Business Communication: Japanese Business Etiquette for Expansion

This essay analyzes Japanese business etiquette, crucial for foreign companies seeking to enter the Japanese market. It explores the importance of first impressions, detailing appropriate attire and demeanor, emphasizing the conservative and formal nature of Japanese business culture. The essay delves into business meeting etiquette, highlighting the significance of protocol, seating arrangements, and nonverbal communication, and the importance of respecting hierarchy. It also examines Hofstede's cultural dimensions to understand cultural nuances. Furthermore, the essay addresses potential cross-cultural communication challenges, such as misinterpretations of nonverbal cues, and emphasizes the need to show respect and build strong interpersonal connections. The importance of social interactions and building relationships is highlighted, along with the importance of social outings. The essay also includes references to various sources which support its findings.

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Japanese Business Etiquette
Japan is a country that is located on an island situated in the Pacific Ocean in East
Asian with a population of 127.3 million people. The two major religions in Japan, which is
one of the key elements that makes culture, are Shinto and Buddhism and the main language
spoken is Japanese of course. The Japanese tradition dates back to thousands of years making
it one of the countries that have the deepest traditions but at the same time non-resistant to the
inevitable state of continuity and rapid changes associated with ever shifting fashions trends
and technological advancements, which continuously pushes some solid boundaries, (Alston,
2015).
Etiquette is an important aspect in Japan and therefore one has to do their best to be
familiar with the basic rules before setting foot in the country if necessary. Because of its
business culture, Japan is perceived as a difficult country to start business in by the foreign
companies that aspire to venture in the Japanese business market. Business people as well as
the local citizens of Japan are all generally service oriented making service the mainstay of
Japanese business culture. It is not common in the business culture of this country for
someone to request for, give out, or even accept tips for the services they have rendered, this
is one of the big differences between Japan and other countries’ business cultures, (Rowland
2014).
Making a Favourable First Impression
In the case where one is getting ready to attend a business meeting, they have to
consider the kind of first impression they will give. First impressions always begin with how
someone conducts themselves in public, how they speak, how they dress and every other
small thing that might not seem to matter to an outsider. An observer will tell that the
Japanese have a conservative character which is fast enough but he or she will also notice that
they are very formal in their dressing manner and mostly dress to impress. (Kunkel 2011).

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When selecting the type of business wear for a meeting, quality has to be considered. Women
are expected to dress conservatively, avoid wearing pants, as it is offensive and not carry with
you so many accessories. Women should avoid wearing high heels at all cost because they
are not considered appropriate, (Azar 2016). In Japan, one’s attire and appearance can be
associated with either having high corporate and social status or not. Japan has the highest
masculinity versus femininity score of 95; therefore as a woman with an intention to conduct
business affairs in Japan, you will have to acknowledge the fact those traits such as
effectiveness and competence. At some point, one has to take on the masculine traits,
(Hanges 2013). It is therefore important to put in a lot of effort in that area and beware of
what you are up against.
Business meeting etiquette
In an occasion of any meeting related to business or any other affairs, the Japanese
value high etiquette levels and protocol. In a business meeting, one should always avoid
being too abrasive and brash but instead observe a conservative demeanour to gain the trust
of other members of the meeting and be taken seriously whenever your opinion is required. It
is important that one avoids flashy articles of clothing or flashy pens and when required to
put something in writing, they should use the either the black or blue ink pens, not the red
ink. When you enter, the room do not be the first to sit or be the only one left sitting while
everyone else if standing, (Goldman 2014). You should follow what the other Japanese
persons are doing if they are all standing up then do the same and if they are sitting down
make sure to sit along., you should also wait to be directed on where to sit because mostly,
the seating positions signifies the status of a person. Hofstede’s six dimensions of culture
contains on that refers to the degree of inequality accepted between people with different
levels of power. You should understand your place in the meeting with the highest person in

