Module Four Japanese Business Etiquette

1. Module FourJapanese Business Etiquette lilianlilin@gmail.com

2. Main Points • Cultural Values • Nonverbal Communication Behavior • Japanese Business Organization • Establishing Business relations with the Japanese • Negotiation

3. Cultural Values • Hierarchy • the ranks along a vertical social scale • Status-consciousness • Group Orientation • group-oriented • group spirit and comradeship

4. Harmony • one of the most important Japanese cultural values • maintaining harmonious interpersonal relationships • detesting interpersonal conflicts or confrontations

5. Emotionalism (唯情论) • emotional and subjective in their interactions with other people • make important decisions based on emotions and subjective judgment of people and situations rather than on objective data and information • business relationships based on emotional ties between old friends and associates rather than on purely rational and objective contractual ties

6. Face-saving • extremely important for every Japanese • Japanese government leaders, businessmen, educators and even gangsters

7. Nonverbal Communication Behavior • Facial expressions • Laughing and smiling • signs of happiness, joy, or agreement, and nervousness, shock, embarrassment, confusion and disapproval • "honest facial expressions“ unrevealed • Emphasis on self-control over the public display of emotions

8. Tips from a popular Japanese management consultant "Never take 'yes' for an answer. Don't take a smile for 'yes,' when doing business with the Japanese."

9. Nonverbal Communication Behavior • Physical appearance and attire • the stereotype of a typical Japanese businessman • a dark blue or gray striped (有斑纹的) suit, a white shirt, an expensive brand-name tie, and a Swiss watch

10. Nonverbal Communication Behavior • the stereotype of a typical Japanese businesswoman • Dress conservatively and use jewelry, perfume and make up only sparingly. • Slacks and high heels are also common. • Uniforms in factory

11. Nonverbal Communication Behavior • Handshakes • a strong tendency to shake hands and bow at the same time • holding the other's hand a little too long, which westerners do feel uncomfortable about • using both hands to hold the other person's hand and keeping on talking for a while (women).

12. Bow (the customary greeting) • A way of greeting someone, acknowledging a person, expressing thanks, saying I’m sorry, even asking for a favor • When you bow keep your eyes low and your palms flat next to your thighs. • Business card should be given after the bow.

13. Nonverbal Communication Behavior • Time usage (in both Japanese and western cultures) • punctuality ＝ respect • tardiness ＝ an insult • "tangible commodity" (in a highly industrialized society) • the time usage in Japan determined by the status relationships between the people involved

14. Greetings • First names are usually reserved for family and close friends. • It is appropriate to use his or her last name in the presence of your Japanese colleagues. • “San”, an honorific to a person’s last name, is not to be used when referring to your spouse or children • Adding an honorific to your own name is no-no.

15. Making appointments • the Japanese workday starts at 9:00 A.M. or 9:30 A.M. and ends at 5:30 P.M. or 6:00 P.M. • During three weeks of the year (New Year’s holiday, Golden Week and Obon) many Japanese visit the graves of their ancestors. Avoid scheduling business trip during this period.

16. Japanese Business Organization • Corporate structure • A typical Japanese business organization • like a huge family ("full-fledged family members" ) with executives, managers, and employees having a total personal commitment to the company's goal as a group

17. Establishing Business relations with the Japanese • What are the effective ways of initiating business contacts？ • writing a letter requesting an appointment ？ • making a telephone call？ • paying a visit in person ？ • writing a letter of self-introduction and asking for an appointment？

18. What are the effective ways of initiating business contacts？ • writing a letter requesting an appointment ？   • making a telephone call？ • paying a visit in person ？ • writing a letter of self-introduction and asking for an appointment     • These are impolite, discourteous, and unacceptable in Japan 

19. Initiating business contacts • Use of introducer • obtaining a letter of introduction from an introducer • Who is a a good introducer？ • a person respected and trusted by both parties involved • performing the task of matchmaking (go-between) in the initial stage

20. a personal friend • banker • company executive • officer of a chamber of commerce • director of a trade association • government official • high-level manager of an overseas subsidiary, or • business consultant

21. Exchanging business cards • Every introduction followed by exchanging of business cards • What do you find on a business card？ • the person's name • his job title • company name • address • telephone number • facsimile number • e-mail address

22. When you prepare business cards， you should…… • have his business card printed in both Chinese and Japanese on high-quality paper and • have a sufficient number of cards • have them handy at all times so that you can hand one out immediately upon meeting new Japanese business associates

23. Exchanging business cards • Don’t pass out your business card like passing out playing cards at a card table • Stand up and hand the cards out to every person with a slight bow as if it were an expensive and fragile gift

24. Extend your card out with the Japanese side up, facing the recipient so that it can be read easily • Receive the other person's business card with both hands with a slight bow and should scan it immediately for vital information

25. Try to use the name of his Japanese counterpart in the course of conversation and learn to pronounce it correctly • When accompanying your superior, you should hand out your card only after you have been introduced .

