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Internal communications

Home / Archive by Category "Internal communications" ( - Page 4)

Category: Internal communications

Humour easily crosses cultures but be careful with sarcasm

A British client attended some customer satisfaction survey interviews I conducted recently with Japanese companies. Later, I asked her if there was anything she had found surprising about the meetings. It was her first trip to Japan and she did not speak any Japanese. Her response was that the Japanese customers laughed a lot more than she was expecting.

British people who are not very familiar with Japanese people tend to assume that Japanese are formal, polite and very serious. Anyone who has spent some time working with Japanese people or living in Japan will know that in fact it is completely wrong to assert that Japanese do not have a sense of humour. Actually, Japanese people sometimes mention to me that they wish British people would relax and lighten up a bit more, especially “after five.”

I wasn’t cracking jokes during the customer interviews, nor am I fluent enough in Japanese to be able to pull off Japanese ‘share’ humour – word play and puns. I would like to think the laughter wasn’t embarrassed laughter, either. I was also not being sarcastic, ironic or teasing. These are types of humour the British use frequently, even in formal business settings, and they can cause misunderstandings in cross cultural situations.

A British marketing director working for a Japanese car company told me of a disastrous board meeting he once attended. The Dutch and German directors were arguing, vehemently putting their points of view forward and aggressively disagreeing with each other. The Japanese managing director became increasingly uncomfortable with this atmosphere and intervened, saying, “Perhaps now you would like to hear my comments.” The British sales director responded, “Oh, we don’t want to hear your comments.” The Japanese managing director then walked out of the meeting, presumably to avoid losing face as he was close to losing his temper.

The marketing director ran after the managing director to impress upon him that “Mike was just joking.” The Japanese managing director replied, “I realise that, but it was not appropriate.” Clearly Mike was trying to lighten the atmosphere with a bit of sarcasm, but it went badly wrong.

Most British wince when I tell them this story. I explain that Japanese are perfectly capable of being sarcastic and tease each other regularly, even in the workplace. But humour does not translate well if it transgresses cultural values too aggressively, particularly in formal business settings. In this case, the Japanese need for harmony – and also respect for hierarchy – was threatened by Mike’s remark.

So what did I say that was so funny in my meetings with Japanese clients? To be honest, I don’t really know. I suspect it was more about being witty, showing that I had a sense of the absurd and being self deprecating – humour traits the British like to pride themselves on and which the Japanese also enjoy. It seems wit, absurdity and self deprecation cross cultures much more successfully than sarcasm, jokes or puns.

This article by Pernille Rudlin originally appeared in the Nikkei Weekly.  This and other articles are available as a paperback and an e-book “Omoiyari: 6 Steps to Getting it Right with Japanese Customers”

 

For more content like this, subscribe to the free Rudlin Consulting Newsletter. 最新の在欧日系企業の状況については無料の月刊Rudlin Consulting ニューズレターにご登録ください。

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Giving a presentation in Japan? Think about sending it in advance

In previous articles in this series I have given a couple of tips regarding making presentations and proposals to Japanese customers or colleagues. One was on the usefulness of “visualisation” – trying to capture what you are saying in graphics. The other point I made was that presenting or pitching proposals in a Japanese context is like a maths exam – you have to show your working out, not just the conclusion, to get full marks.

The third piece of advice I have about presentations and pitches, especially if you are going to do them in English, is to send the documents in advance. You may think this detracts from the appeal of a presentation, but if your audience includes people who are not comfortable with English, prefer group based decision making and don’t like taking risks, then you are likely to be greeted by deafening silence when you ask for their go-ahead or if there are any questions. I’m not saying all Japanese corporate people fit this description but I have heard enough stories to suggest that it is worth making the effort to send your presentation ahead, if you can.

It may also be a good idea to send more than the slides. One group of British research scientists told me how when they first had a joint meeting with their Japanese counterparts, they presented their results using all the slideware tricks to make it as stimulating as possible. But when they asked for questions, their Japanese colleagues simply sat there – nodding, but silent.

