The 5th International Conference

The first thing to remember is the Group Orientation. ‘Altruism, team-work and group cohesiveness are all areas greatly stressed within Japanese society. Individual identity is defined by the social group’ [1]. This means you have to be ready to show your self-discipline and ability to compromise. Much attention is paid to the hierarchy. ‘Hierarchical structures classify an individual's position within a group and in society’ [1]. Top posts in the company may be occupied only by the people with the high status which is determined by family background, education, employment experience, age. The system of hierarchy dictates due respect to those of the higher status. Respect can be demonstrated by means of etiquette, namely: language, body language and other subtle forms of non-verbal communication.

When you start doing business in Japan, you must be a real professional in your field. Bows are typical for greeting in Japanese society, but if you’re a European, it’s not necessarily for you to bow; you may be greeted with a handshake. When introducing yourself, say your full name first, followed by the name of your company. You should always be ready to exchange business cards, which is a kind of ceremony in Japan. First, your business cards must be one side in Japan, should be kept in the inside pocket of your jacket and contain information of the name of your company, your position within the company. ‘When exchanging, offer your card with both hands or just the right hand. Present Japanese side up. Ensure there is no barrier between you and the recipient such as a table, chair or plant. When accepting always use two hands as this shows deference’ [2].

Usually, successful relations with Japanese partners depend on three key factors: sincerity, compatibility and trustworthiness. ‘Sincerity means that you are compromising, understanding and you want to conduct business on a personal level. Compatibility is established when you are seen to be concerned about the personal relationship, the well being of the company and not just focused on financial gain. Trustworthiness relates to the faith put in you to protect from loss face ‘[3].

In order not to offend the interlocutor, Japanese usually avoid direct or explicit statements.

They expect their partner to be competent, well-informed and experienced. So if you negotiate with representatives of this nation, be ready to understand more than it is said. Japanese are implicit communicators and this assumes as the proverb says: "Say one, understand ten," i.e. you will be expected to understand nine additional points to anyone made [4].

If you make an appointment with Japanese, be sure to make it several weeks in advance.

Japanese are extremely punctual and they will expect it from you. Never be late, always arrive on time. Greeting ceremony is also very important. ‘You will greet the most senior employee first and then others in descending order. The senior employee will be there as a ceremonial representative of the company. The lesser ranking attendees will usually do the talking or negotiating’ [1].

The Japanese are very detail orientated. You should be ready to answer lots of questions and lots of questions repeated in different ways. ‘Be sure to have the answers as the failure to do so will look unprofessional. Be sure to bring as much information as possible, in writing, on your company, service, product or proposal’ [1].

There is one thing that causes misunderstandings and sometimes problems. This is Japanese silence. ‘Silence is considered a virtue. If things go quiet when doing business in a meeting then do not panic. Reflection is taking place. Silence may be also be accompanied by the closing of the s.

Never interrupt or break the silence’ [1]. Do not mix up the word ‘yes’. When Japanese say ‘yes’ it doesn’t mean ‘I agree’, it means ‘I understand’.

Gift-giving is highly ritualistic and meaningful. The ceremony of presenting the gift and the way it is wrapped is as important--sometimes more important--than the gift itself.

Gifts are given for many occasions. The gift need not be expensive, but take great care to ask someone who understands the culture to help you decide what type of gift to give.

Good quality chocolates or small cakes are good ideas.

Do not give lilies, camellias or lotus blossoms as they are associated with funerals.

Do not give white flowers of any kind as they are associated with funerals.

Do not give potted plants as they encourage sickness, although a bonsai tree is always acceptable.

If you buy the gift in Japan, have it wrapped. Pastel colours are the best choices for wrapping paper. Gifts are not opened when received. [5] Resources: 47