Formality In Doing Business In Japan

Formality In Doing Business In Japan

Formality is linked very closely to what is perceived as being polite. European countries may feel more familiar with Japanese style formality but for countries like the US, Australia, Canada etc., this level of formality is not the usual. There is a sense of formality in Japan that is unexpected for most foreigners. 

The most formal meeting I have ever attended in Japan was when I met the Emperor in his palace. When every new Ambassador arrives in Japan, they go to the palace to present their credentials. The Ambassadors don’t go to the palace on their own. They have their entourage of senior officials from the Embassy with them and I was in that group. There is a special waiting room at Tokyo Station and then you are taken by horse drawn carriage to the palace.

There are numerous points of protocol when greeting the Emperor – how you walk, stand, move, speak, sit etc. Formal beyond words is how I would describe the atmosphere. The second most formal meeting I have been to in Japan was with some fishmongers in Osaka. I was introducing Australian Ambassador Dr. Ashton Calvert to various importers dealing with Australia. This seafood business was a large one and a big customer of Australian produce.

They had the entire echelon of senior management turn out for the meeting, it was a very stiff affair, a complete ceremony in itself. The formality was quite breathtaking. I never expected that fishmongers could be that formal, but it was a very serious affair, because of the “above God” status of the visiting Ambassador.

There are levels of politeness here with the accompanying formality. Even simple things like how you sit. I had an embarrassing experience when I was attending a senior Australian government official making the rounds of calls in Osaka. The Governor of Osaka was unavailable that day for the meeting, so we met the Vice-Governor. 

Picture this scene. The Vice Governor is sitting ramrod straight in his chair, with a 15 centimeter gap between his spine and the back of the chair. Roman patrician style – very formal and upright. My Aussie VIP visitor by contrast, was sitting there with his legs kicked out in front of him, lounging back in his chair, like he was on his couch at home watching the footy. The contrast in informality and formality was stunning. The formality-politeness construct comes straight into play here. Is lounging around in a formal meeting polite in a Japanese context? Was my VIP showing any respect for the Vice-Governor – I don’t think so. After the meeting, I tried to breach the subject of required formality in Japan with my visitor in a subtle way, but I failed. The cognition gap was too big to straddle.

Japan’s politeness is linked to formality and thoughtfulness. Japanese are very, very thoughtful. Australia, where I grew up, is so much more easygoing, informal and casual, so sometimes it is hard to get your head around Japanese formality. The thoughtfulness thing is also surprising too. What are you doing to be thoughtful in business with your clients? What can you do for them? 

When you go into the meetings, be more formal than normal – it will be seen as polite. Australia is probably the causal capital of the universe. That is fine in Australia, but Japan is different. 

All of this flies out the window however when you go out drinking together. It is extremely informal but that is the correct environment for that activity and Japan doesn’t mix it together. The problem with a lot of informal countries like my own, is we tend to want to mix them together, to be informal when we should be trying to be formal.

If you say “no” I want to do it my way, this is how we do it in my country, I am not going to be Japanese about this, then good luck with that approach. Let me know how that is working out for you! I wouldn’t recommend that. I suggest you try to be seen as polite in a Japanese context and that means being a lot more formal that normally would be the case in a business setting. 

You will never be Japanese. Trust me. You will never be considered Japanese. Trust me. But you will be considered polite from their point of view, their reference point. We have to be conscious of that and maybe up the formality levels a bit to fit in, at least during working hours. After work we are all champions of informality, so we have that part down already.

Engaged employees are self-motivated. The self-motivated are inspired. Inspired staff grow your business but are you inspiring them? We teach leaders and organisations how to inspire their people. Want to know how we do that? Contact me at [email protected]

If you enjoy these articles, then head over to dalecarnegie.comand check out our "Free Stuff" offerings - whitepapers, guidebooks, training videos, podcasts, blogs. Take a look at our Japanese and English seminars, workshops, course information and schedules.

About The Author

Dr. Greg Story: President, Dale Carnegie Training Japan

Author of Japan Sales Mastery, the Amazon #1 Bestseller on selling in Japan and the first book on the subject in the last thirty years.

In the course of his career Dr. Greg Story has moved from the academic world, to consulting, investments, trade representation, international diplomacy, retail banking and people development. Growing up in Brisbane, Australia he never imagined he would have a Ph.D. in Japanese decision-making and become a 30 year veteran of Japan.

A committed lifelong learner, through his published articles in the American, British and European Chamber journals, his videos and podcasts “THE Leadership Japan Series”, "THE Sales Japan series", THE Presentations Japan Series", he is a thought leader in the four critical areas for business people: leadership, communication, sales and presentations. Dr. Story is a popular keynote speaker, executive coach and trainer.

Since 1971, he has been a disciple of traditional Shitoryu Karate and is currently a 6th Dan. Bunbu Ryodo (文武両道-both pen & sword) is his mantra and he applies martial art philosophies and strategies to business.