A hierarchial leadership style

Author : Emilia Gautot

Japan's workplace culture is formal and steeped in tradition, making it challenging for foreigners to comprehend the strict, unwritten codes of behaviour. While as an expat, it is not necessary to understand all aspects of the culture, taking a cross-cultural training course upon arrival can demonstrate a willingness to learn and is well-received (Living in Japan | Japan Country Guide - HSBC Expat, n.d.).

Japanese businesses are hierarchical, with each level required to show respect for those above them. This can manifest in various ways, such as bowing, using honorific language, or avoiding eye contact with superiors (Meyer, 2016). Age and seniority are highly respected, as evidenced by a national holiday dedicated to honouring elders. It is rare to see anyone under 40 in a management position (Everything You Need to Know About Working in Japan, 2023). Although gender equality is improving, Japan still lags behind Europe and the US. Women in senior roles are typically paid less than men, and managing older Japanese male co-workers can be challenging (Living in Japan | Japan Country Guide - HSBC Expat, n.d.).

In Japan, it is common for employees to stay with one company for their entire career. This is partly due to the strong loyalty that exists between employees and their organizations. Another important aspect of their business culture is the concept of "Kaizen" or continuous improvement. This involves a commitment to constantly improving processes and practices to achieve excellence (Meyer, 2016).

In her book "The culture map", Erin Meyer emphasizes that understanding and respecting Japanese culture and communication style is crucial for building successful business relationships in Japan. By learning about these cultural differences and adapting to them, outsiders can establish trust and credibility with their Japanese counterparts (Meyer, 2016). So, success for expats in a Japanese business culture will require investing time to understand the nuances of Japanese business etiquette and engaging appropriately with associates. There are several specific unspoken rules of business etiquette governing most situations (Doing Business in Japan | Expat Arrivals, n.d.).

For this, I can offer some tips to help a Westerner working in Japan to navigate the somewhat delicate Japanese business hierarchical culture:

• Respect privacy

In Japan, privacy is highly valued, and it's important to avoid asking intimate questions at the start of a relationship, whether it's personal or professional. This includes questions about family and employment background, as they could be viewed as intrusive and overbearing (Everything You Need to Know About Working in Japan, 2023).

• Business meetings

In Japan, meetings are characterized by a quiet and introverted atmosphere. It is important to refrain from interrupting anyone and to keep a low profile. If tensions rise during a meeting, it is common for everyone to become silent and wait for the moment to pass, which indicates a period of reflection rather than a sign of a poorly conducted meeting as in the West. If this happens, do not try to talk to fill up the silence (Everything You Need to Know About Working in Japan, 2023).

The Japanese strongly value status and hierarchy, which is evident even in the seating arrangements during meetings. When attending a meeting, it is essential to be mindful of where you sit. Depending on the room layout, higher-ranking employees and managers may sit either at the head of the table or all together on one side. You should wait for an invitation to sit rather than assuming a seat (Boquen, 2023).

• Greetings and titles

One of the most formal and ritualistic aspects of Japan's business culture is the act of greeting. While westerners tend to greet with a handshake, Japanese employees typically greet each other with a bow. When meeting a business partner or colleague for the first time, it is customary to bow and wait for the other person to shake your hand. The duration of the bow varies based on the rank of the person, with senior-ranking individuals receiving longer bows. However, it's important to avoid making eye contact during the bowing ritual as this is considered impolite (Boquen, 2023 and Everything You Need to Know About Working in Japan, 2023).

When addressing someone in Japanese business culture, it's customary to only use formal titles, such as their surname followed by the honorific "San" (Boquen, 2023).

• Receiving business cards

In Japanese business culture, the exchange of business cards, known as Meishi Koukan, is a highly significant ritual. Unlike in Europe and North America, failure to conduct it correctly can negatively impact your business prospects. It is essential to have a plentiful supply of business cards when doing business in Japan, and they should include your title and information printed in Japanese on the underside. There is a particular order to giving business cards that must be observed, starting with the senior officer and working down to the junior (Boquen, 2023). When meeting hosts or business associates for the first time, their business card should be received with both hands and an attitude of respect, as the card represents the individual (Doing Business in Japan | Expat Arrivals, n.d.). The Japanese believe that business cards embody their owner and should be treated with respect, carefully examined, and placed in front of you in the meeting, with the senior one on top. Business cards should not be written on or left behind (Boquen, 2023).

• Dress code

In Japan, there is a clear distinction between the fashion on the streets and in the workplace. While street fashion is often bright and eccentric, conservative wear is the norm in the workplace. Men wear dark business suits, and women wear modest clothing in dark colors that cover their shoulders and knees. Wearing elaborate jewelry is also not encouraged for women. It is important to dress conservatively for business social events as well until you have a good understanding of your colleagues and workplace culture (Everything You Need to Know About Working in Japan, 2023). The Japanese value modesty and frown upon those who stand out too much, including in their wardrobe choices. In Japan, communal values are emphasized over individualism, so it is essential to dress like a team player. In some situations, you may be required to remove your shoes before entering a room, so make sure to have clean shoes and feet and wear subdued socks (Boquen, 2023).

References

Boquen, A. (2023). Japan Business Culture | 5 Things You Should Know. Horizons. https://nhglobalpartners.com/japan-business-culture-five-things-you-should-know/ 

Doing Business in Japan | Expat Arrivals. (n.d.). https://www.expatarrivals.com/asia-pacific/japan/doing-business-japan 

Everything You Need to Know About Working in Japan. (2023, February 10). InterNations. https://www.internations.org/japan-expats/guide/working 

Living in Japan | Japan Country Guide - HSBC Expat. (n.d.). https://www.expat.hsbc.com/expat-explorer/expat-guides/japan/living-in-japan/ 

Meyer, E. (2016). The culture map. PublicAffairs.