Tips
First and foremost, here are crucial tips to bear in mind when engaging in conversation with a Japanese person or navigating negotiations
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Include Aizuchi: Incorporate supportive comments such as "Oh, yes," "I see," or "Ah, so," along with nods to create a relaxed atmosphere on the Japanese side.
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Utilize Repetition: Emphasize the importance of your messages by repeating them. Summarize the Japanese person's messages from your perspective and encourage them to correct any misunderstandings. Request summaries from their viewpoint as well.
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Avoid Open Questions: Instead of open-ended inquiries like "What do you think...," ask specific and detailed questions to facilitate easier expression for the Japanese. Open questions can often be overwhelming.
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Frame Doubt or Criticism as Questions: Phrase uncertainties or criticisms as questions, such as "Are you really sure that...," "Just to be on the safe side, do you think that...," or "I am not entirely certain if I am right, but..."
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Take Your Time: Refrain from hasty responses. Allow both yourself and your counterpart ample time to contemplate, and avoid pressuring for quick answers.
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Avoid Direct "No": As an initial reaction, steer clear of an outright "no." Instead, use phrases like "That might be difficult."
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Avoid Aggressive Behavior: Building pressure, making loud statements, and engaging in controversial debates can strain relationships. Opt for a more collaborative approach.
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Express Emotion: In line with the Japanese people-orientation, demonstrating emotion, including tears if appropriate, can be effective in achieving a goal.
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Consider an Intermediary: In highly deadlocked situations, engaging a mediator can prove beneficial.
Occasions for indirectness
I will now outline five situations in which indirectness is crucial and provide guidance on formulating your sentences effectively.
Techniques for indirectness
Strategie | Beschreibung | Beispiel | Bedeutung |
|---|---|---|---|
Vermittler
| Bei besonders heiklen Botschaften Mediator dazuholen | ||
Projektion | Die Perspektive wechseln: Eigene Wünsche auf eine andere Person projezieren.
| „Sie müssen sicherlich sehr müde sein.“
| Ich möchte das Meeting jetzt beenden.
|
Neutralisierung | Probleme neutral ansprechen. Eigentliche Kritikpunkte weglassen.
| „Wie ist Ihr Hotel?“ – „Der Ausblick ist schön.“
| Das Hotel ist ansonsten nicht gut.
|
Weichspüler | Unangenehme Aussagen beschönigen, z.B. mit Füllwörtern wie „vielleicht“, „irgendwie“ | „Das ist vielleicht etwas schwierig.“
| Das ist unmöglich.
|
Einbettung | Positiv beginnen und enden; Kritik in der Mitte positionieren
| „Ein guter Brief. Die paar Tippfehler können Sie ja noch beheben. Prima!“
| Das entspricht nicht meinen Erwartungen. Die Tippfehler müssen unbedingt raus.
|
The Japanese "No"
There are many ways to say “no” in Japanese. Here are the 8 most important variants.
1.You fold your arms, tilt your head to the side and suck in air through your teeth. (more for men)
2.Formulations that describe “no”: “It is (very) difficult.” “I will try my best.”
3.You are silent on a question.
4.You answer evasively to a specific question.
5.You confirm briefly with “Yes” or “Hai”, but do not say anything further and do not take up the topic again
6.You keep changing the subject.
7.You suddenly change the subject.
8.Critical questions are often ignored or ignored.
1.If the word “Yes”, “Yes” is repeated several times in a serious tone, you can count on actual agreement. “Oh yes, yes!”
2. If verbal consent is clear, serious consent can also be expected. “Yes, very good. Let’s do it this way!”
3. Topics and facts that are agreed to are repeated several times.
4.There is a written consent.
5.There is an additional unofficial commitment after a meeting.
The Japanese "Yes"
A one-off “Hai” or “Yes” means nothing more than a vague “I’m listening to you.” This is how you recognize a real “yes”.
Contact via email
Cultural differences extend to correspondence, particularly in initial email contacts. In a business context, it's crucial to acknowledge that Japanese professionals often work on weekends and holidays, especially when troubleshooting arises. The ability to respond promptly, even on such days, is highly valued.
First contact:
Similar to a German email. State your position and interest directly - if you don't receive an answer, the Japanese side is not interested. A second email is of no use here. Better: Get to know your customers personally at trade fairs.
Follow Up:
After trade fair discussions, as well as meetings or any other gatherings, it is essential to always send a follow-up email. Express gratitude for the cooperation, inquire about any concerns or questions, and convey your hope for the continuation of a positive and fruitful collaboration.
In case of problems:
If there is a problem, it is better not to send an email. Try to arrange a meeting or clarify the problem over the phone.
Reply letter:
Regardless of the type of email you receive from your Japanese business partners, it is crucial to respond promptly, confirming receipt of the message. While there's no need for direct reference to the content, this immediate acknowledgment assures the Japanese counterparts that their email has been received. The golden rule here is prioritizing speed!