The next time they met, the British scientists sent their Japanese colleagues not just the slides but also all the data, two weeks in advance. This time, when they asked for questions, everybody’s hand shot up. The Japanese scientists had not only been able to translate any of the English they did not understand, but probably also crunched the data themselves and, I suspect, had a discussion, maybe even allocating questions to each other.

I told this story to a rueful European marketing director of a Japanese electronics company the other day. He had told me that on his appointment, he was invited to Japan to meet with the President of the company. Being a marketing director he of course put together a slide presentation on his strategy for Europe. When he arrived at the Tokyo headquarters for his meeting, he was asked to wait, as the President was with a customer. Finally, 45 minutes late, he went in to see the President. The President apologized profusely for keeping him waiting and then said unfortunately another customer was coming in 15 minutes. “We ended up drinking tea and talking about the weather and I never showed my presentation” the marketing director told me. If he had sent the presentation in advance, it probably would have been picked up by the President’s executive assistant, who would have translated it, summarised it and even suggested questions for the President to ask. At least then they could have talked about more than the weather.

This article by Pernille Rudlin originally appeared in the Nikkei Weekly.  This and other articles are available as an e-book “Omoiyari: 6 Steps to Getting it Right with Japanese Customers”

For more content like this, subscribe to the free Rudlin Consulting Newsletter. 最新の在欧日系企業の状況については無料の月刊Rudlin Consulting ニューズレターにご登録ください。

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Business presentations should be thought of like maths exams

Westerners who have sat through a presentation by a Japanese businessperson usually complain afterwards that it lacked punch and a logical progression, and seem to have had too many slides, crammed full of data and graphics, with a jumble of font sizes, typefaces and colours. More often than not, due to a discomfort with public speaking, especially in English, the Japanese presenter has had his head stuck in the script the whole way through or read out the bullet points on the slides, word for word.

This public speaking style is partly explained by the difference in Japanese and Western education. Whereas Western schools give plenty of opportunities for practising public speaking – drama classes, school plays, public speaking competitions and class debates – most Japanese schools are still focused on the teacher disseminating information, rather than classroom discussions. And, of course, English teaching in Japanese schools is still far more centred on written rather than spoken English.

Slideware took a long time to take off in Japanese corporations, but if you look at the shelves of business books in Japanese bookstores now, you can see that self help books on mastering slide presentations have become increasingly popular.

While I see more and more Japanese who know how to present in a way that appeals to Westerners, I sense that there is still a fundamental difference between Japan and Europe or North America in what a presentation is supposed to be about.

Last year, I was involved in helping German and Japanese senior managers make pitches to their board directors. The German managers were happy with our standard Western approach. We cut out some of the slide content, tried to get a clear line of logic and then rehearsed the presentation until it was slick and within the time limit. The Japanese managers looked increasingly unhappy, however. I thought it was just because of the stress of having to learn their lines in English, but they said they felt there was a fundamental cultural difference. “Our German team mates seem to believe presentations are all about style”, they said, “whereas for us, it is about showing our effort (doryoku). We need to explain the process of our thinking”.

This could be a difference in what constitutes “logic”. In the West we are told that when making a presentation or writing an essay you should “say what you are going to say, say it, then tell them what you just said”.

The Japanese philosophical model, ki-sho-ten-ketsu (introduction, follow-up,turn/change conclusion), may look similar, but the emphasis is on giving the context and often leaving the audience to figure out the conclusion. So, when presenting to Japanese customers, although I am not saying you should bore them into submission, you may need to give more details on the context and history, before reaching your conclusion. Rather like a maths exam, you have to show the working out, not just the answer, to get full points.

