There are many aspects of Japanese business culture that are different from the way European business is conducted, even if they are already greatly influenced by the West
In the business culture of Japan, trustworthiness relates to the faith put into you to protect from loss. You establish compatibility when you are seen to be concerned about personal relationships and the company’s well-being and not just focused on gain financially. When you meet someone from Japan for the first time, whether for business or otherwise, it is considered impolite to introduce yourself. Rather, wait to be introduced. Once you are introduced, you can say your full name followed by your company name.
A pleasant attitude should be maintained by professionals. When talking to business people in Japan, it is the custom to often smile.
Unlike in Europe, the Japanese do not shake hands when they first meet, so resist the urge to give a warm, firm handshake upon meeting. Rather, bowing is the correct greeting method. Remember too that when you are in a meeting, remain standing at your seat until the highest-ranking person tells you to sit down. When the meeting is done, wait until this person first stands up before you stand up.
Japanese businesspeople like dealing with compromising, sincere and quiet individuals. They see extroverts as arrogant and brash. Negotiations early on remain indirect, non-threatening and humble. Do not openly disagree and do not put anyone on the spot. Be sure to hold of concessions until the end of the proceeding. If you make them too early, they might question your integrity.
Being extremely courteous in a business meeting. The Japanese use manners excessively, sometimes to the point where someone from the West would think that they are overdoing it. Also when conducting business with the Japanese, it is a must that you be as gracious as possible.
In the business culture of Japan, the higher your status in a meeting, the closer you ought to be seated to the ‘head honcho’ of the host company. This is the way companies in Japan motivate their workers to keep the status they have attained as they work for a higher status.
Before you attend the meeting, it is thought to be good form to give a comprehensive presentation of your business literature. Include client articles and testimonials. This lets the Japanese attendees in the meeting prepared well. Follow-up after the meeting with a thank you letter and don’t forget to keep communication regularly, including sending seasonal cards for greeting.
There is a Japanese culture that once you have established closer relations, a trip to the bar follows a day’s discussion. This usually means men only, though. Remember that it is going to be considered very rude if you don’t go after being invited.
When you receive business cards in Japan, it is a must to do say thank you, ‘hajiememashite,’ and receive it with both hands. There really is a degree of the ceremony when exchanging business cards in Japan. Cards are thought to be representatives of the person and need to be treated with respect.
In the business culture of Japan, it is not appropriate to wear anything that could be thought of as flashy. Wearing anything that makes you stand out apart from the team might be viewed as an offence by the business standards of Japan.
For men, dark-coloured business suits in black, blue or grey are acceptable. Women should wear business suits that include a jacket and a skirt. Pants are not acceptable for women to wear in a business set-up.
An important part of doing business in Japan has to do with gift-giving. You won’t be expected to give gifts at the beginning of a meeting. Properly wrapped small cakes and good quality chocolates are some great gifts. The protocol is not to open gifts the moment you receive them.
In the event you are going to be late for the meeting, the right etiquette would be to call an hour before the time you are supposed to be there and re-schedule. Arriving ten minutes before the meeting at the location is what professionals are expected to do.
Be conscious of facial expressions and body language. Since the Japanese are so polite, they sometimes feel it is rude to say ‘no’ to requests that they actually have no intentions of fulfilling. You will know what they really mean by watching their body language closely.
In a meeting, you will need to resist the urge to break long silences. The Japanese don’t mind sitting in silence. They have even been known to use this to their advantage when they conduct business. Closed eyes might even accompany the silence. Never attempt to break or interrupt the silence.
After work hours, Japanese professionals may entertain partners in business and this usually happens at a restaurant. Unlike meetings for business, Japanese view drinking as a method of relieving the stress of the workday, so it is acceptable to drink at dinner especially during the toast, or the ‘kampai.’