Pre-departure preparation

If you know you will be traveling to Tokyo for business, take the time to think ahead and prepare as much as possible. Find out about the company you will visit and their expectations. If you have colleagues who have already worked in the Tokyo office, talk to them about it. What advice can they give you? It sounds so obvious, but I am always amazed at how many people come here with very little idea of ​​the culture or background of the people they will be working with.

10 tips to help pave the way for a successful trip to Tokyo:

• Leave your usual expectations at home. Don’t assume anything. The unwritten rules you might rely on in New York or London, for example, are not the same here. To build a working relationship, try to put yourself in the shoes of your Japanese counterparts.
• make your life so much easier by not coming as the arrogant expat who has come to change the way things are done here. This is too often the method that has been employed and witnessed by Japanese staff and is not appreciated. Showing respect and understanding will give you a much better chance of succeeding in gaining the cooperation of your Japanese counterparts and will make the whole experience that much more pleasant.
• Social conventions. Most formal deals, discussions, and business often take place outside of official business hours over a beer or meal. This is the accepted custom and you will find that people are much more relaxed in this environment than if you approached them about the same matter in the office.
• yes no is always yes. In Western culture, silence is often taken to mean agreement or acquiescence. The silence in your conference room in Tokyo may not mean the same thing. Japanese people often have a hard time expressing their uncertainty or clarifying necessary information. In Japanese culture, the traditional process in meetings is that everyone takes a turn to speak. If you want to know the real temperature between your participants, you have to be a little more direct and encourage interaction. If you expect people to interrupt and have their say, you may run into some problems, even in the most global companies. It can be frustrating when you get to the end of an argument and discover that what you thought was a yes was actually the opposite. The golden rule is to confirm and get agreement as you go.
• maybe it is yes? Another significant cultural difference is the reluctance to say yes! Ask a salesperson if the item he’s buying will work when he travels abroad, he’ll likely get the answer “maybe.” Not the most helpful answer within Western cultural standards. To avoid this, use questions and confirmation to pinpoint the actual action, dates, and times. Again, be respectful when doing this, but it’s the only sure way to be (99%) sure you’ve reached the ending you wanted. Follow up with email and don’t forget about the all-important after-hours socializing. This can be when you hear true feelings, objections, and concerns.
• bow or shake hands? As a Westerner, it is normal practice to shake hands and it is fine to greet someone in the usual way. It takes years to learn the intricacies of bowing. Depending on someone’s seniority, it depends on how low and how long they bow. If you want to join as a sign of respect, observing those around you and following their example is the best advice.
• business letters, or meishi as they are known in Japan, are an essential part of your arsenal if you really want to do business in Tokyo. Cards are handled with respect and are never placed in pockets or bags. When someone gives you their card, they will present it to you with both hands and you must give and receive in the same way. Read the card and then place it on the table next to you. At the end of your meeting, carefully place it in your card holder or other container.
• traditional japanese nest. In traditional corporate structures, staff move through the ranks according to their seniority with the company and their age. It is very rare to find a new graduate or younger member of staff in a senior position. Although this is beginning to change, it is still a fact in many national companies. This can be a huge culture shock for Westerners, especially when you see good ideas being discarded because they come from a junior member of staff.
• Appearance. There are many stories about how many black suits you will see walking around Tokyo and it is a fact that this city is probably one of the most dressed and worn in the world. Not all suits are of the highest quality, but both men and women in professional positions are expected to be suitably attracted. When you go to a meeting, keep your jacket on until you see someone else take it off. You may be considered rude if you do this before your host. In shorts, look smart.
• common sense. The Japanese are very welcoming as a general rule. It can be difficult for a non-Japanese person to fully assess what is going on, as tone and gestures are used differently and to a lesser degree. Don’t be afraid to ask questions, but do so in a respectful manner. If you are too direct, your question can be seen as a criticism or attack. If this is what you want, fine, but if you want to build lasting relationships, this is not the best way to do it.

As a final note, don’t worry about making mistakes. they will happen But more than anything Show willingness to participate and understand the culture around you.. This simple act can be the key to making or breaking your success.

Do you want to know more information about the city of Tokyo? Check out TokyoTopia.com developed by a self-confessed British Tokyoite.