Business communication assignment about Japan

CONTENTS
I. Introduction …………………………………………………………………………...
II. Business Factors ……………………………………………………………………….
1. Background of Japan.……………………………………………………………..
2. Main values & Beliefs.……………………………………………………….........
2.1. Hierarchy of respect in business
(Confucianism)............................................
2.2. Collectivism (Shinto)..........................................................................................
2.3. Professional & Meticulosity (Buddhism).........................................................
3. Communication Style……………………………………………………………..
3.1. Language……………………………………………………………………….
3.2. Verbal
Communication………………………………………………………..
3.3. Nonverbal Communication……………………………………………...........
3.4. Written Communication……………………………………………………...
​4. Business Etiquette and Protocol………………………………………………….
4.1. Time Orientation…………………………………………………………….....
4.2. Formality…………………………………………………………………….....
4.2.1. Business Attire…………………………………………………………...
4.2.2. Business Meetings…………………………………………….................
4.2.3. Personal Space and Touching…………………………………………..
4.2.4. Gift Culture……………………………………………………………...
III. Conclusion…………………………………………………………………………….
1. Summary…………………………………………………………………………...
2. Guidelines………………………………………………………………………….
2.1. What to do..........................................................................................................
2.2. What not to do....................................................................................................
2.3. Take-home
message……………………………………………………………

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I.

INTRODUCTION
​Nowadays, with the access to the Internet, the dream of businesses going global has never

been more accessible. Expanding businesses internationally brings so many opportunities yet
there are obstacles that they have to deal with in order to successfully develop their market
outside the host country. Cultural difference is definitely one of the most common problems that
every business has been struggling with.
Understanding the vital role of culture in the business world is an essential step toward
success in the global marketplace. Knowing a country’s culture is a sign of respect. It also helps
to enhance effective communication and avoid unnecessary cultural conflicts.
Despite the importance of understanding cultural differences in doing business, lots of
business students of even business owners still don’t have much knowledge about this topic. This
leads to serious conflicts when working in a cross-culture environment. That’s why we
investigate the topic with the country Japan in order to help students have a deeper sense and
knowledge about doing business in Japan. The objectives of this report are to bring a brief
understanding of Japanese culture and provide specific guidelines on how to behave well in
Japanese business culture.

II. BUSINESS FACTORS
1. Background of Japan
J​ apan is an island nation in East Asia. Located in the Pacific Ocean, it borders China, North
Korea, South Korea, Russia, Taiwan, the Sea of Japan, the Sea of Okhotsk, and the East China
Sea. It is an archipelago of 6,852 islands, most of which are mountainous, and many are
volcanic.
Here are some background facts about Japan:
● Population​: 126,510,637 people (May 2020)

● Capital​: Tokyo
● Time zone​: Japan Standard Time (UTC+09:00)
● Currency​: Japanese yen (1 Yen = 215.70 VND)
● Economics​: the world's second-largest developed economy
● Language​: Japanese
Japan is considered as a high-context country which means that they emphasize interpersonal
relationships and value nonverbal expression, physical setting, and social setting. People in Japan
have a different view of how to communicate information such as the speaker’s tone, gesture,
posture, emotion and the facial expression. Thus, there are lots of unspoken rules in Japanese
culture that you will need to enquire to behave suitably.

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2. Main values & Beliefs
​ Japanese people as a whole follow three main religions: ​Confucianism, Shinto, ​and
Buddhism​ and to a very large extent, the values imparted by these religions can be seen in the
way the Japanese carry out their business. Thus, it is not only the history and culture that have an
influence on the business environment in Japan, but the religious values also have a big impact
on the business dealings in Japan.
2.1. Hierarchy of respect in business (Confucianism)
Due to the influence of Confucianism, Japan culture finds it is important to show humility
and respect to the people with higher social standing or the older. For example:
● During the conservation with a person with high social status such as a director,
politicians, superior, the lower one always speaks very politely , use honorifics such as:
-​dono, -senpai ,-sama​ and bowhead to reflect their respect and modesty.
● Sometimes, when having a meal in a restaurant, they will order the same food as their
boss (so as not to offend him).
2.2. Collectivism (Shinto)
High-context cultures tend to prefer group values, harmony, and group decisions. The

