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Doing Business in
Japan
Introductions
Japanese people tend to be more restrained than Australians, and
customarily adhere to traditional rituals. When formally introduced,
it is proper to bow. The depth and length of your bow will indicate
the amount of respect.
Business cards are exchanged before bowing or shaking hands. Present
the card with both hands and take a moment to study it before shaking
hands. Place the card in front of you on a table or desk for reference
and as an additional sign of respect. Do not quickly stuff it into
a pocket. Do not write on business cards you receive. Print your
business card in your own language and in Japanese with one language
on each side of the card. When written in Japanese, the surname
comes before the given names.
When addressing people, always use Mr., Ms., Mrs. or Miss. After
you have become friendly with someone, you can add the Japanese
suffix san to their last name. Mr. Hanafusa would become "Hanafusa-san."
Another alternative is to address someone with their title, such
as "Manager Ogushi."
Social Tips and Conventions
Japanese enjoy social conversations, especially those that express
a healthy curiosity about their culture and country. Suggested topics
for conversation include your reactions to Japan (of great interest
to the Japanese), Japanese food, sports (especially baseball and
golf), other countries you have visited, and questions you have
about Japan. It is wise to avoid constantly expressing your own
opinion about things.
Harmony (wa) and politeness are very important to the Japanese;
they avoid saying "no" directly. They may instead say
something like "I will think about it" or "It may
be difficult." "Yes" may only mean "Yes, I'm
listening."
Japanese society is very group-oriented. Loyalty to the group and
to your superiors takes precedence over personal feelings. A popular
saying in Japan which illustrates this point is, "The nail
that sticks up gets hit with the hammer."
The concept of "face" is also extremely important. Never
do anything to embarrass a Japanese. For example, do not critisize
someone in front of others.
Outward style is very important in Japan. Gifts are carefully wrapped,
food is displayed artfully, and so forth.
Customary Business Practices
The only acceptable way to approach a Japanese firm is by introduction
from a third party, preferably someone who knows you, your background,
your company, and the Japanese company with which you want to deal.
This introduction could be either via letter or in person.
Always dress in conservative business suits and ties. Businesswomen
should use make-up, perfume and jewelry sparingly. Make sure your
shoes are polished. Slip-on shoes are convenient since you may need
to remove them in certain places. You may be provided with slippers
to use indoors except in rooms covered in straw tatami mats, where
you are expected to walk in your stocking feet. Always remove your
overcoat in the hall before entering an office.
In Japan, a business relationship is based more on personal relations
than on the cost of the product. The Japanese first want to know
you, and vital facts about you, including your age, the university
you attended, and your firm. Business comes later. Your colleagues
will appreciate you showing the same interest in their background.
The Japanese don't like surprises. Prepare them for upcoming presentations
or discussions by sending them written material well in advance.
Arrange for several copies - translated into Japanese - of any written
material you plan to use. This will allow each member of the team
to have a copy, which will speed the decision-making process.
Make business appointments as far in advance as possible. Punctuality
is very important in Japan. Be sure to allow ample time between
appointments.
The decision process can be a very slow procedure in Japan. Workers
at all levels of a company contribute input. The process involves
many face-to-face discussions, and the contract must be approved
at each level of the company. Patience is a virtue. Once a decision
is made, however, the implementation is immediate.
Periods of silence may occur during a business meeting. Silence
may indicate that the Japanese have not come to a decision and are
thinking. Or it may mean that something has been done that displeases
them. Be patient and allow them to speak first.
Be very careful not to interrupt when a Japanese is speaking. Westerners
have a tendency to interrupt and it is not received well in Japan.
Public Customs
Do not stand with your hands in your pockets, especially if you
are speaking to someone.
Pointing is done with the entire hand, palm down. Beckoning is
done in the same way, wiggling all the fingers.
It is not proper to chew gum in public. It is also considered bad
manners to eat while walking in public, although many young people
do this. If you purchase food at street stands, eat it at the stand.
Shoes are removed before stepping into a Japanese home. Place them
together, pointing toward the outdoors.
Tipping is virtually nonexistent in Japan and a tip may well be
refused. At hotels and restaurants a service charge is usually added
to the bill.
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