WORK ENVIRONMENT

The Japanese business environment is very disciplined and formal. Time is rigorously
honored. All decisions/clarifications go through formal business channels. You may
find that the use of office supplies including the telephone and fax machines are not
rigorously defined but don't take advantage of this. Play it by ear and do not make
indiscriminate use of these facilities in any case.

You may find that you require some time to get used to the Japanese business
environment. They are very professional and seem almost emotionless at the office.
They are effectively able to separate business from pleasure. The Japanese also put in
a lot of overtime and are not clock-watchers when it comes to quitting time.

These are some of the main differences between the Indian and the Japanese work
environment:

 There are no ‘peons’ or office boys in the Japanese workplace, and everybody
gets their own lunch and tea/coffee from coffee machines in their own mugs
which, are washed by them.
 Lunchtime is usually a short and casual time when ‘brown-bagged’ (brought
from home) or ‘carry out’ sandwiches are eaten sitting at one’s desk or with
colleagues.
 Those eating out, rarely take off for more than half-an-hour. The official lunch
time depends from place to place and is normally one hour from 12 noon to 1
pm and some companies have their own Cafeterias.
 It is considered rude to talk loudly at work, or to speak with other colleagues
in foreign languages even if they are from your country.

CONCEPT OF TIME

The Japanese are also very particular About Japan honoring deadlines. They take
them very seriously and expect you to do the same.

Note the following:

 The workweek is generally forty-eight hours without overtime pay, done in

five and one-half working days. Office hours are 9am to 5:30 pm.
 Recently, large firms have begun to institute the five-day week.
 Deadlines are honored and stuck to, and the same is expected of you.
 Normally, people tend to arrive exactly on time or even a few minutes before
the appointed time. In case of any unforeseen delay, make it a point to call the
people concerned and tell them.
 Some people may tell you to come over any time. But you must call ahead,
and ask them.
  You should meet clients or people in business only by prior appointment.
 Make sure you are punctual regarding meetings and discussions.

MEETINGS

Note that the Japanese give a lot of importance to meetings as they are looked upon as
brainstorming sessions. They are also used to clarifying various doubts that your
Japanese counterparts may have regarded your reports as they sometimes have
difficulty in deciphering certain things due to their weak English.

 Meetings are important and have a time limit. You must be able to understand
others and get your view across in the allotted time.
 Be on time for the meeting and be prepared for it.
 Listen attentively and take notes during discussions, but don't interrupt a
person who is speaking. It is important to show respect for the other person’s
point of view and
 Be clear on the points you wish to make before you speak and respond to
points made before making your own observations. Question but do not accuse
and discuss but do not argue.
 Avoid nervous and distracting gestures. When you are meeting two or three
people it is appropriate to mention that you would like to take notes on the
points discussed.
 As a part of the meeting, you should contribute ideas. Don't hesitate to suggest
an idea even if you feel it may not be received well.
 Make sure that you have understood everything that was said at the meeting
and that your impressions were correct. Summarize the decisions taken and the
action plan.
 Those who propose new ideas and actions must be prepared to implement
them.

PRESENTATIONS

While working at a company, you will be asked to present the main points of your
assignment to your superior, and at the end of your assignment, you will have to
present your results, or the finished product. It is important how you make your
presentation, because you will make an impression on your company that will stick.

 Presentations need to be tightly linked to a key objective.

 The time spent on preparation decides the effectiveness of your presentation.
 Your points must be related to the goal you are seeking.
 It should be structured in a coherent and logical fashion. Run through your
presentation with a colleague, clearing your doubts on tricky words, which
will help you fine-tune it, removing obvious mistakes.
 Choose your words and ideas to reflect your goal clearly and effectively. Do
not use jargon, slang, or showy words.
  Choose your words and manner according to your situation and the person to
whom you are making the presentation.
 During your presentation, if your audience corrects you, thank them, and
remember the correction.
 You will be asked many questions so make sure that your facts are up to date
and comprehensive. When responding to a question or an observation, respond
first to the concerns of the person before making your point.

You must look at not just the content but also the process of presentation:

 Speak clearly.
 Don't be too loud or too soft.
 Be aware of your nonverbals or body language, and also be aware of the body
language of your audience. Their body language will tell you a lot About
Japan how they are reacting to you.
 You have a certain amount of time in which to finish and you should use this
time profitably. Don't go on and on.

