What is Etiquette?

Write an essay on Japanese Business Etiquette and steps that Emily can use to make a favourable first impression when she visits Japan to meet with Mr. Hamasaki.

Etiquette may be defined as the set of manners and the code of conduct, which are accepted by convention in social and professional relations. Derived from the French term “étiquette”(Meaning label), the word etiquette, in broad sense means maintaining respect and an overall good behavior in the society. In the professional sphere of any individual, maintaining a proper code of conduct is mandatory, as directly or indirectly the etiquette showed by the individual, in his or her work place leads people in making assumptions about that individual’s credibility and efficiency as a professional (Okoro2012).

Japan, with Per-capita Gross National Income of more than USD 45,000, is the fourth largest economy in the world. With huge technological innovations, large import demands, the country is emerging as one of the most lucrative markets for businesses from all over the world. However, known for its rich, deep rooted culture, maintained through generations, Japan is a country of strict etiquettes, which they diligently maintain both in their personal and professional spheres (Martinand Chaney2012).

If Emily plans to expand her business in Japan, she needs to know about their basic business etiquettes even before venturing in the Japanese market. The essay tries to analyze the business etiquettes, which has to be kept in mind while meeting Mr. Hamasaki for the first time, in order to create a positive impression(Tanakaand Kleiner2015).

During their first meeting with Japanese clients, especially in the country itself, several etiquettes are to be kept in mind as though appearing small or trivial; these hold huge significance in building up a successful business relationship. Foreign investors, especially those from Non-Asian countries need to stress on knowing about these business etiquettes as there are huge cross culture differences between them and their potential clients(Americanexpress.com, 2017).

First impression-In any kind of communication, first impression holds a key impact. It may not necessarily be the last impression, but it considerably contributes in image building of a person. Japan maintains a strict formal culture in business communications. Mr. or Mrs. is mandatory in addressing people, followed by their surnames. Use of first names is specifically not recommended. To make a good impression, business cards (Meishi) play a key role and how it is received or given also is a matter of etiquette (Hurnand Tomalin2013).

The importance of Business Etiquette in Japan

Treating aged people- In Japan, age is related to seniority and experience. An aged person, by default, deserves to be shown more respect and attention than the younger ones present. Therefore, in this case as Mr. Hamasaki is an aged man, treating him with more deference, greeting himfirst and offering him her professional card before offering the same to the younger people present, can be treated as good business etiquette(Americanexpress.com, 2017).

Conversations- Conversations during a Japanese business meeting is an area where business etiquettes are valued substantially. Japanese people value silence more than excessive talking as silence is related to credibility, professionalism, self-control and wisdom (Martinand Chaney2012). Unlike many Non-Asian countries, where an outgoing attitude helps in facilitating communications, in Japan, especially at the beginning of a formal relationship, a silent, introverted approach is preferred more as silence is given significant importance in the Japanese culture. Outward expression of anger or frustration is also not recommended in business communication.

Another fact that should be kept in mind by Emily, while striking conversation with Mr. Hamasaki, is that people in Japan are strict patrons of privacy. Japan has a culture where privacy is given utmost importance and people have the privilege to also remove their names from phone books if they do not want their details to be shared. Therefore, personal questions should be avoided as far as possible because it appears to be rude to some extent and hinders in building of professional rapport (Hurnand Tomalin2013).

Solidarity and Community Culture- The most fascinating feature of Japanese culture is their preference of community solidarity over an individualistic approach. Japan believes in achieving and growing together and that strength laysin-group(Americanexpress.com, 2017). Therefore, while engaging in a formal interaction, Emilys should keep this in mind. Talking high about oneself or praising and singling out someone and giving individual recognition are not seen to be of high business etiquette in Japan. On the contrary, Japanese appreciates team recognition and praising their group solidarity (Kinlochand Metge2014).

Gift Exchange- Another important tradition in business sector in Japan is the tradition of gift exchange, especially at the time of the first face-to-face meeting. This symbolizes warmth and helps a lot in building professional relationships. However, while presenting something toMr. Hamasaki, few substances should be strictly avoided by Emily. These includes white flowers of any kind (as they are used in funerals), potted plants, anything in set of four or nine (as that is considered to be unlucky) primarily(Tomonari 2012).

Essential Business Etiquettes for Emily

Approach to business proposal- Businesses are done in Japan in gentle and persuasive manner and not in a confrontational approach. While displayingEmily’s business proposal or the product which he or she intends to sell, she should try to emphasize more on the virtue and the quality of the product which will contribute to the welfare of the community as a whole (Moran, Abramsonand Moran2014). In the present scenario, as Emily is the owner of ‘The Aromatic Condiment Shop’, she should focus more on letting her potential client, Mr. Hamasaki, know that she avoids using any kind of preservatives and uses only organic materials for her products. Using visual supplements to display her products and business proposal can be a smart move. This may prove beneficial in building up business relationships in Japan (Guffey and Loewy2012).