Japanese culture follows a more collectivist kind of approach in their daily life as well as their
work-life, where they believe that working together would yield much better results “​United is
power​”. For Japanese people, decisions are made together, almost always through consideration
and consensus. Most of the Japanese identify themselves as a member of a group. They put their
benefits of the group above their own and maintain strong ties and obligations to group members.
When their workgroup gets an achievement, nobody is singled out for his goals, rather the whole
group is recognized and rewarded. In some situations, you are better than entire members, you
can easily finish the work. However, if you do everything without consulting with each and
every member of the workgroup, your achievement would be valueless. In Japan, group
leadership is more highly regarded than individual initiative.
For Example:
● For businessmen who work in Japan, if they try to motivate employees at a Japanese
company, they need to use group rewards and group work in order to be a successful
leader.
● Foreigners must gain acceptance from the group before they can have an influence on the
decision-making process.
● Once a decision is made, everyone will follow it and there are no more personal opinions
to get in the way of the decision.
2.3. Professional & Meticulosity (Buddhism)
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​ uddhism has a big effect on the evolution of Japanese society and has a cultural influence
B
on this day. Japan is not the country for someone who is a rule-breaker. In addition, the Japanese
consider that “Nothing lasts forever”, every problem may pop up anywhere, anytime, therefore,
everyone always has to be willing to face all types of challenges from the outside and know how
to deal with the problems out of their imagination. It’s the best way to be perfect. When you
conduct business in Japan and cooperate with Japanese people, do not feel uncomfortable
because of their meticulosity. Just follow them and pay attention to the smallest details, and

strive to perfection.

3. Communication Style
3.1. Language
​More than 99% of Japan’s population uses Japanese. Japanese is the sixth language that is
most spoken in the world. Most people speak a standard language based on Tokyo language but
some communities use their regional language .
There are 3 levels in Japanese language based on politeness.
● The first is informal or casual language (Kudaketa nihongo) which is used when the
speakers talk to someone in the same rank or close relationship.
● The second one is formal or polite language (Teineigo). This speech is used when talking
with the person in a higher rank.
For example :
Higher rank

Guest

Customer

Employer

Lower rank

Host

Salesman

Employee

● The last level is honorific language (Keigo) -the highest level which is used when

communicating with someone significantly higher in rank.
3.2. Verbal Communication
​Japan is a high context culture so they tend to play with words. It is considered hasty and
clumsy when communicating too directly. Instead, the Japanese often speak indirectly with
passive voice.
In business, there is a famous Japanese phrase “ hear one understand ten”. When a Japanese
person is speaking, you feel that you have only heard "one," and you want to know what was left
unspoken. Be sure that you will ask non-threatening questions, such as: "Please explain more of
the background; Is there any more information you need?; Is there anything I should be careful
about?; Do you have any advice for me?; Can you define that term for me, please?" In this way,
you can gather more information.

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Another thing you should remember is the Japanese rarely say “no” when turning down
offers. Saying “no” directly is considered very rude in their culture. Therefore, focus on hints of
hesitation is very important. For example: You can hear “that’s difficult” or “that’s a little”
instead of saying “no”.
3.3. Nonverbal Communication
In Japanese culture, the use of non-verbal communication is used more than verbal
communication.
● Bowing:​ Bowing is a way to show respect in Japanese culture. People bow to their elders,
people of status, or people they regard highly. It is important not to slouch over and curve
your back when bowing; nice, straight posture shows that you are putting on your best for
the other person. Here is some advice for bowing in business:
=> Men should bow with their hands and arms at their sides, while women bow with their
hands and arms in front of.
=> You should bow to the most senior businessman first and do so as low as he does.
● Touching:​ Avoid physical contact such as hugging or kissing the cheek. You can use

