Business Meetings with Japanese Clients
JUNE 10, 2024
In Japan, building long-term and trusting business relationships is very important. Japanese business culture values loyalty and commitment. People often focus on creating strong connections that last for a long time rather than just making quick deals. This means spending time getting to know business partners and showing that you are reliable and respectful. Trust is seen as the foundation of good business, and once it is established, it can lead to more opportunities and cooperation in the future.
Japanese meeting culture is unique in many ways and places importance on cultural values like respect, hierarchy, and consensus. Here are some key aspects in which meetings in Japan are different from those in other countries:
-Preparation and punctuality
-Silence as communication
-Hierarchy and formality
-Consensus building
-Attention to detail
This article will help you better understand your Japanese clients, colleagues, and subordinates. It provides insights into Japanese business culture, which can improve your collaboration and communication with them. By learning about their cultural norms and values, you’ll be able to build strong, respectful relationships and avoid common pitfalls like miscommunication and misunderstandings.
Contents
- What are business meeting etiquette that Japanese follow?
- Punctuality
- Dress Code
- Use of Names
- Exchanging Business Cards (Meishi)
- Seating Arrangements
- Gifts and Souvenirs
- Being attentive
- What to expect while attending the first meeting with a Japanese client?
- Read the Air (Kuuki wo Yomu)
- Modesty and Humility
- Silence as Communication
- Connecting with them and building relationships
- How do Japanese people make a decision?
- Take It Slow: Avoid Putting Pressure
- The Importance of Following Up
- What is after work drinking culture in Japan?
What are business meeting etiquette that Japanese follow?
Japanese business meeting etiquette involves several important practices that reflect their cultural values of respect, formality, and order. Here is a simple explanation of each point:
Punctuality
Being on time is crucial in Japanese business culture. Arriving late is seen as disrespectful and can harm your professional reputation. It’s common to arrive a few minutes early to show your commitment.
Dress Code
Dressing conservatively and neatly is important. Men typically wear dark-colored business suits with a tie, and women wear business suits or dresses that are not too bright or flashy. The overall appearance should be professional and understated.
Use of Names
In Japan, people are addressed by their last name followed by “san” (a
respectful title), rather than their first name. It’s a sign of respect to use the proper title and name order unless invited to do otherwise.
Exchanging Business Cards (Meishi)
Exchanging business cards is a formal ritual. You should offer your card with both hands and a slight bow, and when receiving a card, take it with both hands, read it carefully, and treat it respectfully. This shows that you value the relationship.
The ritual of exchanging business cards, or “Meishi” in Japan is a formal and important practice that reflects the broader cultural emphasis on respect and propriety. Here’s how it typically unfolds:
- Preparation: Before meeting, ensure you have a sufficient supply of clean, presentable business cards. Carry them in a proper business card holder to avoid handing out a damaged or dirty card.
- Presentation: When it’s time to exchange cards, do so at the beginning of the meeting. Hold your card with both hands at the corners, with the text facing the recipient so it can be read easily. The exchange usually happens standing up.
- Receiving a Card: Receive a business card with both hands as a sign of respect. Take a moment to carefully read the card, noting the person’s name and position. This shows that you value the information and the gesture.
- Commenting: It is polite to make a brief comment about the card or ask a related
question, such as remarking on the company’s business or the location of the office. This helps to start a conversation and break the ice. - Storing the Card: Do not simply put the card away immediately. You may place it on the table in front of you if you are sitting down, especially if there are multiple people and you need to remember names and positions. After the meeting, store the cards you received respectfully in your business card holder or a separate place, not casually in your pocket.
- Reciprocity: If someone gives you a card, you should give one in return if you haven’t already done so. If you run out of cards, apologize sincerely and suggest sending your details later.
In short, while exchanging cards, receive it with a bow with two hands, handle it with respect, read it and store it away respectfully. Remember, a business card is more than just a piece of paper—it’s a crucial element of professional etiquette in Japan.
Seating Arrangements
In Japanese business meetings, seating arrangements are thoroughly planned based on the role and responsibilities of an individual within the company as there’s a huge emphasis on structure and harmony. It’s important to wait to be seated or ask where you should sit rather than choosing a seat yourself. Here’s how it is typically organized:
Seating Far from the Door
The seats farthest from the door are generally reserved for senior members of the organization or honored guests. This placement helps them to oversee the meeting effectively and represents their role as leaders and decision-makers.
