When working in Japan, it’s important to know Japanese business manners. These manners can be very different from those in other countries. If you’re not aware of Japanese business manners, you might accidentally offend others or cause problems at work.
However, by familiarizing yourself with these customs, you can build smoother relationships and make your work experience more positive. Please make use of this information.
For other articles regarding Japanese culture, please refer to the links below.
Table of Contents
Chikako Higuchi
Expert in Etiquette and Communication;
Former Shiseido Beauty Consultant. At Shiseido, gained deep expertise in hospitality, aesthetics, and understanding customers’ needs. Moved to KidZania Tokyo, a job-experience theme park for children, to share these skills. Earned the Outstanding Supervisor Award for delivering courteous service and led staff etiquette training.
Later, trained over 20,000 people in etiquette across the country. Involved in publishing, writing columns, supervising magazine articles, and appearing in the media.
Chapter 1: Punctuality
A. The 5-Minute Rule
B. Meet Deadlines
Always meet deadlines for submitting documents or delivering products. Missing deadlines or being late without notice damages trust. Repeatedly doing this can cause others to see you as unreliable and hurt your business reputation.
If you think you might miss a deadline, tell the other party early and let them know when you will deliver.
Chapter 2: Respect Age
Japanese business manners include respecting seniors. Use polite language and behave respectfully toward those in higher positions. The idea of “senpai” (mentor) and “kohai” (junior) is important. Even if someone has just one more year of experience, treat them with respect as a “senpai.”
This respect also extends to job positions. Many companies promote employees based on age or length of service rather than performance. This system, known as “nenko joretsu,” often places older employees in higher roles.
However, this is changing. Concerns have arisen that talented younger employees may miss out on important roles and fair rewards. As a result, companies, including big banks and startups, are moving towards promoting based on skills and achievements.
Even with these changes, it’s still important to follow Japanese business manners and show respect to older people in any situation.
| English | Kanji | Romaji | Hiragana |
|---|---|---|---|
|
Mentor |
先輩 |
senpai |
せんぱい |
|
Junior |
後輩 |
kohai |
こうはい |
Chapter 3: Value harmony with colleagues
In Japan, Japanese business manners stress the importance of teamwork. Focus on working well with others and achieving results as a team rather than individually. Everyone’s role helps the organization succeed.
While personal goals are important, follow the organization’s rules and work together.
To maintain harmony, many companies emphasize three key types of communication: 報告 (Hōkoku), 連絡 (Renraku), and 相談 (Sōdan).
報告 (Hōkoku)
- Report progress and completed tasks regularly to your supervisor after receiving instructions.
- Quickly inform your boss about important issues or problems.
連絡 (Renraku)
- Share necessary information with everyone involved in the task.
- Ensure all relevant people are informed and up-to-date.
相談 (Sōdan)
- When unsure about a decision, seek advice from the appropriate person instead of solving it alone.
Also, avoid conflicts and strong self-assertion. When opinions differ, acknowledge the other person’s view and then share your own. Use phrases like “I understand your point. I think…” to keep conversations smooth and respectful.
Chapter 4: Value Discussion
In Japan, Japanese business manners value thorough discussion in meetings. It’s important that everyone agrees before moving forward. The goal is to work together, rather than rushing to conclusions.
Meetings often take longer because they involve hearing everyone’s opinions and discussing until everyone is satisfied. Sometimes, a “majority vote” may be used, but it’s still important that everyone agrees.
If you’re used to a faster pace, this slow approach might feel frustrating. Remember, this is part of valuing teamwork and cooperation.
Chapter 5: Deliver High-Quality Products in the Best Condition
In Japan, Japanese business manners focus on providing products and services in the highest quality and best condition. Companies carefully check their products to ensure they are free from defects before delivery. Delivering the best quality is seen as both a responsibility and good manners.
Both companies and customers are very aware of defects. It’s unacceptable to give customers faulty products or cause inconvenience. If problems arise, companies must apologize sincerely and fix them immediately.
This may be different from practices in other countries. For example, in Japan, web developers often fix all issues before delivering a product, while in other countries, they may fix minor errors after release.
Although this approach might be different from what you’re used to, it helps reduce problems after delivery.
Chapter 6: Separate Work and Personal Life
In Japan, many people prefer to keep their work and personal lives separate. Japanese professionals are careful about their work relationships and strive to be polite and cooperative while achieving results. This can be demanding, so they often want to relax and enjoy their private time.
Recently, especially among younger people, there is a tendency to dislike personal questions. In workplace relationships, people might feel that there’s no need to be as familiar as friends. Asking about personal matters like what someone does on their days off or their romantic life can be seen as intrusive.
Additionally, introducing family members or having them join work events is rare in Japan. It’s uncommon to invite colleagues to your home or have family join work-related meals.
Given this, it’s best not to probe into personal matters when you first meet someone. Many people may feel uncomfortable with rapid deepening of relationships.
This might seem surprising to people from other countries, and it might feel lonely. However, forming close friendships at work over time is common. Some people do want to build close relationships with colleagues, and in some workplaces, people become like family. It depends on the individual relationship and its depth.
Chapter 7: Pay Attention to Your Appearance
In any job, maintaining a neat appearance is a basic form of etiquette. It’s not just about personal style but also about showing respect to others.
The saying “Fashion is for oneself, while appearance is for others” highlights this idea. In business, grooming your hair, shaving, and applying makeup is not just to look good; it’s about making others feel comfortable when interacting with you, even in online settings.
Focus on these three key points:
Cleanliness
- Standards may vary by company, but cleanliness is universally important. Aim for a clean and polished look.
- Ensure your hair is groomed, clothes are wrinkle-free, and shoes are polished.
- Pay attention to body and breath odors; strong perfumes should be avoided or used sparingly, as Japanese people can be sensitive to smells.
Functionality
- Choose a style that is practical and comfortable for work.
- Avoid hairstyles that need constant adjustment, long nails, or uncomfortable shoes that could hinder your work.
Harmony
- Workplace Fit: Dress in a way that suits the work environment. Strongly individualistic fashion may be inappropriate in some settings.
- Overall Coordination: Ensure your outfit is well-coordinated. For example, wearing sneakers with a suit or carrying an outdoor backpack may not be appropriate.
Chapter 8: Summary
At the core of these practices is the Japanese value of “wa,” or harmony. This principle emphasizes maintaining harmony with those around you. Therefore, in communication, behavior, and work methods, showing consideration for others is essential.
While these practices might sometimes feel frustrating, they ultimately facilitate smooth operations. Embrace these differences positively, as they contribute to a more harmonious and effective work environment. I hope this article is helpful to you.
