Of Potlucks and Dinner Parties: Understanding Western and Japanese Meeting Styles

Please be aware that these are solely my own personal thoughts and experiences. In addition, there is much I have still to learn, and, of course, my background as a European woman (and foreigner in Japan) both influences and limits my understanding. Writing down these ideas and concepts helps me engage with my experiences intellectually. Thank you for reading!

Meetings: they're the rhythm of the workweek, taking up a big chunk of our professional lives. On average, employees spend about 21.5 hours a week in meetings, nearly half of a typical 40-hour workweek! (Source)

But beyond their practicality, meetings can also be fascinating windows into different cultures with their respective peculiarities. In Japan, meetings unfold like meticulously planned dinner parties, with every gesture and pause carefully orchestrated in a dance of protocol and politeness. There are no surprises; decisions are more about affirmation than debate. Pre-meetings ensure everyone's on the same page long before the main event, and post-meeting-meetings serve to keep all participants aligned. Meanwhile, in Western Europe, meetings can feel more like improvised potlucks, with attendees bringing their own agenda points to the table. Lively debates in open forums are the norm, fostering a space where diverse voices mingle freely.

In this article, we will take a journey through the diverse worlds of Japanese and Western-European meeting cultures, where understanding these cultural nuances can open doors to effective global collaboration and success. Please note that while the impact of corporate culture on meetings should not be underestimated, for the purposes of this article, we will focus on the broad cultural styles.

Japanese Style Meetings: Precise and Polite Dinner Parties

From my experience, Japanese meetings unfold like meticulously planned dinner parties. Every course, every conversation, is carefully curated and purposeful. You'll admire the attention to detail, even as you wonder if the main dish will ever be served, or if we will keep discussing the appetizers all night.

Now, imagine you spend days discussing the menu with each guest before the party even starts. Of course, you'd inquire about any allergies, dislikes, or specific preferences. Together with your guests, you would decide on table decorations, their favourite flowers, and the background music so that the actual dinner can be a pleasant, smooth affair for everyone attending. That’s "nemawashi" in action. In addition to more formal meetings, ad-hoc small gatherings are also common to discuss strategies and build consensus before the main meeting. Japanese meetings often involve extensive pre-meetings where all the heavy lifting happens. By the time the actual meeting starts, everyone is nodding along like it's a well-rehearsed script. Sometimes, attendees may even take naps between long presentations—an unsurprising occurrence given their familiarity with the content and the expected decisions. In summary, meetings are less about the discussion and more about confirming what’s already been agreed upon.

In addition, meetings in Japan are conducted according to an extraordinary degree of formality and hierarchy. For example, seating arrangements can be considered an exercise of these two values. In Japanese meetings, seniority rules and determines not just where you sit but also when you speak. Junior members often sit quietly, nodding along and taking notes. Respect for hierarchy is key. Even if you’re bursting with a brilliant idea, it’s customary to let your boss speak first. And second. And maybe third...

If you think you’ve mastered the art of reading between the lines (空気を読む), welcome to the big leagues. Japanese meetings are a masterclass in subtle communication. Disagreements are expressed in the gentlest of tones, wrapped in layers of polite phrases that make them almost invisible. It’s like a game of charades, but with fewer gestures and more knowing glances. It is worth to be highly attentive as the real meeting might be happening in the subtext and long silences.

Speaking of silence, don't be surprised by how quiet Japanese meetings can be. Even during Q&A sessions, participants often keep their questions brief, preferring to approach the speaker afterward to avoid derailing the meeting from its predetermined course or embarrass the speaker in case they don't have an answer right away.

Western-European Style Meetings: Chaos but Creativity

In contrast, Western-European meetings often resemble a lively potluck dinner. Everyone brings their unique viewpoints and opinions to the table. There’s a general agenda, but the conversation flows freely, with a mix of structure and spontaneity that can lead to some delightful (and occasionally chaotic) outcomes. Be prepared to jump in with your ideas and navigate a few conversational twists and turns. For attendees from different cultural backgrounds, these meetings may often feel overwhelming, with a certain pressure to make one’s voice heard.

Unfortunately, these type of meetings can feel like a debate club at times. Everyone’s expected to speak their mind, and disagreements may be addressed right then and there. This directness can be refreshing, though it might catch you off guard if you’re used to more roundabout ways of expressing opinions. It’s less about consensus and more about constructive conflict.

In contrast to the hierarchical nature of Japanese meetings, European meetings often resemble a gathering of equals. It’s not uncommon for an intern to speak up right after the CEO, if company culture allows. This egalitarian vibe fosters a lot of cross-pollination of ideas, creating a rich and diverse discussion. Ideally, everyone’s input is valued, whether you’re the newcomer or the top executive.

Intercultural Complexity in Scheduling

The approach to scheduling and hosting meetings adds another layer of complexity. In Japan, meetings are often scheduled at times that may inconvenience individual attendees (but only on side of the scheduling party, never inconveniencing the party that is being invited, i.e. the customer or business partner) —yet everything is dropped to ensure attendance. Meetings may be scheduled last-minute or even on a Sunday afternoon or late at night, reflecting a strong commitment to collective effort and decision-making.

Conversely, in Western Europe, employees prioritize work-life balance, which can sometimes complicate scheduling. For instance, during events like the European football championship, scheduling meetings might face resistance as employees prioritize watching key matches rather than staying longer than necessary at the office.

Bridging the Gap: Making Meetings Work for You

Navigating these cultural waters can undoubtedly be challenging. Here’s how you can blend the best of both worlds in your meetings:

Adapt to the Context:

When engaging with Japanese business partners, a bit of quiet prep work before the meeting can go a long way. Share as much information and materials in advance as possible with your Japanese counterparts. Especially when slides and materials will be presented in English at the actual meeting, providing a summary in Japanese or a Japanese version will be highly appreciated and can prevent potential misunderstandings or miscommunication.

From Japanese perspective, prepare some points in advance you plan on bringing up in an Western style meeting and don't be shy - speak up, make your point confidently and be prepared for eventual follow-up questions. In short, adapting to the cultural context of your meeting can smooth out many rough edges and position you as a seasoned professional.

Embrace the Differences:

Meetings in different cultures are like gatherings that blend the best aspects of a meticulously planned dinner party with the spontaneous charm of a potluck. Picture a setting where the agenda is carefully crafted like a dinner menu, yet there's ample space for unexpected contributions and lively interactions akin to a potluck. Embrace these cultural nuances, and you might experience the richness of a thoughtfully prepared feast alongside the delightful surprises and diverse perspectives that make every gathering unique.

Build Your Cultural Competence:

The more you learn about different meeting styles, the better equipped you’ll be to navigate them. Think of it as building your toolkit for global business success.

Conclusion

Whether you find yourself orchestrating a meticulously planned Japanese-style dinner party meeting or navigating the lively exchanges of a Western-European potluck, each encounter offers a unique opportunity to bridge cultural divides and foster effective collaboration. By embracing these differences, adapting to local customs, and continuously expanding your cultural competence, you not only enhance the productivity of meetings but also cultivate relationships built on mutual respect and understanding. So, as you step into your next meeting, whether in Tokyo or Berlin, remember to savour the blend of precision and spontaneity that defines global business interactions—a recipe for success in today’s interconnected world!

Thank you for joining me on this journey through the world of meetings!

Links:

Guide to Japanese seating arrangements: 上座？下座？席次ルール全て解説します！ビジネスマン必見！ (ktamachi.com)?