Give your expatriates the right start in their new workplace with our series of tips from cross-cultural consultant and trainer Eleonore Breukel. This month: Japan.

Japan consists of 6852 islands. The country's five largest cities are situated on the crowded island of Honshu, home to 80 percent of Japan's 125 million people.

In the past, Japan played an important role in south-east Asia. Japanese rulers frequently closed the borders from foreign influence in order to create internal harmony.

In 1853, Japan opened up for diplomatic and trade relations and became a leading player in the global economy after World War II.

Language

To learn and understand Japanese, one should be well acquainted with Japanese society.

The language has at least four different levels of politeness. Informal address may be perceived as loss of face for the speaker as well as the receiver.

Japanese are reluctant to speak informal English in the presence of their superiors.

Religion

Shintoism is a religion unique to Japan. Many people practice both Shintoism and Buddhism.

Analog and digital thinking

Japanese see each experience as a harmonious entity. Death is part of life. Bad is the result of good. People and work are one. Success is obtained through oneness or harmony. The Japanese, therefore, think in an analog manner.

Westerners separate each element of experience. Death is the opposite of life. Bad is the opposite of good. People and work are two different entities.

Success is obtained through achieving goals. It is measurable and demonstrable. Westerners are digital thinkers.

Presentations and meetings

A good presentation followed by fact and figures will not do in Japan.

The Japanese need time to get to know you and your company before any form of cooperation can take place.

Create common ground through frequent face-to-face contact in social functions like dinners.

Do not force the Japanese to think digitally by summing up the 10 points you want to discuss during your visit. Let one subject flow into the other in a natural way by saying, "Please allow me to share my vision with you".

At meetings, many people are usually present. The concept of individual responsibility is absent.

The collective-minded Japanese have roles and objectives through membership in their group or team. Decision-making is a collective responsibility.

Communication

In the Anglo-Saxon communication style, the sender is responsible for making sure the receiver understands the message.

In Japan, the receiver is responsible for understanding the message. Therefore, the Japanese ask many questions to be sure they get the whole picture.

The western "digital" speaker will perceive the analog Japanese conversation as vague and extremely indirect. In order to understand better, break down the information into fragments for yourself.

The Japanese will hardly ever use the word "no". To understand if they are intending to buy or not, you might ask, "Do I understand well that your company is not yet ready for this decision?"

The answer may be, "Indeed we do need much more time" - which you may translate as "no".

The point is to make sure nobody loses face.

Silences during conversations will make westerners uneasy. In Japan, silence is a virtue. Reflect in silence and wait until you are spoken to.

Context

Many things remain unsaid in Japan. Look and analyze not only what is said, but more so what you have seen while spending time with your Japanese partners.

The Japanese are great context readers. Do not question authority. It will be obvious to you when you need it.

Train yourself to watch and analyse all details without speaking.

Age

Wisdom and rank come with age. Pay great respect to elderly people within the organization but also in the street.

Women in business

Women may be seen in education and in medicine. Business is still very much the domain of men.

Males precede females; opening a door for a lady may imply that she is physically weak, so do not embarrass her.

Greetings

Usually the Japanese greet westerners with a handshake. However if they bow to greet you, return this bow to the same depth as you have been bowed to.

Keep your hands straight along your body with the palms to the inside.

Business card ceremony

Cards may be printed in English and Japanese. When you receive a card, it will be presented with two hands with the text facing you.

Accept the card with two hands and spend time reading it. Never write on the card, and never put it in your back pocket and sit on it.

Socializing

The Japanese get informal at the karaoke bar. During informal socialising you may talk about your wishes in the negotiations to come.

You can be sure your wishes have been communicated to those at the negotiating table the next morning.

The Japanese are excellent golfers. In many countries around the world, they have their own golf clubs.

Meals are eaten with chopsticks. Rice left in your bowl means you want more.

Tea may be served. In case of wine or beer, never fill your own glass.

Dress

Men and women dress formally for meetings and formal socialising.

Gifts

Gifts are exchanged in business on 1 January and 15 July. Gifts may be carefully selected art, golf items, imported liquor or chocolates, always wrapped in beautiful paper.

Cross-cultural consultant and trainer Eleonore Breukel is the founder of Intercultural Communication (www.intercultural.nl), based in the Netherlands.

November 2001