Business cards and Japanese business etiquette in general
lonesoullost3 said:
This thread is very informative! Some of these I knew, others came as a surprise to me. Business card etiquette is very interesting. Thanks for the info
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I've decided to write some more on business card etiquette and etiquette of meetings in general:
-1. Before the meeting, make sure you have enough name cards for everyone expected to attend the meeting. Be sure they are clean and not damaged. Put the cards into a "meishi-ire" (name card holder) - like a little tiny wallet for name cards, usually made out of leather or other nice material.
0. Accept the card from the highest ranking person in the meeting first and work your way down the ladder. Likewise, allow your boss to offer his card first and then offer yours when your pecking order turn comes. Offer your card with the Japanese language side up if you're meeting Japanese people and you'll be talking to them in Japanese.
1. Always accept the business card with both hands and bow politely.
2. Offer your business card at the same time and say: "[your name] to moushimasu. Douzo yoroshiku onegaishimasu". This part is somewhat awkward as you are expected to both hand your card and accept the card being offered - both actions done while holding the card with both hands.
Give the card a glance at least long enough to convey that you have had time to look over all the pertinant details. You may flip the card over to look for an English translation if any. (Usually the side with your native language will be offered face-up)
3. Find your seats if a seated meeting.
4. DO NOT put the card away. Place on the table and leave it for the duration of the meeting.
5. If you are in a meeting with multiple people, arrange the cards on the table in an order that will allow you to properly address people.
6. When the meeting is over, collect the cards and place them in your "meishi ire".
Other meeting etiquette:
There is a seating order to be followed. Observe it closely. The 'guest' to the meeting is higher in the pecking order. They get the "higher" seat. For a meeting room, this is always the side of the table opposite the entrance. The guests should be able to see someone entering the room without looking over their shoulders.
Guests are usually seated in order of rank from highest to lowest. The highest rank will sit on the far side of the table closest to the door, and then work the way down. The inviting company's employees will follow the same order, but on the side of the table near the door.
During the meeting, no fidgeting and try to keep one or both of your hands on the table.
Try to avoid making jokes. They usually don't work.
Meetings usually start with some small icebreaker chat, followed by the main discussion. It is important to allow enough time for the closing chat time though -- it is considered impolite to hold a rushed meeting and then simply leave without winding down. Instead, there is a period where some ligher discussion is had, usually with questions being asked to allow each party to get to know the other side better. These are not personal in nature usually, but instead allow both parties to know more about the business of the other party, what the customer intends to do with the product, etc.
Also, Japanese meetings are different than American business meetings, for example. The meeting in Japan is a forum to exchange ideas, offer business opportunities, or discuss resolving problems at hand. Usually a yes/no decision is NOT offered immediately. Instead, expect to wait a day or two before an answer to a proposal is delivered.
Also, Japanese will bend over backwards to avoid saying "no" or appearing to be negative to a proposal or question. "I need to think about it" "Maybe" "We shall see" and "Perhaps next time" are all pretty much equivalent to "No, thanks" in a typical American meeting. Don't confuse "I need to think about it" with the normal 'brooding time' that follows a meeting. You'll need to read body language and other cues to know whether the other side really is interested or is just being polite.
Also you'll need practice to figure out the difference between a real smile and a polite one.
The infamous teeth sucking sound is also one sign that the person would like to say "no" but can't, but it is not always so.
When the meeting is over, hold the door open for your guests and allow all of them to leave the room before anyone from your company leaves. Accompany them to the lift or entrance of your building, thank them for their time and wait for them to be out of visual range before leaving.
If the meeting was amicable, you should expect to get a response within the agreed time. It's Ok to follow up if you didn't get an expected response, as long as it should have been obvious that they were not just being polite and avoiding saying "no" right out.
I welcome any comments or questions on this! Perhaps a new discussion?