AboutTai Yamanaka Expertise I can answer questions regarding Japanese business culture, business etiquette, corporate society, as well as provide know-how on how to research industries, corporations and communicate with business contacts.
Experience I have over 20 years of experience working in Japanese corporations as well as for American corporations doing business with Japan. I have served as a representative as well as a go-between for American and other corporations with Japanese businesses, industry and scholarly associations as well as government agencies
Expert: Tai Yamanaka Date: 11/7/2007 Subject: Greeting Japanese government employees
Question QUESTION: I have been asked to provide a briefing for three Japanese government employees (equivalent to State government level employees) about how American government agencies communicate with the public and use the media. What is the proper way to greet Japanese government men at this level? We have small gifts for them (brass & crystal souvenirs of Washington DC).
ANSWER: Hello John,
Thank you for your question.
The short answer is that you should treat them like you would any other visitors from a foreign government. The longer answer is that they will have unique needs that you should try to address to the extent you can.
Some of these needs are that (1) they represent their country and position and would like recognition of their importance, (2) they will likely have language problems, and (3) they would like to leverage this meeting, if they can.
The gifts you prepared addresses the first. It would also be good if you "rank" your gifts, so that the most important visitor get the best gift, the second important a lesser gift, and so on. Of course if they are the same rank, the same gift would be all right.
The second need is that unless these visitors are exceptionally well educated, they will have problems with English. While they might bring an interpreter, it's probably a good idea to use short, simple sentences when you talk to them or give a presentation. It's also important to provide written documents of your presentation, so that they can study them at their leisure when they return to Japan - brochures, catalogs, white papers, press releases, etc. should be helpful.
Lastly, it's always useful to be a conduit of contacts. If your visitors are interested in media and communications, offer to provide contacts to media outlets, newspapers, etc. that you are familiar with. Showing them that you can be the initial contact through which other contacts can be made available would maximize the importance of your briefing.
I hope this helps.
Please let me know if I can help with other questions.
---------- FOLLOW-UP ----------
QUESTION: You have been greatly helpful. Thank you. My follow-up questions concern the tradition of bowing. The ranking of the visitors are... Manager, Public Relations, Ishikawa Pref; Chief, Taxation Division, Shizuoka Pref; Manager, Direct Taxes Division, Shizuoka Pref. This would make us professional peers. All of the guests are men. There will be 3 of us, two men and one woman. Should we bow or shake hands? What other things should I be aware of in greeting these men?
Answer Hello John,
Thank you for your follow-up question.
Initial meetings with Japanese always begin with an exchange of business cards. The visitor hands you his business card with both hands. Receive that business card with BOTH your hands. Next hand your business card to the visitor, again with BOTH your hands. He will examine your card, after which he will bow. Bow back. Then offer your hand and shake.
Other than that, all you need do is be professional, polite, and prepared.
Both Ishikawa prefecture and Shizuoka prefecture maintain English-language websites (pref.ishikawa.jp and pref.shizuoka.jp). Read them for background information before the meeting.
Both Ishikawa and Shizuoka prefectures are beautiful regions of Japan - Ishikawa facing the Japan sea and Shizuoka being the location of Mt Fuji.
Both have long cultural traditions as well as thriving industry. Ishikawa is where the Advanced Science & Technology institute is located, while Shizuoka is where the motorcycle manufacturers, Honda, Yamaha and Suzuki got started.
Ishikawa is also known for its wonderful crabs and sweet shrimp, while shizuoka produces half of all the green tea consumed in Japan.
With their thriving traditional as well as international industries, these officials may be facing challenges involving new or different forms of taxation as well as the task of communicating with the media. Which is probably where your value comes in as professional peers in facing similar or comparable challenges and assignments.
I hope this helps.
Please let me know if I can help with other questions.