The principal expectations of a Japanese audience are:

 clarity
 progressiveness
 gimmicks/slogans
 hard sell

Count on the attention span being About Japan 30 minutes. The Japanese will listen to
your presentation attentively, and you must deliver it in a respectful manner.

REPORTS

Reporting is an important managerial process and it is a vital channel of information.

Effective practice of your business writing skills is important for sending out good
reports.

 Make sure you report is clear and concise. Make sure you use the right syntax,
and active verbs are preferred. Whenever possible, keep your sentences short.
 Use simple words and precise sentences, and have as little paper work as
possible. Your report must be focussed and to the point.
 Highlight your important points and use graphics or live examples to illustrate
a point.
 Be aware of whom you are reporting to and what he/she would need to know.

THE ASSIGNMENT
You must make sure to be fully aware and up-to-date on your job assignment, as you
will be expected to be resourceful and productive. It can be difficult with jet lag,
fatigue and adapting to the new place, but a little effort will go a long way. Be sure
not to be overconfident either, that can be of more harm than help.

DRESS CODES

For the office, for the first few days, dress formally (a dark business suit would be
best) but after that, play it by ear. Since Japan's weather is not much different from the
weather in India regular wear should be just fine. Pack and extra sweater if you are
going to be there in the winter as there are fairly cold.

The Japanese business environment is very formal compared to India. Executives and
professionals follow a rigorous dress code, the hallmark of which is a well-fitting,
sober, and subdued 2-piece suit, worn with a white or pale-colored shirt and a dark
sober tie. Women wear dark colored skirt suits with pale-colored shirts.

As a contractor working at the client's site, you will be expected to dress formally and
appear professional. Therefore, we advise you to pack at least a couple of dark
colored suits, some dark trousers and jackets (coats) that you can mix and match.
Women should be aware that though saris are considered acceptable office wear by
some companies, this is not the case everywhere. Dark colored skirt suits with white
or pastel shirts are the norm so prepare yourself with at least a couple of these outfits.

Custom made suits, leather shoes, handbags and wallets, all, relative to India, are very
expensive in Japan. Arrange for these before you leave.

Clothing

Clothing is an important part of first impressions and how we react to someone is

largely based on our initial response to the person’s appearance and first impressions
count. Note the following:

 In offices, you are mostly required to dress formally four days of the working
week.
 Where formal wear is required by a company, well-fitting, sober, and subdued
two-piece suits or trouser and jacket, worn with a white or light-colored shirt
and a dark sober tie is the norm. Women wear dark colored skirt suits with
light-colored shirts.
 Casual clothing (like jeans and T-shirts) is acceptable in some companies, but
make sure before you turn up for work dressed like that.
SOCIAL PRACTICES

You will need to interact with colleagues in a social environment at one time or
another, either at parties or business dinners in restaurants. This section contains tips
on how to handle these occasions.

Japanese men tend to relax and become more approachable, even friendly. They
might take you sightseeing and become generally hospitable. The general practice on
these excursions is that each person pays his share of the lunch/tour/etc. The nightlife
in Japan is worth experiencing and be sure to get in as much sightseeing as possible in
any event.

PARTIES

Parties and business entertaining usually occurs after business hours and very rarely in
the home. You will be entertained often, sometimes on short notice.

While the first evenings will probably be spent going from bar to restaurant to
"hostess bar" (not a good idea for businesswomen), you may suggest alternatives later.
These may include Sumo wrestling or karaoke bars.

Here are a few pointers:

 When you are taken out, your host will treat you.
 Allow your host to order for you (this will be easier too since the menus are in
Japanese).
 Be enthusiastic while eating and show great thanks afterwards.
 While business entertaining is primarily for building friendships rather than
for doing deals, you may discuss business during the evening.

If you are invited to a Japanese home, keep in mind that this is a great honor and you
should show great appreciation. For social occasions, it is appropriate to be
fashionably late.

