Japan has kept its specific ways of handling social interactions and a unique approach to business, despite welcoming varieties of international companies.
Punctuality
Japanese people are known for their punctuality. Growing up strictly penalized for being late (even by a minute) as a student, the concept of being on time is embedded in the culture. Being late signifies a lack of respect and is considered very unprofessional, especially in business environments.
In Japanese business meetings, It is not enough to be on time. People will start gathering 15 min prior to the office or meeting to get ready to perform their tasks. Even if you will just be listening, it is considered polite to be seated 10 min before the meeting starts. When having meetings with clients, some people will arrive at a location an hour in advance just to make sure they know where the place is, and spend time at a cafe nearby until the appropriate time.
It goes without saying that people arrive at the office with more than enough time to spare, as a result of taking into account the possible train delays. Remember that train delay as an excuse for being late is not accepted.
Exchanging business card
Exchanging business cards can be seen as a simple act, but this is not true in Japanese culture. It is considered an important business transaction and the rules must be followed to avoid being disrespectful.
It is a rule of thumb to have a dozen business cards (meishi) with you at all times. It will be a shame not to be able to introduce yourself in a client meeting. When presenting your card, both hands should be used, with the card facing your client so it is easy for them to read. When you receive a card from your clients, make sure to use both hands as well to show respect. Receiving using one hand will diminish the importance of your clients and might lead to offending them.
After you thank them with a small bow, place the business card on top of the table. Here, you can also place it on top of your card case. Note that received business cards should not be placed inside a bag or a pocket, as dismissing the card will imply that you are not interested in them or their business. When you have exchanged cards with multiple people, make sure to place them on top of the table so you can remember the names correctly. Do not scribble or take notes on the card as it will give the impression of disrespect.
A business card in Japan is more than a card with your name and position on it. The act of exchanging business cards is an important practice that marks the start of an exciting future with clients. That is why it has to be treated with care and respect.
Seating
Seating arrangement is one of the unique ways Japanese people show respect to guests.
The seat furthest from the door is called kamiza (high seat) which is considered the most comfortable and safest seat of all. This seat is reserved for a person with the highest position or the oldest in age among the guests/clients.
The shimoza (low seat) which is the seat closest to the door will be seated by the lowest position or the youngest/newest among the hosts. Note that it is important for people seated in shimoza to only take a seat after everyone else has seated.
When you go for business dinners with clients, you can notify the restaurant about how many hosts (shimoza) and how many guests (kamiza) there are so that the restaurant can prepare the table accordingly and direct you and guests on where to sit.
These rules are not as strictly followed in big meetings, as these seating arrangements can get quite confusing even for natives. It is interesting to see that in a hierarchical society, status can play a big role in where the person sits in a meeting!
Meeting Etiquette
Japan’s unwritten rules regarding meeting etiquettes might be hard to grasp when new to the country.
As a general rule of thumb, eating is not allowed in a meeting, unless it is a lunch meeting. The eating noise can be distracting to attendees, and it is considered rude to eat while someone is talking. Note that chewing gum is also considered rude. Small candies or mints are accepted as it does not make noise.
Generally, people will drink water or green tea in a meeting. Drinks such as soda or juice are less likely to be consumed especially in a client meeting as it gives an unprofessional impression.
Japanese people tend to be very observant that they pick up negative energy from a person with bad posture. This is why it is important to conduct yourself professionally and avoid giving negative impressions, especially if you are new to the company.