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Business Etiquette

General rules and customs for working and interacting with colleagues and business partners in Osaka.

Sections

1. General Cultural Context

Osaka is often considered the commercial heart of Japan, with a long history of trade and entrepreneurship. While the people of Osaka are known for their warmth and humor, business interactions still adhere to Japanโ€™s broader cultural norms of respect, hierarchy, and formality. Understanding these cultural nuances is key to building trust and fostering successful business relationships.


2. Professional Norms

Hierarchy and Respect

  • Japanese business culture is hierarchical, and this is reflected in seating arrangements, introductions, and decision-making processes. Seniority (both in age and rank) is highly respected.
  • Always address people by their last name followed by the honorific โ€œ-sanโ€ (e.g., Tanaka-san). Avoid using first names unless explicitly invited to do so.

Punctuality

  • Being on time is critical. Arrive at least 5โ€“10 minutes early for meetings to demonstrate respect and reliability.
  • If you anticipate being late, notify your host as soon as possible and provide an explanation.

Work Ethic

  • Hard work, dedication, and attention to detail are highly valued. Be prepared to demonstrate your commitment to the business relationship.

3. Dress Code

Formal Business Attire

  • Men: A dark suit (navy, black, or charcoal), white shirt, and conservative tie are standard. Avoid flashy colors or patterns.
  • Women: A tailored suit or conservative dress in neutral colors is appropriate. Avoid excessive jewelry or makeup.
  • Shoes: Ensure your shoes are polished and in good condition. Slip-on shoes are practical, as you may need to remove them in certain settings.

Seasonal Adjustments

  • During the summer months (June to September), the โ€œCool Bizโ€ campaign allows for slightly lighter attire, such as short-sleeved shirts without ties. However, confirm with your host if this is acceptable.

4. Communication Styles

Indirect Communication

  • Japanese communication tends to be indirect and nuanced. Pay attention to non-verbal cues, tone, and context.
  • Avoid saying โ€œnoโ€ outright, as it can be considered too direct. Instead, use phrases like โ€œIt may be difficultโ€ or โ€œWe will consider it.โ€

Politeness and Humility

  • Humility is a core value in Japanese culture. Avoid boasting about achievements or being overly assertive.
  • Express gratitude frequently, using phrases like โ€œArigatou gozaimasuโ€ (thank you) and โ€œYoroshiku onegaishimasuโ€ (a polite way to say โ€œI look forward to working with youโ€).

Business Cards (Meishi)

  • Exchanging business cards is a critical ritual. Always carry a sufficient supply of cards in pristine condition.
  • Present your card with both hands, with the text facing the recipient. Accept cards with both hands, study them briefly, and place them in a cardholder (never in your pocket).
  • Treat business cards with respect; they represent the individual and their company.

5. Meeting Protocols

Introductions

  • Meetings often begin with formal introductions. If possible, bring a bilingual colleague or interpreter to ensure smooth communication.
  • Bowing is customary during greetings. A handshake may also be offered, but it is often less firm than in Western cultures.

Seating Arrangements

  • The most senior person in the room typically sits farthest from the door, while the junior members sit closer to the entrance. Wait to be directed to your seat.

Agenda and Decision-Making

  • Meetings are often used to build consensus rather than make immediate decisions. Be patient, as decisions may require multiple discussions and approvals.

Presentation Style

  • Be concise and well-prepared. Use visuals and data to support your points, and ensure materials are translated into Japanese if possible.

6. Gift-Giving Customs

When to Give Gifts

  • Gift-giving is a common practice in Japanese business culture, especially during initial meetings or to celebrate milestones.
  • Gifts are not mandatory but are appreciated as a gesture of goodwill.

Choosing the Right Gift

  • Opt for high-quality, thoughtful items such as regional specialties, fine teas, or branded goods. Avoid overly expensive gifts, as they may cause discomfort.
  • Avoid gifts in sets of four or nine, as these numbers are associated with bad luck in Japanese culture.

Presentation

  • Wrap the gift neatly, as presentation is important. Avoid bright red or white wrapping paper, as these colors are associated with funerals.
  • Present the gift with both hands and a slight bow, and say, โ€œTsumaranai mono desu gaโ€ฆโ€ (a humble phrase meaning โ€œThis is just a small tokenโ€ฆโ€).

7. Dining and Entertaining

Business Meals

  • Business meals are common for building relationships. Wait for your host to indicate where you should sit.
  • Avoid discussing business matters until the host brings it up.

Chopstick Etiquette

  • Do not stick chopsticks upright in a bowl of rice, as this resembles a funeral ritual.
  • Use the opposite end of your chopsticks to take food from shared dishes.

Drinking Etiquette

  • If alcohol is served, wait for a toast (usually โ€œKanpai!โ€) before drinking.
  • Pour drinks for others rather than yourself, and allow others to pour for you.

8. Building Relationships

  • In Osaka, personal relationships are often the foundation of business partnerships. Take time to build trust and rapport.
  • Humor is more common in Osaka than in other parts of Japan, so donโ€™t be surprised if your counterparts use light jokes to break the ice.

9. Additional Tips

  • Language: While many business professionals in Osaka speak some English, hiring an interpreter or learning basic Japanese phrases can go a long way in showing respect.
  • Follow-Up: After meetings, send a thank-you email or note to express your appreciation and reiterate key points discussed.
  • Flexibility: Be prepared for last-minute changes or delays, as Japanese businesses often prioritize thoroughness over speed.

By adhering to these guidelines, youโ€™ll demonstrate cultural awareness and professionalism, which are highly valued in Osakaโ€™s business environment. Best of luck with your endeavors!