The Japanese Business World - Research Paper Example

Briefing for an American Business Traveler going to Japan March Introduction: thinking about culture. Every human being grows up ina specific language, context and culture and these factors play a large part in determining what sort of person we become, and how we relate to other people. Many perceptions and attitudes are gained in early childhood, at a time when the brain is not sufficiently well developed to have an opinion about these matters, or even to notice that they are happening. In the case of American and Japanese citizens, there are very big differences in the way people are socialized, and in the conventions that are used in communication. Stepping into Japan from a Western country like the United States, can be like stepping into an alien world, because so many of these unnoticed assumptions, that have become second nature, now appear out of place. Communication problems arise when signals are misinterpreted, and very often this is a disorienting experience. This briefing paper outlines a few of the main differences that a traveller from the United States can expect to find in communication with Japanese nationals in Japan. It explains how Japanese customs and habits have arisen, and explains what effects they have on the business context today. Finally some final points are suggested to guide a visitor to Japan in the first phase of encounter with this fascinating culture. Religious beliefs of Japan and how they affect behavior. Japan has a population of about 127 million people and the main religions are Shinto and various branches of Buddhism. Both Roman Catholic and Protestant Christianity are also represented, but on a much smaller scale (Japan Introduction, no date). Shinto is an ancient religion that involves respect for ancestors and various spirit beings called kami. These can be divinities with personalities, like people, or they can be attached to natural phenomena. Mount Fuji, for example, is revered as holy place, and the Japanese have a strong attachment to the natural world. Festivals for the different seasons reflect ancient religious beliefs also, such as the New Year festival and the famous cherry blossom festival. Evidence of the practice of Shinto can be seen in temples which are dotted around the countryside, and occasionally in cities too, and also in Japanese homes, where there is often one corner of the house which is used as a small shrine where prayers can be said and offerings can be made. This reverence for the ancestors extends also to relations with older people in society, since Japanese generally respect older people, at home and at work, and defer to their authority more than would be usual in American society. The influence of Buddhism can be found in a tendency towards asceticism and extreme self-discipline (Bowring and Kornicki, pp. 155-156). Meditation and the philosophy of Zen come from this tradition, and this is based on older Chinese and before that, Indian, scriptures and rites passed down through the generations. Japanese people can seem to be unemotional or impassive to Western visitors, and this is partly due to these ancient religious traditions which teach meditation and reflection. Stillness and quiet are revered in Japan, and this means that visitors should take care to avoid loud or excessively animated conversation, at least in formal contexts, because it may seem like a childish or disrespectful lack of discipline to Japanese people. A noticeable feature about modern Japanese religious belief is that it is somewhat eclectic. It is not unusual, for example, for a family to celebrate a Shinto funeral, a Buddhist festival and a Christian wedding and see no contradiction in these practices. There is a tolerance of ambiguity, and an ability to hold opposing notions in the balance, which is quite unlike Western religions which tend to exhibit more exclusive tendencies. Japanese people slip in and out of different group situations with ease, and they adapt to the expectations of the group in which they find a place. The workplace, for a Japanese worker, is therefore more than just a day job, or a means of earning money. It plays a valuable emotional role as well: “In collectivist cultures, role relationships that include in-group members are perceived as more nurturant, respectful, and intimate than they are individualistic cultures” (Triandis, 1989, p. 509). Traditionally, Japanese workers committed themselves to one company for most, or in many cases, all of their working lives, so that the company seems like an extended family. This explains the Japanese salaryman’s legendary loyalty and capacity for service and highlights the main difference between Japanese and American business life. Non-verbal communication differences. The Japanese language is quite a significant barrier to communication with the outside world, but another hidden barrier lies in the way that conversations are used in Japanese culture. Understatement is the key principle, and those who are planning to visit Japan would do well to watch a video of Japanese people talking to each other in formal contexts. Everything seems choreographed, ordered, and low-key. There is very little in the way of raised voices, gestures, or emotion. For the Japanese, respectful, quiet