The business lunch
In Japan, important matters are often discussed and concluded informally. Therefore, business dinners are one of the key venues for negotiations.
In the following section, we will delve into the intricacies of a typical business meal with Japanese customers. It's noteworthy that Japanese individuals appreciate Japanese cuisine even when dining abroad. If you opt for a Japanese restaurant for such occasions, it is imperative to ensure beforehand that it is authentically Japanese, not German. Should you have multiple business meals planned with Japanese counterparts, you may consider alternating with a traditional German restaurant.
Despite the seemingly casual nature of the business meal itself, adhering to a suit or at least a very business casual attire is essential. Japanese punctuality dictates arriving approximately 20 minutes ahead of the agreed time. Consequently, it is advisable to wait at the designated restaurant for your customers at least 30 minutes beforehand. This waiting period provides an opportunity to familiarize yourself with the restaurant: the table location, potential seating arrangements, and most importantly, roles within your team. Clarifying responsibilities, such as who places the order and handles gift exchanges, is crucial.
Understanding the logistics is paramount. Know the table layout, and discuss roles within your team. Who will handle the orders? Who manages the gift-giving? Familiarize yourself with the restroom location. Additionally, be mindful of fragrance etiquette; Japanese cultural restraint extends to perfume use. Avoid strong scents during these interactions.
After exchanging greetings with your Japanese colleagues, it is essential that everyone assumes the appropriate seat at the table, adhering to a specific seating arrangement. Lower-ranking employees occupy seats closer to the waiter, while higher-ranking individuals sit farther away. Those in lower positions typically handle ordering and related responsibilities. Therefore, individuals in higher positions should aim to sit farther from the aisle. Additionally, it's advisable to avoid reserving a table next to the restroom, and if unavoidable, choose a seat farthest from the restroom entrance.
During a business lunch, avoid directly addressing business topics. For Japanese individuals, the primary focus is getting to know their colleagues better. Expect to engage in a considerable amount of drinking. In Japanese culture, becoming intoxicated allows people to shed their tatemae (mask) and reveal their honne (truth), even to new acquaintances. Embrace this cultural aspect, but be aware that participating in alcohol consumption is important. If you or a colleague abstain from alcohol, it's preferable to apologize for the evening rather than abstain from drinking during the event.
A business lunch is primarily about entertaining clients, emphasizing small talk, and discussing neutral topics like the weather or current events. Collaboratively choose the food, engage in conversations about commonalities and hobbies to create a relaxed atmosphere. Occasionally, subtly inquire about intentions and plans, but ensure these topics don't dominate the conversation.
Consider the distribution of roles among your team. Designate a colleague to promptly order new drinks when the Japanese guests' glasses approach the 30% mark. This person should also be responsible for refilling glasses for both Japanese guests and your team, maintaining this duty meticulously throughout the evening.
Before bidding farewell to your customers, inquire about their preferred mode of transportation home – walking, taxi, or public transport. Depending on their preference, instruct the restaurant to call a taxi if needed, with the understanding that you will cover the cost. If they opt for public transport, assist by checking the connections for them. In Germany, the expense of the meal is always covered by you.
To make the process seamless for Japanese guests, discreetly excuse yourself as if heading to the restroom, and take the opportunity to settle the bill. When saying goodbye, remain in your position until the Japanese guests are out of sight. Once the farewell is complete, avoid turning around and going your separate way. This practice ensures a smooth and considerate conclusion to the meeting.