Communication Strategies for Foreigners in the Japanese Workplace

With the advance of globalization, the number of foreigners working for Japanese companies is increasing.
Working in a different country is a valuable experience.
However, you may find it difficult to communicate due to cultural differences.
 
In this article, we will explain the Japanese way of communication and show how foreigners can usefully communicate in the Japanese workplace.

 Get to know the Japanese way of communication

Indirect communication

Communication can be divided into two main categories:

1. Direct Communication: Clearly saying what you are thinking.
2. Indirect Communication: Not clearly saying what you are thinking.

In Japan, indirect communication is used in many situations. It involves not directly expressing your thoughts to avoid hurting the other person's feelings or to be more polite. This can be difficult for foreigners to understand, as it requires interpreting the underlying meaning. Pay attention to the other person's behavior and ask questions until you understand.

You may also feel uneasy about clearly stating something that your boss or co-workers might not like. In such cases, using "cushion words" can help convey your message politely.

Examples of cushion words:

Using cushion words like this is a polite way to communicate.

Facial Expression and Body Language

In Japan, non-verbal communication is also important. Pay attention to facial expressions and body language. For example, people smile when they say thank you and look apologetic when they apologize. Nodding or making eye contact while speaking shows that you are listening.

Silence is one way to communicate

Japanese people sometimes remain silent during conversations. It may feel awkward or uncomfortable, but they might be taking their time to think or reflect. This quiet time is meant to enhance the conversation, so don't worry about it.

Learn basic Japanese for work

First, let's learn Japanese commonly used in the workplace.

Greetings

おはようございます /Good morning
The greeting you give when you meet in the morning.

お疲れさまです /Good evening
The greeting one gives to colleagues when passing them at work or when leaving after a long day of work. *Do not use it for clients.

お世話になります /Thank you for your constant support
The first greeting when meeting or calling a client or customer.

今後ともどうぞよろしくお願いいたします /I'm looking forward to working with you
The final greeting when meeting or calling a business partner or customer.

Self introduction

はじめまして。 〇〇（名前）と申します。 どうぞよろしくお願いいたします。
Nice to meet you. My name is ____ (name). I'm looking forward to working with you.

When greeting clients and customers, say the name of the company as well the self introduction.

（会社名）の〇〇（名前）と申します。 どうぞよろしくお願いいたします。
Nice to meet you. My name is ____ (name) of ____ (company name).
I'm looking forward to working with you.

If you are unsure about something

すみません、〇〇についてお聞きしたいのですが、お時間よろしいでしょうか。 
Excuse me, I would like to ask you about ____, do you have a few minutes to talk?

When talking to the other person, first ask if it is okay to ask now, since you will interrupt the other person's work.

If you are a senior or a boss, it is more polite to use "お忙しいところ申し訳ございません。(I am sorry to bother you.)" is more polite.

These are phrases that are absolutely useful if you work in Japan.

You should listen carefully to other words used by your colleagues and try to imitate them.

Know how to communicate with superiors

In the Japanese workplace, people are polite to their superiors. This section details how to communicate with superiors.

Behavior toward superiors

In the Japanese corporate organization, there are ranks from the top, such as president, general manager, section chief, section manager, and chief.
When calling names, add honorific titles to the names.　Examples: President Yamada, General Manager Tanaka, etc.

However, in some companies, even the president is not called "President ____," but "Mr. ____". If your workplace has established rules, follow them.

Behavior toward your boss

Your supervisor is an important figure of your work. If you have any problems, consult with them immediately. Listen carefully and follow instructions while on the job. When you are taught something, do not forget to express your gratitude.

How to interact with seniors

In Japan, there is a relationship between seniors and juniors.(先輩と後輩）

In the workplace, people who have joined and worked before you are your seniors.

You will have many opportunities to learn from and receive guidance from your seniors. Treat your seniors with respect as well as your superiors.

Know how to communicate with your colleagues

Here are some ways to communicate with your colleagues. Use these methods to build good relationships with your colleagues.

Seek advice

If you have a problem at work, proactively seek advice from your colleagues. Even if they work in the same office, they may have different experiences than you or knowledge that you do not have.

Let's make small talk

If there is an opportunity to talk freely, talk about today's weather with your greeting or about events at work.

Be careful not to start talking about your personal life from the beginning, as it may surprise them.

Join events

If you are invited to dinner or drinks after work, you should try to attend the event if you have time. Having a good time will broaden the conversation and make it easier to build a relationship.

How to respond when there is a difference of opinion

🤔Japanese workplaces have a lot of indirect communication and work in teams... So what do I do when I have a disagreement?"
At work, you may have trouble disagreeing with your colleagues.
Here are some solutions for such cases.

Express your opinions thoughtfully, not one-sidedly

In Japan, we often work together as a team to get things done.Therefore, do not give your opinion one-sidedly, but rather exchange opinions while finding commonalities with the other party's opinion.It is also important to use polite and considerate language without using words that denigrate the other party.

Seek third-party opinion

One way is to get a new opinion from a third party, such as a senior colleague or supervisor.Get opinions from different perspectives and find a mutually acceptable solution.

Focus on your goals and objectives as a team

When there is a disagreement within the team, remember the team's goals and work objectives. Focusing on them will help you put together a good opinion for your team.

In this way, you will be able to maintain a good relationship and build a cooperative working relationship.

Conclusion

Communication is essential to work.

Being able to communicate well in the Japanese workplace will not only help you build good relationships, but will also make it easier for you and your colleagues to work together.It will help you learn a new job, learn to speak even more Japanese, and help you grow as a person.

There are many other cultures in the Japanese workplace that could not be introduced in this article. Understanding the culture also helps communication.

We recommend reading the following articles together.

📎 Business Etiquette in Japan: What Foreigners Should Know

📎 Cultural Differences that Trouble Foreigners