handshakes upon meeting but without no eye contact.
● Making eye contact:​ To us, eye contact means confidence. However, eye contact is
considered rude to Japanese people. When talking, they often look down or off into
space. Staring someone or else is perceived as rude.
● Sitting:​ It is unsuitable when sitting with your legs crossed, ankle over knee, or slouched.
The appropriate way to sit is erect with both feet on the floor.
● Nodding:​ Nodding in Japan does not mean that they are saying “yes;” instead, it only
means that “Yes, I am listening”. The reason they do this is because they believe that
nodding shows respect and politeness to the speakers.
● Pointing:​ If you want to call attention to something, you should use the whole hand
instead of using the index finger. Pointing at someone or something with your index
finger is considered very rude in Japan.
3.4. Written Communication
Written communication is an important form of business communication in Japan. Writing
in the Japanese business without showing a clear understanding of cultural protocol may
inadvertently complicate your relationship with the company.
​Some etiquettes for email:
● Names​:​ Similar to addressing someone in America as “Mr” or “Ms”, you should attach
the honorific “-san” after the receiver's name when sending emails to Japanese.
Remember not to use “Mr/Ms” and “san” together.

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● Stringing:​ ​ It's actually considered rude in Japan to continually take a new message onto
an older one.
For example: The responses often look like “Re:re:re:re:subject.”. So the advice is to start
a new email instead of using the reply-all function on the old email.
● Keigo speech​:​ You should try to use the highest, most polite level such as Keigo speech
to express respect for your partner.

4. Business Etiquette and Protocol
4.1. Time Orientation
​Japan is a monochromatic time-oriented society. Punctuality is a minimal and important rule
in the business environment in Japan and always highly appreciated. In appointments or
negotiations, if a person is late, they will be considered irresponsible and lack respect. When
conducting business in Japan, don't be late for all appointments, regardless of their formality, is a
show of respect, so any event of being late requires you to forewarn and have an apology. In
Japan, it is better to arrive 10 minutes early.
For instance:
● In Japan, if you were told to go to your company at 8 am, and you arrived just on time,
you would be considered as late. Because it is common for people to arrive 10 minutes
before the time they are told to come. When you are told to come at 8 am, it means that
your boss expects you to be able to start working from 8am , not from 8:10am. Therefore,
you are expected to come before the time you are told to come and prepare yourself to
work.
4.2. Formality
4.2.1. Business Attire
​ ​Japanese business culture is often extremely formal in their business attire. When
approaching a meeting with Japanese clients, what you wear is quite important, it's called the
first impression. Here are some general messages that will help you to impress and gain respect
in the working environment in Japan.
● Keep it formal​: Almost all Japanese companies maintain a formal office atmosphere.
Therefore, casual clothing is not suitable. Most people stick to this by wearing simple
black, grey or navy suits and avoiding colours in order to avoid drawing too much
attention to yourself.
● Keep it simple:​ Accessories should be limited and eccentric hairstyles aren’t a good idea
in Japan.
● Do not dress in a sensual manner​: Japanese business attire is very conservative, a
quality suit will be better and make you become more elegant.