 When entering a Japanese home, take off your shoes at the door.
 You will have to wear one pair of slippers from the door to the living room,
where you will remove them.
 You will put them on again to make your way to the bathroom, where you will
exchange them for "toilet slipper". Don't forget to change back again.
 In a home, you will sit cross-legged, or with your legs to the side, around a
low table with the family. You may be offered a backrest.
  Never point your chopsticks at another person. When you are not using them,
you should line them up on the chopstick rest.
 Use both hands to hold a bowl or a cup that you wish to be refilled.
 Meals are long but the evening usually ends at About Japan 11P.M.

Eventually, you will wish to invite your hosts out. Be insistent, even if they claim that
a foreigner should bot pay for anything. It is best to choose a Western-style restaurant
for this occasion.

Things to remember:

 When invited to a party, or on a social visit, it is customary to take a small gift

or a bottle of wine for the host or you can present them with something from
India.
 When you're invited, confirm your acceptance, and get there on time. Don't be
the last one to leave.
 If you want to take a friend with you, ask your host in advance.
 If you smoke, it is a good idea to ask first.

DINING OUT

Japanese food is primarily eaten with chopsticks, though these days, the western mode
of eating with forks and knives is also acceptable.

It is polite to slurp noodles; the attitude is that it makes them taste better. Otherwise
Japanese table manners are not that different from those in the West though it
wouldn't be a bad idea to learn to eat with chopsticks, and you can even ask your
colleagues to help you out. Observe other diners and follow their lead, especially
when drinking.

If you opt to eat 'Western-style' at a formal or semi-formal dinner, remember the

following:

 Place your napkin on your lap when seated at the dining table. If you need to
leave the table at any point, place your napkin on the table to your left.
 Keep your free hand in your lap or rest your wrist of the edge of the table.
 Do not gesture with your knife, fork or spoon in your hand. If you are not
using any cutlery, put it down.
 About Japan cutlery, always start from the outside and work your way course
by course towards the center.
There may not be many opportunities for formal dinners, but it would be a good idea
to be prepared for such occasions. You confidence at the dinner table reflect your
personality and sociability. Dinners are great occasions to get to know people because
it is a relaxed atmosphere. Use these opportunities to get to know people better.

DRINKS

Alcoholic drinks of all kinds are available everywhere in Japan, but are rather
expensive. They are sold in local shops virtually without restrictions and are generally
available at any hour from vending machines.

Beer, 'sake', and whisky are available at almost any eating establishment. Imported
whiskeys and wines are available especially in big cities, but there are few bargains.

Drinking Customs
When drinking beer, sake, etc., with a Japanese person, there are certain things to
remember:

 Fill your colleague's glass or cup after he has filled yours.

 While he is pouring, hold your cup or glass so that he can fill it more easily, If
you don't want any more, hold your hand over the cup or glass.
 If you are new to the game, a Japanese person may think you are unfamiliar
with the rules, and fill his own glass. This is normally considered bad manners.
 Before he can pour anything into his glass, take the bottle from him, and fill it
for him. This will result in a mock fight, but the gesture will be appreciated.
 When drinking with Japanese people they will divide the bill at the table.

Getting drunk in Japan is a popular activity and doing so in a group is almost ritual. It
helps them release tension/stress. Because of this, almost any behavior while drunk is
excused.

SMOKING

In Japan, smoking is very common, and you will see lots people smoking everywhere.
Some indoor places prohibit smoking, but otherwise it is a fairly common practice,
and not looked down upon as much.

 Find out your company's policy on smoking. Observe other smokers, or ask
where you are allowed to smoke. Most people step outside to smoke.
 Never smoke in an area designated as “No Smoking”. Rules are very strict.
Restaurants and many public places usually have smoking zones.
  You should ensure you have an ashtray with you and that you never litter the
floor with empty wrappers and used matches or cigarette stubs.
 If you are being entertained by a colleague or you are visiting him, never light
up without asking first.

HYGIENE

Hygiene is an important but personal issue, and it is assumed that you are able to look
after that. Some tips to keep in mind:

 Use deodorants even if you bathe daily.

 Avoid hair oil. If essential use non-oily creams.
 Avoid use of oil on the body, even in cold weather.
 Use mouth-fresheners (mints) after meals (especially after Indian food). If this
is not done it becomes very noticeable at after-lunch meetings and is
extremely unpleasant.