If you want to do business in Japan, you need to be scrupulously aware of cultural differences, the importance of status and expected behaviour. By brushing aside any traditional customs, you are almost assured of not getting what you want. The etiquette surrounding business deals in Japan has been built up over generations, and at the very least you need to understand some of these.
The first thing you need to know is that meetings are always bound by formality. When you meet for the first time, you are expected to introduce yourself using your full name, your company name and the title you hold in the company. You will be introduced to your counterparts in descending order of importance. Take careful note.
Japanese people bow when they are introduced to show mutual respect. As a foreign traveler you will not be expected to bow, but may notice that Japanese business people will nod their head while shaking your hand. This nod is a modification for Westerners to the bow of respect. Most top Japanese businessmen will be well aware of Western customs, but still expect symbolic gestures from you.
You should always have a business card, preferably a bilingual one with Japanese script on the one side of the card. Make sure this is correctly translated to avoid any embarrassment. A business card is always presented with both hands. When you receive a card, you are expected to study it, or at least take note of it. To simply put it into your pocket will be seen as rude and undermining the importance of your host.
Your dress is also vitally important. However hot it may be during summer in Tokyo, men should always wear a conservative suit and tie. Woman should also be dressed in conservative tailored clothing. Whenever you are in doubt of what dress would be most suitable for an event, opt for a conservative outfit and you won’t go wrong.
The exchange of gifts is an accepted custom in Japan and is not seen as a bribe or being over-friendly as it might be in the west. The gifts do not have to be expensive, especially if this is a first meeting. The safest gift would be a modest item with a company, wrapped respectably. It is important that the gift does not include a set of 4 items, as the number 4 in Japanese sounds like the word for 'death'.
Throughout your discussions, you have to remember that Japanese businessmen do their deals on the basis of relationships and not only the information presented at a meeting. Establishing a mutually respectful relationship is the best thing you can do to ensure future business. Try not to ask a question that is phrased negatively, avoid looking into your counterparts eyes and do not laugh, as this indicates embarrassment. A smile is acceptable.
To be be invited to socialise after hours is an honour and should not be turned down. Although your host will pay, make at least a meek attempt to pick up the bill. He won't let you, but even your insincere attempt to pick up the tab will have looked good. Most Japanese like to drink alcohol, so make a point of joining in, even if you don’t feel like it. Don’t despair if a business meeting stretches longer than expected, the more time your Japanese colleague is willing to spend with you, the better the chances of any business success.
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