As an employee of ABC International, a variety of your business contacts are neither from America nor American; therefore, knowing when and how to deliver effective and well written business correspondences, will help you avoid communication blunders and image-damaging errors that often come with cross-cultural exchanges.
In addition to the common sense etiquette that comes with using your manners and being a gentleman, use these tips on cultural differences that could impact how you communicate with business contacts in Tokyo, Japan.
Addressing Your Business Contact
Drop “Mister” or “Misses” and simply add “-sama” to the last name of your business contact in formal situations and correspondences. If you are uncertain about the pronunciation or spelling of your contacts name, ask for assistance.
Introducing Yourself
Use last names at all times and do not request that clients call or write to you by your first name. When introducing yourself, business cards are an essential part of introductions and you will not be taken seriously without them. Double-sided business cards in Japanese and English are a must because they show potential business contacts that you are serious, and that you understand and respect their culture.
Writing Effectively
Write in a polite, non-offensive and respectful manner. Do not ask a Japanese business contact a question that has been phrased negatively. Eliminate jargon and excessive information and reread your correspondences before sending them to ensure that your meaning and tone are clear. In Japan, correspondences are different -- longer letters are favored.
Solving Issues or Problems
Avoid confrontations by not getting too pushy in your correspondences. Instead, try to get a confirmed date when expecting to receive an answer. At times, it may be impossible to get a straight answer from your business contact, but more than likely you will eventually get to a situation where everyone agrees if you simply “go with the flow”.
By being aware of cultural differences between Americans and Japanese, you will be able to demonstrate proper etiquette and respect for your business contacts at all times. Communicating and writing effective correspondences will show your willingness to increase your cultural knowledge and increase your clientele.
If you are a European American traveling in Italy, the cultures will seem very different. One of the biggest is the concept of time! Italians will usually be late to appointments and not think anything of it. Americans are always frantically running. They don’t want to be late to work or an event. Even if they are on time, they feel late so they need to come earlier. Neither is right or wrong, it is the culture that makes them different. Communicating across cultures is challenging. Each culture has set rules that its members take for granted. Few of us are aware of our own cultural biases because cultural imprinting begins at a very early age. And while some of a culture's knowledge, rules, beliefs, values, phobias, and anxieties are taught, most of the information is learned subconsciously. The challenge for communication has never been greater. Worldwide business organizations have discovered that intercultural communication is very important, not just because of increased globalization, but also because domestic workforce is growing more and more diverse, ethnically and culturally. We are all individuals. No two people belong to the same culture and they are not going to respond in exactly the same way. However, generalizations are valid to the extent that they provide clues on what you will most likely encounter when dealing with members of a particular
example using actively listening, giving them your full attention, maintaining eye contact. When in a professional setting, communicate with a professional demeanour and donâ€TMt divulge any inappropriate private information. However, there are also many differences and we must adapt out communication and ensure we use the appropriate language.
Polite behaviors and responses differ regionally and globally. Of course, this is no surprise. Whether you’re interacting with a cousin visiting from a different country or, as Meyerhoff describes in her book, with a waiter at a restaurant, there are highly variable perceptions of what is polite. Where an individual grew up, the values in which they were instilled, and the experiences they have had are all factors in determining what a person might consider polite.
...e as you want to be treated is a good way to make friends and do business." (Blanco 270)
The Japanese culture is based on its long rich history and change is not welcome, things are done the way they were hundreds of years ago. People also don’t tend to voice their opinions like we do here in the States. Anyone who speaks out usually isn’t given much attention and they fall back into their place and a majority of the population is fine with that. Everyone is fine with fitting in and personal opinion is not voiced out loud most of the time. There are multiple practices that are part of the Japanese culture that are not found in American culture. A few of these are bowing instead of handshake when you address someone, slurping or loud noises are viewed as polite and that you’re enjoying your food, and tipping is viewed as an insult. These practices are somewhat opposite in the American culture, we are much more different than some people tend to realize.
