This article discusses the cultural etiquette and communication strategies for a successful business meeting in Japan. It covers topics such as bowing, exchanging business cards, and respecting Japanese customs. The importance of understanding and adapting to the Japanese culture is emphasized for effective negotiations.
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Cross-Cultural Business Meet in Japan In the ancient times, people had to rely only that food and products that were available in the local market, and they had to opt for only those goods and services that were available within their reach. The advent of globalisation has enabled businesses to flourish in boundaries away from the domestic lands, and make their local food and products available to market far away from their local ones (Ouandlous and Narsing, 2011). The sky is the limit for someone who has successfully ventured into foreign lands and able to set up their businesses. However, it is easier said than done, as there are many factor that plays into it. First and foremost there are cultural and language barrier that one has to overcome to be able to converse freely and understand their way of working (Reynolds, 2017). As given in the case study, Mary is planning to extend her venture into Japan as she sees huge potential in the country and sure that her products will fare well in the Japanese market. However, to be successful in her attempt, she has to prepare herself well for the meeting with Mr. Moro, the 55-year- old manager of a popular store in Tokyo. She wants to make positive impact in the first meeting itselfand for this she has to acquaint herself with the business etiquette prevalent in the country. Manners are extremely significant to Japanese people. Before meeting any Japanese business associate, one should be accustomed with the basic rules. The most important part of any business meeting is to greet each other. In Japan, people follow the custom of greeting one other by bowing (Barton, 2018). The bowing varies from a gentle nod of the head (a casual or informal greeting) to a more prominent bend at the waist (showing respect). Nevertheless, a mere bow of the head from a foreigner is generally considered sufficient as majority of the Japanese do not harbour any expectations of foreigners knowing the bowing rules. Shaking hands isn’t a common practice in Japan. Ms. Mary should return a bow, and should be doing it keeping her back upright with her hands clasped in front. One should avoid maintaining eye contact. A long and deep bow signifies greater
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respect. Sometimes there could be a combination of bow and handshake; in such a case, one should avoid bumping heads.One should refrain fromputting hands inside the pockets as it conveys boredom lack of interest or boredom. Having knowledge of some simple expressions in Japanese would help fetch smiles as well as break the ice. Furthermore, being able to demonstrate awareness of the Japanese culture would facilitate a successful meeting (Dunn, 2013). In Japan, even a simple thing like the exchange of business cards requires a protocol to be followed. The quality as well as the state of the business card speaks volume about the party’s intention and conduct(Chavez, 2017).On getting a business card one must thank the other person by bowing while accepting. One should accept the card from both hands holding it by the two topmost corners to ensure that important details are not blocked. One should not cover someone’s name on the card with fingers. In case the cards are swapped while sitting on the table, the card should be placed on top of the case till the other party exits the place (Rodgers, 2019). There exists mandates regarding the way one should conduct themselves indoor in Japan which regarding the footwear.There are certain basics etiquettes to be followed in case business is conducted outside the office. One ought to remove their shoes when visiting someone in their homes, as well in traditional ryokan, dining hotels, temples, castles and other historic monuments.A woody edge or a visible shift in the flooring pattern beside a stack of slippers would serve as indication that one should remove his or her outside shoes. One should place their footwear on the designated stand else off on the corners. Entering with their socks on is accepted in case of casual settings but going in without any socks isn’t okay. So in case a person is wearing sandals, they should carry a pair of socks in order to prevent the bare feet touching the provided slippers. The wisest thing to do is to observe and let the host lead the way or follow his way.