The decision making pattern in Japan is also different from many other countries as Japanese people take decisions by consensus and it may take comparatively longer time for them to reach to a conclusive decision as they value the presence of trust as the base of any new relationship. Being impatient and rushing on with deadlines may actually deter the process and have negative impact on business relationships. Therefore, to build a strong business relationship, Emilye needs to give time to him for decision-making(Kinski 2013).

Dress Code- Japanese maintain conservative and strictly formal dress code in the business sector. Emily should try to stick to conservative formals, avoiding flashy colors and accessories as that can make her stand out from the rest. High heels are not seen as a part of good business etiquettes as that can make her appear taller than their male counterparts. Wearing kimono can be a warm gesture on part of Emily.However, kimono should be wrapped left over right and not in the opposite way as the latter is only for corpses(Ashkenazi and Jacob 2013).

Dining Etiquettes- Dining in Japan is strikingly different than almost in any other country in the world. Specific etiquettes, therefore, are to be strictly maintained in any kind of corporate and business dining. If invited for dinner by Mr. Hamasaki, Emily should preferably accept the invitation as rejection can be taken as rudeness on part of her. The wet towel (O-shibori), offered at the start of any meal, should be used only to wipe hands and not face(Ashkenaziand Jacob2013). Chopsticks should not be kept stuck to food and should also not be used to pierce food. They should only be used to pick up food and once finished with eating, should be kept in the envelopes or holders in which they were given. Pouring drink for Mr. Hamasaki can be treated as a good dining etiquette on part of Emily. It is preferable not to pour her own drink and wait for someone else to pour it for her (Kinski2013).

Conversation, Solidarity, and Community Culture

In establishing a business relationship between an Australian entrepreneur and a Japanese client, there may be some areas of potential cultural miscommunications, which can be taken into account using Hofestede’sFramework (Rinne, Steeland Fairweather2012):

Individualism and Collectivism- Collectivism quotient is high in Japan while Australia has one of the most prominent individualistic trends. This implies while Japan stressed on common welfare, Australians emphasize on achieving individual goals.

Masculinity and Femininity-According to this framework, Japan has a predominant masculine culture, where masculinity is synonymous to success and heroism. Australia, on the other hand, has a more gender unbiased culture with equal importance of both men and women and a little inclination towards feminine side in some cases (Rinne, Steeland Fairweather2012).

Large and Small Distance of Power-Japan, according to this index, has a large power distance which implies the Japanese society has a predominant hierarchical system unlike that of Australia where the significance of hierarchy and power is relatively lower (Tomonari2012).

Building any successful business relationship depends on how well Emily understands these areas of cross cultural problems in communications and handles them accordingly. Mr. Hamasaki should be treated with respect not only because he is older but also because he is a man. Emily should refrain from praising her works herself or praising Mr. Hamasaki only, singling him out of his team as the result may be negative. She should also keep in mind the hierarchical aspect and treat people according to the strict code of conduct maintained in Japan and with utmost politeness. Overall, a reserved, polite and introverted approach, with proper dressing sense and sense of respect may help Emily in succeeding in her endeavors.

References:

Americanexpress.com (2017). Doing Business in Japan: 10 Etiquette Rules You Should Know. [online] OPEN Forum. Available at: https://www.americanexpress.com/us/small-business/openforum/articles/doing-business-in-japan-10-etiquette-rules-you-should-know/ [Accessed 10 Aug. 2017].

Ashkenazi, M. and Jacob, J., 2013. The essence of Japanese cuisine: An essay on food and culture. Routledge.

Guffey, M.E. and Loewy, D., 2012. Essentials of business communication.Cengage Learning.

Hurn, B. and Tomalin, B., 2013. Cross-cultural communication: Theory and practice. Springer.

Kinloch, P. and Metge, J., 2014. Talking past each other: problems of cross cultural communication. Victoria University Press.

Kinski, M., 2013. Cold Norms and Warm Hearts: On the Conception of Etiquette Rules in Advice Books from Early Modern and Modern Japan. The Cultural Career of Coolness: Discourses and Practices of Affect Control in European Antiquity, the United States, and Japan, p.191.

Martin, J.S. and Chaney, L.H., 2012. Global Business Etiquette: A Guide to International Communication and Customs: A Guide to International Communication and Customs. ABC-CLIO.

Moran, R.T., Abramson, N.R. and Moran, S.V., 2014. Managing cultural differences.Routledge.

Okoro, E., 2012. Cross-cultural etiquette and communication in global business: Toward a strategic framework for managing corporate expansion. International journal of business and management, 7(16), p.130.

Rinne, T., Steel, G.D. and Fairweather, J., 2012.Hofstede and Shane revisited: The role of power distance and individualism in national-level innovation success. Cross-cultural research, 46(2), pp.91-108.

Tanaka, A. and Kleiner, B., 2015. Cross-Cultural Business Etiquette. Culture & Religion Review Journal, 2015(1).

Tomonari, N., 2012. Manners and Mischief: Gender, Power, and Etiquette in Japan. The Journal of Japanese Studies, 38(2), pp.460-464.