Japan is a very homogenous society made up of about 98% ethnic Japanese. They tend to put a lot of emphasis on family and communities, and value the group more than the individual (Aliasis, 2013). The social hierarchy important and members of the society are expected to conform. One way is showing respect for one’s elders, for example the oldest member of a group is served first and their drinks are poured for them (AngloINFO, 2014). This mentality is common in the business world as well. Promotions are usually based on seniority and people often work at one company their entire lives. This way of life brings satisfaction and pride to the people (Aliasis, 2013). When greeting others it is customary to bow, although the Japanese are familiar with our ways and would expect us to want to shake hands rather than bow (Bazzel, 2013; Angloinfo, 2014). Also, being too direct about what one is really thinking is not socially acceptable. The Japanese use subtle language and rely heavily on non-verbal forms of communication (Aliasis, 2013).
...ture, Customs and Business Etiquette." Translation Services | Interpreters | Intercultural Communication | Cross Cultural Training. 2008. Web. 18 May 2010. .
...verestimate etiquette! Although your Japanese business partners may look dead serious (and Japanese people usually take work dead-serious...), they also are human and know to laugh... Here is a famous story (not sure it's a true story though...) demonstrating what can happen with exaggerated cultural adaptation:
An examination of Japanese culture, and where it stands on Kluckholn and Strodbeck’s Value Orientation, Hall’s cultural dimensions, and what America needs to know in order to communicate properly with Japan.
... integral part of our daily lives. It is very easy to slip into “casual speak” when dealing with business e-mails. However, business professionals should keep in mind that they are dealing with other businesses and the same formality use when face-to-face should be used for writing and sending business e-mails. It may also be a good idea to take a few tips from the pros…literally. There are several services that provided by etiquette consultants. Many of these services can be found online or in your nearest bookstore. Knowledge it the most important aspect of good business etiquette.
The way people communicate varies widely between, and even within, cultures. One aspect of communication style is language usage. Language has always been perceived as a link between people but it can also constitute a barrier. Across cultures, some words and phrases are used in different ways. For example, even in countries that share the English language, the meaning of "yes" varies from "maybe, I'll consider it" to "definitely so," with many shades in between . Furthermore, communication between cultures which do not share the same language is considerably more difficult . Each culture, has its distinct syntax, expressions and structure which causes confusion in intercultural communication. For example , in Asian countries the word “no” is rarely used, so that “yea” can mean “no” or “perhaps”. Therefore, an American traveling to Japan might be considered impolite if he ignores this rule. Furthermore, individuals who are not comfortable with a certain language may not be taken seriously. Such is the case in the classroom, where a student who has a perfect knowledge of the subject in question may have difficulty expressing his idea due to his inability to write properly and therefore he would not receive the grade he truly deserves. Similarly intercultural communication is dominant in the workplace. In the past, many companies and organizations could operate entirely within their country of origin and conduct their activities exclusively in their own native language. But now, due...
Informality is also known in the American business culture. Even thought titles are used on the business atmosphere, business people will prefer to use the first name. This may be captured as rude or disrespectful by others cultures. It is preferable in the American Culture Business environment to make it more casual. The intention is not to disrespect anyone.
Japanese value respect and their reputation. It is very important for them to save face in their society. For example, The japanese believe that if they turn down someone’s request, it causes embarrassment on themselves and they lose reputation. If they cannot agree to a request, often they will say “it will be difficult” or “it’s under consideration.” instead of flat out denying the request.
There are two fundamental issues about Japanese politeness. Firstly, when an English source text is translated into Japanese, the translator should determine the target Japanese text’s
Communicating with people from other countries often makes me bother, and it happens when I am totally not expected about. This is not the first visit to the other country, but talking non-native language in non-native country is quite different from the long time study in my country. Especially, when we face some special occasion, like renting a room, it is very hard to negotiate with people. Renting a room is not a thing I am familiar with even in Japan. One day on July, one rumor among Japanese students became true, that not all of us can have a room in dormitory even if one send request in this April. My friend received a mail from UNR, which said that he could not have a room next semester. My friend and I were just shocked and on that day we started looking for a room.