People form an image of their counterpart within the first few seconds of an encounter. If this turns out badly, you will have a hard time correcting it afterwards. It is therefore very important to focus on these first few seconds. The first step is the greeting. The Japanese do not shake hands, they bow. The higher the other person’s rank, the deeper the bow. This may seem medieval to us, but the question arises as to how Europeans should behave. Well, it is not absolutely necessary to bow. An implied bow or a dignified nod of the head is sufficient. After all, the Japanese also know that people greet each other differently in Europe. If your Japanese business partner extends his hand to you, he will apply this knowledge directly. However, do not expect a Teutonic handshake, but rather a light one. Likewise, you should not shake hands too firmly yourself. As you don’t touch strangers in Japan , the Japanese jump over their shadow, so to speak, but want to do this as discreetly as possible.
Who is who? – Business cards provide information
The first rule is: bring enough business cards with you to Japan – or stay at home. Depending on the length of your stay, you should definitely bring more than 100. Also make sure that the business card contains more information than just your name, telephone number and address. Titles are important! If necessary, invent a nice-sounding title that will open doors for you. Flat hierarchies with purely functional titles are not the Japanese thing. The Japanese want to be able to assess who is where in the hierarchy based on the information provided by their counterparts. It is therefore a great advantage to use bilingual business cards (English/Japanese). However, please do not use Google Translator for the translation into Japanese in order to save money, but have this done professionally. You can also make it easier for your Japanese business partner to pronounce your name using the Katakana syllabary. This will give you a “face”.
Handing over the business cards – a mini-ceremony
Since business cards are very important, it is obvious that they should not simply be pressed into your hand. Etiquette demands the following: Business cards are handed over standing up, with both hands. If this is not possible, use your right hand. Hand over the card in such a way that your Japanese partner can read it directly without having to turn or rotate it. There should also be nothing between the person handing over the card, e.g. a table, a chair, etc.. When you receive your partner’s card, do not simply put it in your shirt pocket, but study it carefully, holding it with both hands. Make a few appreciative remarks about the company, position or even the location of the company. If you then use the polite phrase “Yoroshiku onegai shimasu” after exchanging the cards, you have mastered the ceremony perfectly.
Do you have an idea of the performance?
With a partner, everything is clear, but it is rare that there are only two of you, especially at the beginning of a business relationship. In groups, the lower-ranking person introduces the higher-ranking person first, in the order of the hierarchy. The highest-ranking person comes first. Do not push ahead! Simply addressing someone higher up the hierarchy directly is an affront. There is an exception if the groups are large and of similar rank, in which case you can introduce yourself one after the other.
Small gifts preserve friendship
It is appropriate to present a gift, especially at the first meeting. This is usually done before the meeting by two representatives from your group. Take something typical from your home country or something else that is appropriate for the situation. It should be something exclusive, especially for the first meeting. Also make sure that enough gifts are taken along, e.g. one for each of the top three managers. Gifts that can be consumed are also good, such as a fine brandy or cookies and sweets. In any case, every gift must be beautifully wrapped. The gift is not usually opened. Otherwise you could lose face if the gift is not appreciated. If you describe what the packaging contains, the Japanese may ask if they can open it. Of course you will then say yes. According to Japanese custom, a gift is a request for a favor, in this case to open a business relationship. But no gift comes without a gift in return. The Japanese usually receive yours after the meeting, so don’t be impatient. Once a business relationship has been established, it is sufficient to exchange gifts only on special occasions.
Clothes make the man
Germany is currently practising the abolition of the tie quite successfully. If you go to Japan, you should dust off your ties, because business life in Japan is a formal affair. Also look for more conventional suits. Women should wear suits or trouser suits and make sure that the skirt is not too short. Wear stockings with them. Once the official part is over, the Japanese host will give the signal that the dress code can be relaxed, e.g. by loosening ties or removing jackets.
Punctuality – the courtesy of kings
While the rest of Asia has a more relaxed attitude to time, in Japan it is absolutely essential to be punctual. Both Japanese and Germans share the view that it is impolite to keep your partner waiting. If there is a delay, be sure to inform your partner.
Table manners – definitely with a background noise
Of course, people also go out to eat together. Unless it’s a formal lunch, the Japanese waste very little time on this. There are two things to bear in mind, which our parents in Germany have driven out of us. Firstly, the Japanese like to slurp, especially when it comes to soups. And secondly, it is an affront to blow your nose. The Japanese prefer to “pull up their snot”, which seems strange to Germans. If reaching for a handkerchief is unavoidable, they do it on the way to the toilet.
Of course, you will also have to eat with chopsticks. Never use them vertically, as this is how you sacrifice rice to the dead. If you put them down, put them on the designated tray (hashi-oki). At a formal dinner, take more time. Those who take care of themselves will put a lot of effort into the choice of food. So try everything and don’t be sparing with compliments about the cuisine, even if it is a “white lie”.
As far as the bill is concerned, it’s simple – in Japan, the Japanese pay because you are a guest. Unless you have explicitly extended an invitation beforehand. Then you should also prepare the restaurant accordingly. Payment is not made at the table, but in the background by someone lower in rank.
Bars, alcohol, karaoke – the amazing universe of the Japanese after hours
After dinner or after work, the Japanese often go to a bar or karaoke, where they sing their favorite songs with fervor. The purpose of the whole thing is that Japanese people also want to let their masks slip. The entire day consists of rules that must be meticulously adhered to. Even the Japanese can’t keep this up all the time. Alcohol then helps them to open up and show their true character. As a foreigner, this means that you should definitely join in. Even if the reasoning may seem a little bizarre to us Europeans, these encounters serve to build trust. They also allow you to openly address points that should not be raised in the official meeting in order to maintain harmony. Last but not least, these events are opportunities for an informal exchange and to find out what is really going on. One more hint: the host always makes sure your glass is full. So if you have had enough, you should leave the full glass. Conversely, this means that if you refuse to drink, this can be interpreted as you want to hide your character. This is of course miserable for building trust, without which nothing works in Japanese business life. You can only escape if you have a doctor’s prescription not to drink alcohol or if you are pregnant.
Tip
Speaking of drinking – tipping is not customary in Japan.
Last but not least
These small tips should give you an initial idea of how to behave in Japan. Of course, there are many more things to consider that would go beyond the scope of this article. Hopefully it has become clear how important it is to prepare well for a visit to Japan. Do not rely on the fact that economic globalization will also lead to a globalization of etiquette, even if this may be the case in exceptional cases. First impressions count! If you follow these rules, you can avoid this pitfall in the first place.