26. Four Key Ways to Recognize the Highest-ranking Person • This person’s business card may be presented by one his subordinates. • This individual may pick up tea to drink first. • This person may appear to be the most quiet of everyone present. • This person may not say anything until the end of the meeting.

27. A Small Quiz • Where should you seat yourself as a guest • when you are traveling by taxi ? • when you are accompanying your boss, who has a private driver? • when you are traveling with a female/male friend by taxi? Seat of the honored guest

28. A Small Quiz • Which is the seat of guest of honor at a dinner table ?

29. Hierarchy of seating • Seating arrangements are made in the exact order of their relative ranking. • Chairs for honored guests are usually on far ends of the room against the wall and away from the door.

30. switching seats just for one's own convenience • an unforgivable violation of the protocol • Each seat representing a different degree of respect • Violation of this protocol of seating • uneasiness and discomfort among the Japanese participants attending a conference

31. Negotiating in Japan • It is a good policy to refrain from discussing business until the first 15 minutes of any conversation. • Negotiations generally have an atmosphere of grave seriousness. • During negotiations, maintain a quiet and polite manner.

32. Anything you say will be taken literally. Refrain from making remarks such as “you’re kidding!” • Periods of silence lasting between 10-15 seconds during meeting are considered useful rather than uncomfortable.

33. It is considered polite to frequently say “I’m sorry.” • Some companies retain very traditional view , while others are making an effort be more accommodating to women. • Keep in mind that Japanese men are sometimes unaccustomed to socializing with women on an equal business level.

34. Steps in opening a negotiation Welcome the other side Develop small talk Mention plans for lunch—make your visitors feel welcome Suggest you start talking about the main subject of your meeting Words spoken On behalf of our Managing Director,… Did you have a good Journey? It will take 2 hours, after that will have lunch together,… We’ve got a very full agenda, so perhaps… Case Study. Suggest an appropriate expression for each step of opening a negotiation. Then try to bring all the words into a single opening statement.

35. Introduce a colleague Explain general aim or purpose of the meeting Say what your side wants from the meeting (establish beginnings of a partnership/learn about supply system, price variations and supply costs) This is…He is in charge of… The main objective of today’s negotiation is on the … We aim to establish beginnings of a partnership. We’d like to learn about …

36. Socializing for business contacts • over a nice lunch or dinner • a "social dinner" preferred • the specific reason for this preference • prefer to socialize with the prospective business partners and get to know them personally before they conduct any serious business discussions

37. In a traditional Japanese style restaurant, your host will order for you • When taking a Japanese businessperson to lunch, it is best to select a restaurant of your own culture. • During meals, use as many Japanese sentences as you can.

38. Bars are popular venues for business entertaining, particularly “karaoke” bars. • Women guests are not welcome at geisha houses and Sumo wresting rings. • If you are invited to a Japanese home, consider it a rare honor and express sincere appreciation. • The host is the first to begin eating. Afterwards, the guests may proceed with the meal.

39. Avoid pointing your chopsticks at another person. • Slurping your noodles and tea is encouraged. • When you are a guest, wait for another person to replenish your beverage. If you are hosting a meal, you are expected to refill the beverages for the first round or two.

40. General guidelines in conversation • You may be asked extremely personal questions regarding your salary, education and family life. If you don’t want to answer, remain polite. • Don’t make accusations or direct refusals. In dealing with Japanese business culture, remain indirect

41. Socially unacceptable topics in Japan • Avoid asking questions that may be misinterpreted. • If you would like to go to a concert and ask where you can buy tickets, your Japanese contact may misinterpret your questions as a hint that you want him or her to get tickets for you.

42. Avoid making jokes • Avoid talking about the World War II with any Japanese person (Some Japanese politicians are insane! ) • Don’t praise your wife in public and even talk freely about your divorces, remarriages, former wives, and stepchildren as westerners do.

43. Welcome topics of conversation • Praising the hospitality you are receiving • Japanese history • Japanese artistic achievements • Positive comments about the Japanese economy • Sports, such as golf and ski jumping

44. Japanese Dining Etiquette

45. Table manners • Tables and sitting • 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.

46. Japanese Traditional Restaurant

47. A restaurant with traditional low tables

48. Japanese Traditional Restaurant Shoes 1.Take off your shoes 2.Pick up your shoes and turn them round 3.Never back to the door while taking off your shoes

49. Japanese Traditional Restaurant Seating Arrangement 1.The younger shall arrive earlier than the older 2.The older shall sit far away from the door 3.The younger shall serve the older 4.People who sit next to the door shall pay

50. Japanese Traditional Restaurant Sitting 1.The formal way of sitting is kneeling 2.In casual situations, men sit cross-legged 3.While women sit on their knees laying both legs to one side 4.Put your handbag just behind you