This article by Pernille Rudlin originally appeared in the Nikkei Weekly.  This and other articles are available as an e-book “Omoiyari: 6 Steps to Getting it Right with Japanese Customers”

For more content like this, subscribe to the free Rudlin Consulting Newsletter. 最新の在欧日系企業の状況については無料の月刊Rudlin Consulting ニューズレターにご登録ください。

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Visualisation – I see what you mean

We’re just starting the process of selling our home and looking for a new house here in the UK, and I have been struck by how showing layouts of a house and listing its total floor space is still a relatively new trend in Britain. In Japan it would be unthinkable to give particulars of a house or flat without also providing a floor plan and an estimate of how many square meters or jo, number of tatami mats, the floor space is.

I don’t think this is just because land space is so precious in Japan. I think it is related to a general Japanese preference for visualisation over text. It’s well known that Toyota Motor Corp., for example, promotes problem visualisation in its factories. In other words, don’t just have an alarm that sounds or a printout that indicates a problem; make sure there is some visual control or graphic display of the problem.

Toyota also has a policy of using A3-size paper for its reports on problem solving or proposals, which have a visual storyline of interlinked boxes, that relieve people from having to read densely typed 20-page memos.

Visualisaton isn’t about oversimplifying problems; it is about condensing a problem and often conveying quite a lot of information or logic without spelling it all out in words. I think the ability to convey rich detail in a graphic form originates from the use of kanji, the Chinese ideograms that are sometimes obviously derived from the thing they are meant to represent – trees, mountains, rivers – or can be broken down into components which represent concepts from which a meaning can be deduced. For example “speech” plus “true” = “evidence”.

The preference for visualisation can lead to cross-cultural communication snafus. Japanese PowerPoint presentations have a tendency to be so densely packed with graphics full of tiny text that squinting Westerners start to yearn for white spaces and a maximum of five bullet points per slide. If you add an allergy to long paragraphs of English to a preference for visuals, it’s no wonder many lengthy English reports and emails are left unread by Japanese recipients.

It’s not just written communication where problems occur. Whilst Americans and the British may be happy to yak away in a teleconference, the chances are that Japanese person lost the thread way back, and is wondering what the canteen lunch special is.

So what to do? Obviously, when presenting an idea or showing a problem to Japanese people, try to use visuals – bar charts, pie charts and so on. Even trying to sketch your idea on a piece of paper or a whiteboard as you talk can be of help. I have heard that teleconferences that have a web based visual component – slides or a spreadsheet that can be pointed at – work much better when there are Japanese participants than pure voice or visuals of ‘talking heads’.

So, the next time you need to make a proposal to a Japanese person, see if you can draw it first.

This article by Pernille Rudlin originally appeared in the Nikkei Weekly.  This and other articles are available as an e-book “Omoiyari: 6 Steps to Getting it Right with Japanese Customers”

For more content like this, subscribe to the free Rudlin Consulting Newsletter. 最新の在欧日系企業の状況については無料の月刊Rudlin Consulting ニューズレターにご登録ください。

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Attitudes to time

Whenever I run training sessions for mixed groups of Japanese and European managers, it is always fun to observe the nationalities of the participants who arrive first and of the people who arrive last. In a seminar last week, the Norwegian participant was precisely five minutes early. The last to arrive (more than an hour late) was a Frenchman, originally from the south of France. In Europe, it is reliably the case that the further south you travel, the more people have a ‘flexible’ view of time.

When I later picked up on this with the Norwegian participant, he looked worried for an instant and said “I was only five minutes early”. This attitude strikes me as very similar to the Japanese approach, which is to be early for appointments, but only by five minutes. Any earlier than that would inconvenience the other person. I have been in coffee shops in Japan, near clients’ offices, and realised that other salespeople, like me, who had arrived too early, were killing time with a quick cup of coffee. I realised this because at about ten minutes to the hour, we would all rush to the till to pay and go.

This behaviour seems to be in direct contradiction to Japanese schedule-keeping patterns when it comes to internal meetings, however. Unless there is a senior executive at one of these meetings, Japanese employees are frequently late. This also holds true, regrettably for me, for training sessions. If there is a senior person is coming, the five minute rule applies. I have even seen junior employees peer through the window, see that a senior person has already arrived, and run away rather than be late.