Seating Near the Door
The ones who are newer to the organization or in more junior positions
usually sit closer to the door. This arrangement is more practical for them because it helps in managing meeting-related tasks more efficiently, such as greeting new arrivals or distributing
materials, without disturbing the ongoing discussion.
Historical Significance
Historically, seating closer to the door had strategic importance. At a time when physical security was a greater concern, those by the door had a protective role.
They were the first to handle any interruptions or threats. This placement also allowed them to perform their tasks with minimal disruption to the core activities of the meeting.
This structured seating arrangement improves the efficiency of meetings and ensures that they are conducted smoothly and with respect for everyone’s roles. It reflects a deep-seated value in Japanese culture for order, respect, and the smooth functioning of the group, making sure that each person’s contributions are made in the most effective way possible.
Gifts and Souvenirs
Giving small gifts or souvenirs, especially when you are visiting from another country or company, is a common practice and shows goodwill. The gifts should be wrapped neatly, and it’s polite to present them with both hands. They don’t need to be expensive, but they should be thoughtful and appropriate for the occasion.
Being attentive and mindful
Japanese are very mindful of their surroundings. Even at the workplace if something is amiss, they will fix it. For instance, if someone notices that the office printer is out of paper, they’ll refill it even if they don’t need to use it themselves. This kind of proactive behavior is typical in Japanese workplaces. It’s about looking out for each other and keeping everything running smoothly.
What to expect while attending the first meeting with a Japanese client?
Read the Air (Kuuki wo Yomu)
“Kuuki wo yomu” is a Japanese expression that translates to “reading the air.” It’s all about picking up on the unspoken vibes in a room, understanding what’s left unsaid, and acting accordingly. This skill is crucial in Japan where social harmony and avoiding direct confrontation are key values. Being able to “read the air” means you’re finely attuned to the subtle cues and moods of those around you, enabling you to respond in ways that avoid causing disruptions.
“Reading the air” is somewhat similar to reading between the lines, but it demands a deeper level of perception. You need to be highly aware of the cultural context and the people you’re interacting with, making it an essential skill for navigating social and professional situations smoothly.
Modesty and Humility
When you’re interacting in Japanese settings, it’s really important to keep your tone modest and approach conversations with humility. In Japan, being too loud, overly energetic, or aggressive can come off as overwhelming or even rude. This cultural preference is all about respect and maintaining harmony. It’s not just about the words you choose; how you say them matters too.
Keeping your voice down and your demeanor calm shows that you’re considerate of the people around you, and it’s a sign of good manners. This approach will help you connect more effectively with your Japanese colleagues or friends, as it aligns with their expectations for respectful and harmonious communication.
Silence as Communication
In Japan, silence speaks volumes. It’s a key part of how people communicate, often used to show agreement, give space for thought, or express respect. While in many Western cultures you might find a lot of back and forth in conversations, in Japan, the ability to listen without interruption is greatly appreciated.
Silence in a conversation doesn’t always mean something’s wrong—it can indicate someone is carefully considering their words. In meetings, Japanese professionals tend to listen carefully and may refrain from immediately voicing disagreements or alternative opinions. Direct confrontation is generally avoided, and disagreements are typically expressed only when absolutely necessary through indirect channels such as emails.
Connecting with them and building relationships
In Japan, building business relationships involves gaining trust and getting to know each other personally. This process takes time and requires face-to-face meetings and socializing.
Honesty is paramount so they appreciate straightforward communication and sincere apologies if you can’t fulfill a request.
Social activities are also key in Japan. Japanese might seem formal at work, but socializing in the evenings—through dinners, drinks, or even karaoke—helps build personal connections. Business topics are usually not discussed during these times; instead, the focus is on developing personal ties and understanding each other’s true character.
If you invite someone out, you should expect to pay, as splitting the bill is not common in Japan.To show gratitude, consider inviting the host to dinner next time or giving them a gift. Since, your behavior during these social events is observed and considered a reflection of your character.
JOIN ANN's PROGRAMS !
I’m from India and have experience working with both Indians and foreigners. In my articles and training I share practical insights to help you understand cultural differences and improve communication in business for better collaboration and success.
Check out my courses on culture and communication, or just say hi to learn more!
Ann Srivastava
How do Japanese people make a decision?