and orderly communication is seen as the ideal. There is more tolerance of silence, Japanese decision making takes place slowly, and silence can be an indicator that one party needs to think about that a bit more, or that other party may have to review their offer, or think again about what they are saying. Learning to interpret different kinds of silence in Japanese conversation is a difficult art that takes time to learn, but for new comers the main point to remember is that it is not necessarily a bad sign. Experts in business communication observe that the Japanese have a style all of their own when it comes to negotiation: “the results of this analysis suggest their style of interaction to be the least aggressive (or most polite). Threats, commands and warnings appear to be deemphasized in favour of the more positive promises, recommendations and commitments. Particularly indicative of their polite conversational style is their infrequent use of “no” and “you” and facial gazing, as well as more frequent silent periods” (Graham, pp. 128-130). This brief summary merits more explanation, because when a visitor can understand why a certain behavior is happening, he or she is more likely to be able to take it on board and find an appropriate response. First of all politeness must be understood as a Japanese way of showing respect to a business contact. This is absolutely fundamental to all business dealings in Japan, and it starts with the formal exchange of business cards, with each party bowing and treating the cards with respect. There is even a set rule on the way this bowing should be done: “If you are greeted with a bow, return with a bow as low as the one you received. How low you bow determines the status of the relationship between you and the other individual. When you bow keep your eyes low and your palms flat next to your things. The business card should be given after the bow” (Japan Introduction, no date, p.1). In the United States a certain amount of passion is expected in work, and managers can be assertive or rude to each other or to employees in certain situations. It is different in Japan. Aggression is a sign of loss of control, and this reflects badly on the speaker as well as the listener. In the context of business in Japan this would be seen as something to be avoided at all costs. Japanese disapproval is therefore muted, especially when outsiders are present, in order to preserve the “face” or self-image of the Japanese persons present. An unwillingness to say “no” is not an indication of weakness or lower status in Japanese culture. It is seen as an impolite move, and so many delays and hesitations may be introduced into a conversation in order to draw the other party away from a tricky point. If a Japanese person says “this is very difficult” then it is likely to cover the underlying message “there is no way this is going to happen”. Business is depersonalized through the avoidance of the “you” pronoun, and this allows all parties to remain at one step removed from discussions. This can all seem long-winded and obtuse from an American point of view, but it matches the Japanese style of long discussion and long reflection before action. Decisions are rarely made on the same day as discussions, because there is a back-room process of consensus-building that goes on in private between members of the Japanese group. For visitors who join as part of a bigger team, it may be possible to witness this type of discussion, but for most visitors who arrive as partners, or as parties in the buyer-seller relationship, the workings of the corporate machinery are kept well hidden. This is all part of the same desire to preserve “face” or reputation on the part of the Japanese. How social and gender roles are viewed. Japanese women participate in the economy at levels roughly equivalent to Western women, but within the workplace there are some sharper differences between the roles of men and the roles of women than we are accustomed to seeing in the West (Brinton, 1989, p. 550). This is because the gender roles of males and females are more clearly defined in society as a whole, and these differences are being reflected in the workplace. Until very recently, for example, it was usual for Japanese women to work only until they married, and then after that they would retire to look after their families. This is not so widespread today but women in Japan find it harder to occupy senior roles in large companies, due to the conservative nature of the older generation who keep tight control of promotions. All American visitors, whether male or female, are advised to observe the way that the Japanese organization segregates its roles, and adapt where possible to the gender-specific aspects of the visit. It is possible, for example, that entertainments or bathing can be offered that are different for male and for female guests, or that seating is arranged on a segregated basis, and it is best to go along with these arrangements even though they may appear strange at first sight. There are many myths about geisha women and their role in business entertainment in Japan. Visitors may be taken out to restaurants where women dressed very formally in kimonos serve the guests with elaborate gestures and tasteful music. This can be part of the