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the rank taking the lead or the head of the table and you as a subordinate will have to sit on
one side of the table, (Vardaman 2014).
During the meeting, listen carefully to what every member has to say and
acknowledge their input and if necessary you can take notes of an idea said by someone else
for clarity to make you part of the dialogue and give every other person the impression that
you consider the events as important as everyone else. The individualism versus collectivism
dimension of culture among the six comes in handy during such situations because by
acknowledging individual accomplishments and displaying expression of your own ideas
freely will strengthen the ties you have with your Japanese host and the rest of the members
in the meeting, (House 2013 ). Another vital etiquette is when meeting your Japanese host for
the first time in person it is of great respect and importance that you first bow as it is
observed in the traditions of the Japanese and wait to see if the other party to initiate a
handshake or not. Bowing is a natural ting to them and you should not therefore assume and
just offer a hand first, although some Japanese hosts will most likely offer a handshake
considering you are a foreigner. Once the meeting s initiated, it is always considered a nice
gesture to give your Japanese host a gift and if otherwise, thank your host and each individual
involved to show them how much you appreciate the gift, (De 2013). It is not however a most
that you carry with you a gift, but it would be smart and wise to carry one anyway.
Areas for Potential Cross-Cultural Miscommunication
Use of nonverbal cues in nonverbal communication can be sometimes misinterpreted
or misunderstood in the Japanese business culture. Excessive hand gestures and using the
hands to add emphasis to words too much is to be avoided because of the reason that it is
considered an informal way of conveying your message, (Genzberger 2014). Hand gestures
also have their own meanings in the Japanese cultures for instance, the hand sign that is used

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to indicate okay in some other western countries actually means something else in Japan; it is
a hand signal for money. In Japanese business etiquette, a smile carries many different
interpretations and should therefore be done carefully not to send the wrong message in some
business situations, (Engel 2013). Lastly silence is embraced in Japan and therefore one
should not feel uncomfortable when suddenly the meeting room goes silent for some time as
it one of their things. There are certain unspoken cultural expectations and rules that everyone
needs to learn before going to Japan and should be able to cope with anxiety because there
definitely will be times when anxiety kicks in, this is explained in the uncertainty avoidance
index among Hofstede’s six dimensions of culture, (Javidan 2013). The appropriate signs
have to be well understood and the nonverbal communication in the business context
interpreted carefully. (Kunkel 2011). Show the Japanese an effort that you are trying to
understand their business etiquette and their culture.
In general, despite the fact that they are usually very nice and forgiving towards
foreigners, they deserve the respect which will put you in their favour and a better position
with them in future. For the reason that a foreigner may not be part of the core Japanese
family, one should strive to develop a high interpersonal connection to their Japanese host
and take full responsibility of their actions and consequences as well as that of others; this is
the second of Hofstede’s six dimensions of culture.
A heavy emphasis on personal relationships is one of the key concepts shaping the
Japanese business customs and culture and it is common knowledge that social interactions is
the basis of building any kind of relationship. Being a foreigner who is looking to establish
and build a strong business relationship with the Japanese stakeholders, one has to keep in
mind that there are rules to be considered and understood. In a social context where one is
invited out for a social outing after a business meeting, turning it down is not a good idea and
they should therefore make it possible enough to go. Building the right relationships fir future

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businesses somehow depends on how one interacts socially away from the business
environment such as the workplace. When alcohol is involved, try to drink a little bit even if
you are not a drunkard and never serve yourself a drink but rather wait for another person to
do it for you. The indulgence versus restraint dimension comes in picture at this point where
people give themselves chances to enjoy themselves and have fun outside of work, (Dorfman
2013). They also put in more time in leisure activities in Japan and drinking is one of the
things that people there love to do when relaxing and interacting socially.

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Azar, R. C. (2016). Navigating japanś business culture : A practical guide to succeeding in
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De, M. B. (2016). Japan: Understanding & dealing with the new Japanese way of doing
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Kunkel, L. M. (2011). International Business Etiquette and Manners: An Investigation of the
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upon Communication and Working Relationships. München. 54(9), 78-80

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Roberts, J. (2015). Business etiquette: your questions and answers. Richmond, Trotman
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