat them with respect. |
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Remember to deliberately and carefully pick
up all the Japanese business cards you receive at the end
of the meeting. |
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| Business
Card Don'ts: |
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Never play with your Japanese business card. |
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Never write notes on a Japanese business card. |
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Never immediately put a business card you received
in your pocket or bag. |
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| Business
Meetings & Negotiations |
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| Japanese
style meeting room with normal seating pattern |
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| Diagram
source: gate39media.com |
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Always arrive 10 minutes early for a meeting,
more if the meeting will be with senior executives |
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Plan an exact agenda for the meeting and make
sure to stick to it |
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Wait to be seated in the meeting room because
there is a usually a specific seating arrangement (See diagram
above) |
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Present your organization as cooperative and
interested in a long-range alliance. |
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Take lots of notes during the meeting as it
indicates interest |
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Use visual aids during your presentation. Make
sure to watch the Japanese attendants' non-verbal communication. |
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During presentations and especially during
negotiations, it is essential that one maintain a quiet, low-key,
and polite manner at all times |
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Do not show anger, a bad mood or other negative
emotions to your business counterparts |
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Periods of silence lasting between 10-15 seconds
during meetins and conversations are considered useful rather
than uncomfortable |
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Etiquette and harmony are very important. "Saving
face" is a key concept. Try to avoid saying "no"
and say "this could be very difficult" instead |
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Decisions are usually made only within the
group. Outsiders must often gain acceptance before they can
have influence on the decision-making process |
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The decision-making process can be very slow |
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Generally, the Japanese prefer oral agreements
to written ones, and should not be pressured into signing
documents |
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The first meeting may focus on establishing
an atmosphere of friendliness, harmony and trust. Always allow
ten minutes of polite conversation before getting down to
business |
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It often takes several meetings to develop
a contract. When the time comes, be content to close a deal
with a handshake.Leave the signing of the contract to future
meetings. |
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Contracts can be renegotiated; in Japanese
business protocol, they are not final agreements |
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After the meeting, make sure to follow-up with
your Japanese business counterparts through visits, faxes
and telephone calls |
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| Business
Reception Etiquette |
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When you are taken out, the host usually pays,
in accordance with Japanese business protocol. |
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To reciprocate either invite your host out
for a separate dinner or give your host a present from your
home country. |
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Similar to meeting, there is usually a specific
seating arrangement for business receptions (always wait to
be seated) |
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Customarily, the highest-ranking person hosting
a meal sits at the center of the table. The most important
guest wil be seated to the host's immediate right. The "least"
important guest will be seated near the entrance or door.
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When drinking with a Japanese person, fill
his glass or cup after he has filled yours. While he is pouring,
hold your cup or glass up with both hands so he can fill it
easily. Never pour your own drink. |
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An empty glass is the equivalent of asking
for another drink. Keep your glass at least half full if you
do not want more. Although depending on your host, he or she
may continue to refill your glass until it is full. Therefore,
from experience, if you are not a drinker, it is often best
to leave your cup full when possible. |
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Toasting is very important in Japan and many
toasts are offered during the course of the evening. Wait
for the toast before you drink. |
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If a toast is proposed to you, ensure that
you reciprocate with a toast of your own. |
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Usually the host is the first to begin eating.
Afterwards, the guests may proceed with the meal. |
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Japanese like to use karaoke as an ice-breaker.
It is not whether you have a good voice that wins applause
but rather your willingness to make a fool of yourself. Try
to learn a song and get used to having to get up and sing.
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When out drinking with Japanese businessmen,
don't be surprised if you are asked personal questions. (such
as questions about your family, your personal opinions, etc.)
Japanese people use these receptions as an opportunity to
get to know their future partners and want to learn as much
about you as possible. |
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| Eating/Drinking
& Restaurant Manners: |
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If you are invited to a business associate's
house or a traditional Japanese restaurant, you will be asked
to take off your shoes. To be prepared in case this happens,
make sure to have clean socks with no holes in them when you
visit Japan. |
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In many Japanese homes and traditional restaurants,
there are special toilet slippers which are to be used only
in the bathroom. Make sure that you don't leave the bathroom
with these slippers on as they are considered dirty. |
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In a restaurant, the first thing to be served
is "o-shibori", a white cotton cloth, like a face
cloth. It is used to clean your hands. Do not open it out
and use it as a face cloth. After using it fold it up again
and place it in the original container. |
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When pouring drinks, receiving dishes or passing
food around always use both hands. |
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Don't blow your nose at the food table. |
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Don't lick the ends of your chopsticks, spear
food, or leave the chopsticks sticking up horizontally in
your rice bowl. |
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Always use the end of the chopsticks that
haven't entered your mouth or the serving chopsticks when
sharing food from the same dish |
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If possible try all dishes that are served
as it shows respect for your host. |
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One thing to keep in mind is that the majority
of Japanese people do not understand vegetarianism. They often
assume that it means you just don't eat red meat. Please have
patience when explaining your situation to your host if you
are a vegetarian. |
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Copy what the others do. It is OK to slurp
noodles, soup and tea. |
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Don't leave the table before the most senior
person has left. |
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| Gift
Giving & Relationship Development |
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The Japanese often send greetings to friends,
colleagues and business partners in the Summer and Winter
(New Year's Greetings) So it is a good idea for you to keep
the business cards you receive so you can send out these greetings
in the future. Sending such greetings recognizes that you
are interested in maintaining your relationship with those
you have met. |
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In the case of superiors and close business
partners and customers, in addition to greetings, gifts are
often sent as well Gifts given in June are called ochugen
and gifts given in December are called oseibo. |
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Gifts are also offered as relationships are
established. So it is a good idea to bring some gifts with
you when you visit Japan. These gifts should be representative
of your hometown or home country. |
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Keep in mind that the ritual of gift giving
is more important than the value of the gift. |
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Allow your Japanese counterpart to initiate
the gift giving. |
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It is important to receive a gift properly.
Give a gift and receive a gift with both hands and a slight
bow. |
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Before accepting a gift it is polite to modestly
refuse at least once or twice before finally accepting. |
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Do not give anyone a gift unless you have one
for everyone present. |
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Don't expect your host to open your gift immediately.
Gifts are opened in private because if the gift turns out
to be a poor choice, "loss of face" will result. |
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Be prepared to give and receive a gift at a
first business meeting. Gifts are frequently given at the
end of a first meeting. Be careful as not giving a proper
gift could ruin a business relationship. |
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When a Japanese employee goes on a trip for
business or pleasure he/she normally brings back a present
to be distributed to fellow workers, bosses, family and friends.
(This is called omiyage). If you have stopped in another country
before visiting Japan it is a good idea to pick up some souvenirs
for the people you will meet in Japan. Local foods are the
most popular omiyage. |
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| Gifts
to Avoid: |
Lilies, lotus
blossoms and camellias or white flowers of any kind (they are associated
with funerals)
Giving four or nine of anything is considered unlucky |
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| All Rights Reserved,Copyright(C)2005
JAPAN MANAGEMENT ASSOCIATION. |
Greetings
& Business Card Exchanges