Cross-cultural communication requires one to focus on the communication between two different cultures with the intent of comparing the two (Varner and Beamer, 2010). Cross-cultural interactions has established several hurdles in the negotiations between the Australian and Japanese cultures and includes para-language as well as the context the communication. It is precisely for these reasons that the two cultures should be compared as well as described with the help of cultural generalizations from research as the basis for comparison referred to as the cultural value dimensions (Varner & Beamer 2010). Owing to the glaring cultural differences as well as its impact on successful interactions, it is advisable that the Ms. Mary should adjust and modify her behavior to align with the Japanese style for successful negotiation. Voice quality is the way an oral speech is given and must have a pace, volume as well as ground for laying significance on certain words and the use of silences prior to key points. Owing to the issues with noise caused by para-language, it is advisable that Ms. Mary try to maintain a tone which eliminates emotional stimulation, mood or emotion as it could convey sarcasm, superiority or for that matter even a submissive tone of speaking. In order to ensure successful negotiations as well as communication, one should enunciate evidently, taking breaks in between and utilize graphic help like pictures, tables, graphs, and slides (Shonk, 2019). One should understand that the Japanese culture gives more importance to using verbal mediums and consider written communications as unfriendly and impersonal. Japanese people places great significance to face-to-face communication since it is not possible to observe the non-verbal behavior with the help of documented communications. Japanese society has shown several traits of a collectivistic society; like placing the accord of group more than the expressions of people’s opinions. People do possess a solid sensitivity of shame of a face loss. Japanese are known for their loyalty towards their organizations. On the contrary,
Australia has a highly Individualist culture resulting in a loosely-knit society which assumes that its people will take care of themselves as well as their immediate families. As far as the business world is concerned, it is expected that the employees should be self-reliant and proactive. Moreover, the hiring as well as promotion decisions are solely based on merit, achievements as well as potential to achieve ("Country Comparison - Hofstede Insights", 2019). Following is some suggestions for ensuring that Ms. Mary can be successful in the meeting and achieve future business arrangements: Avoid keeping hands in the pocket while speaking and checking phone. Priority should be given to the meeting. Do not blow nose in public. If unavoidable excuse yourself and visit the restrooms to do so. While talking avoiding making gestures with hand, especially pointing the finger or chopsticks to people The numerals ‘4’ and ‘9’ are regarded unlucky in Japanese culture, hence, one should avoid gifting gifts in sets of 4 or 9. Avoid tipping as it is regarded rude in Japan Avoid opening gifts received in front of the hosts and say a simple thanks in return. Wait till you are in private, so as to not embarrass the host. Saving face is utmost for Japanese. Do not make someone ‘lose face’ by denoting their flaws and mistakes in public. (Katz, 2013) To conclude,the cultural value dimensions as well as the components of noise have created a cultural gap and in order to make the negotiations effective, attempts have to be made to have a clear understanding on the manner in which the Japanese culture communicates. While negotiating with
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the Japanese, the Australians needs to be sincere towards the task and strive to win the respect as well as confidence of the Japanese culture members. One must act with integrity, demonstrating listening skills as well as verbal expressiveness which are vital traits necessary to build a business relationship. Bowing and showing respect is utmost to the Japanese people. Similarly, the way one handle business cards speaks volume about their conduct and intention to do business. Thus, Ms. Mary must focus on building business-relationships with the Mr. Moro and develop a rapport of trust. If the knowledge as well as awareness of the consequences leading to problem in successful negotiations are acquired, it will greatly help in making the negotiations between the two cultures more effective. Last but not the least, saving face is especially important and therefore, in the case of cross-cultural negotiations, one must abstain from unsettling the harmony of the group.
References Barton, D. (2018). Bowing In Japan - A Basic Formality. Retrieved from http://japanology.org/2018/05/bowing-in-japan/ Chavez, A. (2017). Business cards in Japan: So many rules, so easily and often broken | The Japan Times. Retrieved from https://www.japantimes.co.jp/community/2017/10/29/our-lives/business-cards-japan-many- rules-easily-often-broken/#.XK34KfZuJfF Country Comparison - Hofstede Insights. (2019). Retrieved from https://www.hofstede- insights.com/country-comparison/australia,japan/ Dunn, C. (2013). Speaking politely, kindly, and beautifully: Ideologies of politeness in Japanese business etiquette training.Multilingua,32(2). doi: 10.1515/multi-2013-0011 Katz, L. (2013).Negotiating international business. Charleston (SC): Booksurge. Ouandlous, A., & Narsing, A. (2011). Multinational Corporations And Economic/Digital Technological Divide: An Analytical Approach To Global Economic Integration. International Business & Economics Research Journal (IBER),2(12). doi: 10.19030/iber.v2i12.3867 Reynolds, K. (2017). How cultural differences impact international business in 2017 Hult Blog. Retrieved from https://www.hult.edu/blog/cultural-differences-impact-international-business/ Rodgers, G. (2019). A Step-by-Step Guide to Successful Business Interactions in Japan. Retrieved from https://www.tripsavvy.com/japanese-business-etiquette-1458300
Shonk, K. (2019). Cross-Cultural Communication in Business Negotiations. Retrieved from https://www.pon.harvard.edu/daily/international-negotiation-daily/cross-cultural- communication-business-negotiations/ Varner, I., & Beamer, L. (2010).Intercultural Communication in the Global Workplace(5th ed.). McGraw-Hill Education.