It would seem that when the meeting is of peers and is ‘in-group’, Japanese people revert to a more relaxed view of time. Not only are they frequently late, but they will answer e-mails via their laptops in the meeting, keep their mobile phones switched on to take calls and be hauled out of the meeting to talk to someone else, sometimes not returning for half an hour or more.

My explanation of this is that when it is an internal meeting, a Japanese worker does not feel the meeting excludes or has priority over all the other relationships that he or she is having to attend to at the time.

While this kind of behaviour drives North Europeans crazy, I also had a Japanese expatriate manager complain to me about the behaviour of a German purchasing manager he went to visit. Apparently the German left his mobile phone on, without even muting the ringtone, all the way through the meeting. Every time the phone rang, the German purchasing manager would look at who was calling, then put the phone back down and let it ring until it switched to voice mail.

I have talked to various Europeans, including Germans, about this, and have come to the conclusion that, for once, there is no national cultural tendency behind this behaviour, it is merely a customer playing status and power games with a supplier!

This article by Pernille Rudlin originally appeared in the Nikkei Weekly.  This and other articles are available as an e-book “Omoiyari: 6 Steps to Getting it Right with Japanese Customers”

For more content like this, subscribe to the free Rudlin Consulting Newsletter. 最新の在欧日系企業の状況については無料の月刊Rudlin Consulting ニューズレターにご登録ください。

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‘Tantosha’ and ‘madoguchi’ coordinate communication traffic

When I worked for a Japanese multinational in the UK, I used to answer my phone with the name of the company. Annoyingly, this meant I was often mistaken for a secretary or a receptionist, but I persisted because I knew it was what our Japanese customers and colleagues expected. We all had direct lines, both in the UK and Japan, but in Japan there was ‘group pick up’ for each team and it was considered unprofessional to let any phone on the team ring more than a few times. Voicemail was not used and still is not widespread in Japan.

Japanese customers expect to get through to the person in charge, the tantosha, or someone who is on their team. We had a whiteboard calendar in my Japanese office, where everyone wrote in their business trips and meetings, so each team member knew where the others were. We also knew the basics of each other’s business, thanks to the fact that, as in most Japanese companies, we had an open plan office, with teams clustered together, so we could hear and see what other team members were doing. So not only could we tell the customer where the tantosha was, but we could usually say something more helpful about the status of their business than “can I take a message?”

A tantosha is not necessarily in charge of the team nor do they have ultimate decision-making authority but does have day-to-day responsibility for that customer’s business.

The term ‘madoguchi’, window, is sometimes used, when someone is the ‘window’ into an overseas office or another partner company. They may not be the expert or decision maker that the other company ultimately need to speak to, but they are the ‘first port of call’ or may be in charge of the overall coordination of a deal.

An Australian fund manager I met last week commented on this ‘madoguchi’ system. “I think the poor Japanese guy in the company we were dealing with was confused and overworked, because he seemed to be the only person on their side working on the deal. Whereas on our side there were about half a dozen people he had to talk to, each expert in their own area, and each with decision making authority. He, on the other hand, didn’t seem to have any decision making power at all.”

Japanese customers are accustomed to this idea of an assigned contact person, who is accessible at almost all times, who is part of a team that works collaboratively, and the access point to a network of decision makers and experts. In the UK, many of the professional services firms I advise, such as accountants and lawyers, have adapted to this expectation by setting up a “Japan Desk”, manned by Japanese speakers, who deal with incoming client queries, divert them away from using costly senior management time and provide customers with accessible, consistent and knowledgeable service.

This article by Pernille Rudlin originally appeared in the Nikkei Weekly.  This and other articles are available as an e-book “Omoiyari: 6 Steps to Getting it Right with Japanese Customers”

For more content like this, subscribe to the free Rudlin Consulting Newsletter. 最新の在欧日系企業の状況については無料の月刊Rudlin Consulting ニューズレターにご登録ください。

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