“Nemawashi” is a quintessentially Japanese concept that plays a vital role in decision-making processes, especially in business environments. The term “nemawashi” literally translates to “going around the roots,” a gardening metaphor that describes the careful preparation required before transplanting a tree. In a business context, it refers to the informal and preliminary discussions that precede formal meetings or decisions, ensuring a smooth implementation of new ideas or changes.
The process of nemawashi involves quietly laying the groundwork for a new proposal by talking to all the stakeholders involved before any official decision-making meeting takes place. This isn’t about lobbying or persuading in a direct manner, but rather about seeking input, gauging reactions, and addressing concerns in a low-key, respectful manner. By the time the formal meeting rolls around, consensus has often already been reached, and the meeting itself becomes more about affirmation than debate.
Engaging in nemawashi means you’re working to build a consensus by carefully and
respectfully considering everyone’s opinions and ensuring that everyone feels involved and heard. This approach not only helps in smoothing the implementation of decisions but also
strengthens team cohesion and trust, as it respects the traditional Japanese value of harmony and group alignment.
Take It Slow : Avoid Putting Pressure
When it comes to making decisions, the Japanese approach is all about taking the pressure off. Instead of pushing for quick answers during meetings, there’s a gentle, more reflective way of doing things. This method gives everyone involved plenty of time to mull over the options, ensuring that all angles are considered, and every voice is heard. It’s about reaching a decision that everyone can get behind, which is why you won’t find people being cornered into making hasty choices. This thoughtful approach helps in crafting decisions that are not only well-informed but also widely supported.
The Importance of Following Up
After meetings wrap up, the follow-up is where you really show your commitment to the relationship and the project. It’s more than just ticking off a box; it’s about keeping the dialogue open and showing that you’re attentive and engaged. A good follow-up includes a detailed recap of what was discussed, clarifications on next steps, and a thank you note to express
appreciation for everyone’s contributions. It’s also your chance to touch base on any pending issues and keep everyone on the same page. Regular follow-ups are key to keeping projects on track and relationships strong, ensuring that every detail is handled with care.
What is after work drinking culture in Japan?
Drinking customs in Japan are quite a bit different from what you might be used to in the West. There’s a real emphasis on reserve and discipline in Japanese culture, but when it comes to hanging out after work, that’s when things loosen up a bit.
In Japan, grabbing a drink with coworkers isn’t just about unwinding. It’s a key part of breaking down those formal barriers you often find in the workplace. It’s about turning colleagues into friends and building real camaraderie. These social gatherings, known as Nomikai, are not just fun; they’re essential. They play a big role in strengthening professional bonds. So, when you’re in Japan, joining in on a Nomikai is not just about the drinks—it’s about fitting in and forging lasting relationships.
Here are 5 Nomikai events that you should include on your schedule.
When it comes to making decisions, the Japanese approach is all about taking the pressure off. Instead of pushing for quick answers during meetings, there’s a gentle, more reflective way of doing things. This method gives everyone involved plenty of time to mull over the options, ensuring that all angles are considered, and every voice is heard. It’s about reaching a decision that everyone can get behind, which is why you won’t find people being cornered into making hasty choices. This thoughtful approach helps in crafting decisions that are not only well-informed but also widely supported.
Bounenkai
An annual drinking party called Bounenkai is held at the conclusion of the year. The translation of the word “bounenkai” is “forget the year party.” It is a celebration of the last year’s accomplishments and a way to start the new year off well.
Settai
Settai, which translates to “business entertainment,” denotes how formal these events are.Usually, they entail going out to lunch with current or prospective customers. Establishing,
establishing, or preserving a commercial relationship is typically the goal of a settai.
Joshikai
In Japan, an all-female gathering is called a joshikai. A joshikai’s primary topics of conversation include work, relationships, and hobbies. They can be a terrific approach for Japanese women to build stronger professional relationships.
Kangeikai
In Japan, a kangeikai is a “joyful welcome party” held especially for newcomers in an organisation. Typically, these nomikai gatherings include a speech, a lovely meal at a restaurant, and beverages.
Soubetsukai
A Soubetsukai is a farewell celebration held especially for retiring working professionals. It is also known as “the farewell party”.
If you have any questions about navigating Japanese corporate culture or want to ensure you’re fully prepared for your upcoming meetings, consider signing up for a session with us. We’ll provide you with tailored insights and practical tips to help you engage effectively and respectfully in a Japanese business environment. Don’t miss the opportunity to make a great impression and strengthen your business relationships in Japan!
