Japanese Communication Style

The Japanese tend to be suspicious of words; they are more concerned with actions. They believe in using silence as a way of communicating. They also believe it is better to talk too little than too much.

Japanese take special note of the pauses between words. They are comfortable with less talk and longer periods of silence than are Westerners. Japanese may even use the fact that silence disturbs Westerners as a strategy to unnerve them.

If the silent person is the highest ranked Japanese executive at the meeting, it can be a good sign. Or, it might mean he does not want to say something unpleasant.

To the Japanese, sincerity means to properly discharge all of one’s obligations in order that everything will flow smoothly and harmony will be maintained.

The Japanese tend to give very little explanation as to what they mean and their answers are often very vague. They dislike saying no and will not tell you if they do not understand. If they disagree or do not feel they can do something, they will make a statement like “it will be difficult.” This usually means they do not feel they can do what you requested. They often leave sentences unfinished, allowing the other person to finish it in their own mind.

The Japanese believe truth is dependent upon circumstances and obligations to other people. Nothing should be allowed to disrupt the surface harmony of the individual, therefore, the Japanese will often give an answer they believe will please the listener.

Individual Japanese may not be able to tell you what you want to know, and instead make up an answer.

Accuracy is important to the Japanese and errors are not well accepted. A Japanese does not like being put in the position of having to admit a mistake or failure. To do so means losing face and this is very serious. They are also hesitant to admit they did not understand something.

The Japanese tend to see criticism as personal and don’t understand how Americans can separate criticism of one’s actions from criticizing one personally.

Holding the gaze of another person is considered rude. The Japanese usually focus on a person’s neck or tie knot.

In Western cultures, we are taught to look people in the eyes at all times; averting the eyes often signifies a lack of sincerity or confidence. In Japan, constant eye contact is considered rude or even aggressive

The Japanese do not judge information given to them so they do not indicate agreement or disagreement. They only nod to indicate they are listening. To the Japanese nodding or saying “yes” only means they are listening to what you are saying. It does not indicate agreement.

Japanese keep a greater physical distance between themselves than do Westerners

They tend to be reserved and humble and like to blend into the crowd. Speaking loudly is considered rude and threatening. Pointing is also considered rude. They are also reserved when it comes to physical touching.

Coats are kept on and ties are kept straight at meetings. Dress is conservative and often sophisticated and expensive.
Even inanimate objects are treated with respect.

The verbal and non-verbal habits of most Westerners place a premium on frankness and clarity, and are virtually the opposite of the Japanese.

Foreign businesspeople are often frustrated because they cannot get "straight answers" from their Japanese counterparts.

You must learn to become an active listener as well as a good observer of body language. Otherwise, it is easy to miss a great deal of what is being conveyed to you, seriously misjudge a situation, or make incorrect assumptions.

• Speak slowly and clearly
• Avoid jargon, idioms, long sentences and complex grammar
• Avoid negative questions
• Use humor cautiously, jokes are easily misunderstood
• Avoid slang; they may take it literally
• Don't run several questions together; ask them singly
• Write numbers, especially ones over 100,000. Japanese have different term for large numbers and it could be confusing
• Check and clarify; do not assume either you or they have understood correctly
  When they are talking, give feedback to indicate you are listening