desire of the Japanese hosts to show off their traditions and create an atmosphere of high culture. As in every situation where one is invited as a guest, good manners require polite admiration of every aspect of the evening, and great respect for the hosts and the serving staff. Japanese society manages to combine this kind of love of formality and tradition with a very modern attitude towards cinema, art and publications. Some visitors may be shocked at the graphic adult comic books on open display in shops, and the outlandish costumes of young people in the streets, but this is an aspect of Japanese creativity and expression that is accepted as normal there. Family and structure roles. Family is very important to a Japanese employee, but traditionally for men at least, work tends to come first. Wives are expected to tolerate their husbands staying out late after work to socialize with work colleagues, and there may be occasions when the worker’s company organizes family parties, holidays or trips to ensure that the whole family feels some connection with the employing organization. In the past Japanese workers tended to spend many years, even decades, with the same company, and so dedication to company was rewarded also with benefits such as health insurance and accommodation. The bond between employee and company is growing weaker at the present time because of the numerous market crises of recent years, which have caused redundancies and unemployment. If you are invited to a Japanese home, there are certain protocols to be observed that all have the function of showing respect to your host, and his family. Shoes are removed at the door, and formal greetings are given and returned. A gift is essential, and this is handed over when the visitor enters the house. Slippers will usually be provided for guests, and yet another set of slippers may be required for use of washroom facilities. Japan is a crowded country and so homes are usually quite small compared to American family homes. Meals can be served at low tables and the women of the house will usually serve the husband and the guests. For western visitors sitting on the floor or on low cushions can be uncomfortable. It is permissible to kneel, or move the legs to the side, if sitting cross-legged is too difficult over long periods. Women and men traveling to Japan should therefore avoid very tight fitting clothes for evening wear. Young children are very spoilt in Japan, until the age when they join kindergarten. From this point onwards there is great pressure to conform, and educational expectations on Japanese children and teenagers are very high. Conformity is trained through strict teaching methods throughout a child’s school career. Respect is owed to teachers, parents and all older persons. Scholars have noted that the hierarchical structures of Japanese family life are often replicated in the workplace: “the section head is analogous to the head of the ie – that is, a father figure. Every member of the section has a specific role, with a rank and status based on the function performed” (Bhappu, 2000, p. 413). Conclusion: final points to remember when traveling to Japan. The themes outlined above have summed up some of the main differences that have emerged in inter-cultural exchanges between Americans and Japanese nationals during visits to Japan. Because visitors play the role of guest, it is always a good idea to let the host take the lead, and follow the guidance given, even if this seems strange when seen through American eyes. A good strategy is to adopt an open and receptive attitude to meetings, and to make a conscious effort to observe more and talk less. In general, emotions and expressive gestures should be toned down, to avoid embarrassing the Japanese hosts, and an effort should be made to blend in as much as possible. An extension of normal good manners will take a visitor very far, along with observance of the bowing protocols for first meetings. Visitors should also learn to relax and take things at the somewhat slower pace of the Japanese business world. Patience is much needed, especially in the earlier stages of a new relationship. Once commitments have been made, however, Japanese communication can be very speedy, and every detail of a contract will be followed up without fail. Dealing with the Japanese is a long term proposition, and the points covered in this briefing note are just the beginning of that larger journey. References Bhappu, Anita D. The Japanese Family: an institutional logic for Japanese Corporate Networks and Japanese Management. Academy of Management Review 25 (5), (2000), pp. 409-415. Bowring, Richard and Kornicki, Peter. The Cambridge Encyclopedia of Japan. Cambridge and New York: Cambridge University Press, 1993. Brinton, Mary C. “Gender Stratification in Contemporary Urban Japan.” American Sociological Review 54 (4) (1989), pp. 549-564. Graham, John L. “The Japanese negotiation style: Characteristics of a distinct approach.” Negotiation Journal 9 (2), pp. 123-140. Japan Introduction. Web page for business travellers. Available at: http://www.cyborlink.com/besite/japan.htm Accessed on 31st March 2012. Triandis, Harry C. “The Self and Social Behavior in Differing Cultural Contexts. Psychological Review 96 (3) (1989), pp. 506-520. Read More