● Do not wear:​ a dark suit, white shirt, and dark or near-black tie since that's memorial
service clothing.
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● Avoid​ wearing too much perfume.
● Avoid​ bright colors or patterns
4.2.2. Business Meetings
Japan’s business traditions are unique and may require some things, the way you did business
in another country will not work here. Here are some tips for a better-doing business in Japan.
● When meeting someone for the first time, attempt to present yourself in Japanese, even if
you can't talk the dialect fluently.
● When the Japanese debate, they are not directly confrontational. They try their best to
maintain harmony and see the argument from the other person's point of view to twist the
logic to get the opponent to see things their way.
● Building the value relationship and harmony is essential in Japan, avoid hard-selling,
high- pressure salesmanship tactics, any sort of conflict or any confrontation.
● Starting with small talk topics helps establish and maintain a base for the relationship,
after that topic about business matters can begin. It is better to let your host begin the
business discussion.
● Business card exchange is considered a formal ritual. During a business card exchange,
the Japanese will present it with both hands, and prefer to receive business cards the same
way, as it is a sign of respect. Finally, do not write any notes on another person’s business
card and play with or bend the business cards; it is considered rude.
4.2.3. Personal Space and Touching
​Space is essential to the Japanese, they do not like to be crowded, nor do they like to be
touched by strangers. Therefore, when you do business in Japan, let’s remember some pieces of
information below:
● Japanese people tend to favor standing at arms lengths from one another. Two and half to
three feet is usual. When they meet strangers, this distance could be farther.

● In a public area such as: a restaurant, an elevator, the subway, a market, etc. Here,
personal space can be limited, and pushing up against one another is quite obvious.
● Nearly no touching between men and men, women and women, and men and women
whereas talking. In social circumstances, like drinking together, it is more common.
4.2.4. Gift Culture
​ Gift-giving plays an important role in the business culture in Japan. In Japan, gifts are given
not only between family, lovers or friends as other countries, but also within Japanese businesses
or between corporate partners and customers. However, gift-giving among business associates is
not common practice in Japan at a first business meeting.
● If you are invited to a Japanese house, it is suitable for bringing flowers
(not white-flower), chocolates, cakes, or even expensive fruit like melons.
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● Gifts should always be nicely wrapped and carried in a bag before being given.
● Gifts are not to be opened when they are received. It is best to do this in private.
● Gifts in sets of four are usually avoided because it is considered an unlucky number (the
Japanese word for four is pronounced the same as the word for "death").
● When handing over a present, both the gift giver and recipient use both hands.

III. CONCLUSION
1. Summary
​In this report, we have discussed all about Business Communication in Japan, with aspects of
business culture: ​Main Values and Attitudes, Communication Style, Business Etiquette and
Protocol.​ We mention five dimensions of culture, they are ​Context, Individualism,
Communication Style, Time Orientation and Formality​ in order to support our point more
clearly. Japan’s unique culture is considered to be the biggest obstacle for foreign businesses that
want to do business in the Japanese market. Japanese culture values modesty and humility.
Japanese people rely on facial expression, tone of voice, posture, and gesture to show their
feelings. They often use non-verbal messages more than verbal messages because words can

have several meanings. The context sometimes affects the meaning of the words also. And we
can conclude that Japan is a high context culture. Japanese culture is collectivistic culture.
Individuals often perceive themselves to be members of 'groups' rather than autonomous actors.
In Japan, attitudes towards punctuality are very strict. In addition, when doing business in Japan
it’s important to have a deep understanding of people and culture in Japan. Conveying respect
through your behaviour, etiquette and body language is key, always remember that compromise
and self-discipline are an important part of conducting business in Japan and success is achieved
by using sincere.
2. Guidelines
2.1 What to do
● Learn Japanese , politics, history, and other aspects of the culture.
● Build a strong network of dependable relationships.
● Practice introducing yourself in Japanese before meeting your partners.
● Remember that: On-Time = 10 Minutes Early, punctuality is key in Japan.
● Learn about Japanese etiquette for receiving Business Cards.
● Understand the real 'yes' and the real 'no' because it’s not always the way you see it and
the way you hear.
2.2 What not to do
● Avoid praising a single individual.
● Avoid physical contact: hugging, kissing the cheek.
● Do not read a Business Card.
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● Do not forget the Hierarch.
2.3. Take- home message
● Saying No in Not-so-many Words
● Smiling and harmonic
● Collectivistic cultures
● Be professional

● Be punctual
● Be polite
● Be honest
● Be modest

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REFERENCES
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Japan
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Retrieved from ​ />10. Nina Evason. (2016). ​Japanese Culture.
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