Cross-Cultural Business Meeting in Japan: Etiquette and Strategy

This essay examines the challenges and strategies for a successful cross-cultural business meeting in Japan, focusing on the case of Mary, who is planning to expand her food venture. The essay delves into the critical aspects of Japanese business etiquette, including bowing, business card exchange, and appropriate behavior in various settings. It highlights the importance of understanding cultural differences, such as the collectivistic nature of Japanese society and the emphasis on saving face. The analysis offers practical suggestions for Ms. Mary to ensure successful negotiations and build trust with her Japanese counterparts, emphasizing the need for sincerity, respect, and effective communication. The essay also contrasts the Australian and Japanese business cultures, providing insights into how to bridge the cultural gap and foster productive business relationships.

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

respect. Sometimes there could be a combination of bow and handshake; in such a case, one should
avoid bumping heads. One should refrain from putting 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

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
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