How to behave in Japanese business situations.

Know how to speak in a business context.   

As members of society, we meet and work with many people, and business manners are essential. Your impression of their company will improve when you meet someone with good manners. There are specific minimum rules of etiquette that you should know so that both parties can work together comfortably. You will learn how to speak and listen politely in business, use basic honorifics, use language that does not make others uncomfortable, and introduce yourself inside and outside the company. In addition, this post also introduces internal reporting, contacting, and consulting skills known as 報連相 or "Hourensou" in the business world. In business, we seek to gain the trust and confidence of others through conversation. Let's first look at speaking in business.

Speaking is part of everyday communication in the workplace. Speaking is also communication. A business conversation can only take place if the other person hears what you are saying and understands it correctly. Repeating this process leads to the next task. For the other person to know what you are trying to say, it is essential to remember the key points of your speaking style.

There are three critical points to speaking in a business conversation that the listener will understand. The first and most important is how you deliver the content. Organize your facts and pay attention to the order in which you speak. In business, you often have a limited amount of time to talk. Try to communicate concisely.

Second, your voice's volume, speed, facial expressions, and posture are also essential in addition to content. The reason is that others perceive your voice and facial expressions when you speak differently. Consider your voice and mannerisms when speaking. Speak at a volume and speed that is easy for the other person to understand. The book and speed of your voice are essential. If you speak in a soft voice, it gives the impression that you are not confident. On the other hand, if you talk too loudly, you may sound overbearing and give the impression that you are to blame.

Third, facial expressions that are appropriate to the content of the conversation are also important. People prioritize non-verbal communication, which is a message conveyed by facial expressions. When apologizing, try to express feelings of apology; when thanking someone, try to share feelings of gratitude with your words and facial expressions. In addition to your voice and facial expressions, pay attention to your language. Consider using pleasant language. It would be best if you ended your conversation on a positive note.

In internal conversations, the "desu-masu" tone is appropriate. For customers and superiors, "shite itadakemasuka" sounds more polite using the interrogative form, "shite kudasai? End clearly. Some people end their words in a muffled, quiet voice. This shows a need for more confidence. In business, you must avoid ambiguity and convey correct information to the other person. It is essential to look the other person in the eye, make yourself the subject, and say what you mean.

Speak confidently and clearly, even to the end of your sentence. You may be surprised to find that there are many points to consider when speaking in business. You will experience a business conversation every time you go to work. It will come naturally if you think about the other person first and foremost and remember the perspective of ensuring you are understood correctly. Learn to communicate through a conversation without fear of speaking.

The way of speaking that communicates.

How do you go about speaking so that the audience will understand? In business speaking, it is crucial to say in a way that is easy for the listener to understand. There are several things you can do to improve your speaking. Let's review some specific methods.

First, be aware of the order in which you speak. If you start explaining suddenly, the audience may need to help understand what you are discussing. Talk about what you are going to talk about or the theme first. For example, "I will talk about the progress of the business meeting with Company A. If the other party knows what you will talk about, they will be able to understand what you will talk about more quickly. If the premise is shared within the company, discussing the conclusion or essential points first is a good idea. It is easier for the other party to decide how to respond after the discussion by talking about the topic and then ending.

A long preamble may not convey the vital conclusion well, so begin by saying, 

• 結論からお伝えすると、
• けつろんからおつたえすると、
• In conclusion, 

For example,

• 結論から申しますと、昨日の田中倉庫への提案は、通りませんでした。この背景として２つの原因が考えられます。１つ目の原因は、２つ目の原因は・・・
• けつろんからもうしますと、きのうのたなかそうこへのていあんは、とおりませんでした。このはいけいとしてふたつのげいいんがかんがえられます。ひとつめのげいいんは、ふたつめのげいいんは・・・
• In conclusion, yesterday's proposal to Tanaka warehouse did not go through. There are two possible reasons for this: the first is the cause, and the second is the reason...

Also, if you want to explain more than one item, it is better to talk about how many main points you have first. For example,

• ポイントは３つあります。その理由は２つあります。
• ぽいんとはみっつあります。そのりゆうはふたつあります。
• There are three main points and two reasons for them. 

The listener will be aware of how many items there are, which will help them organize their mind and understand the information better.

Next, let's look at the points for communicating in an easy-to-understand manner. First of all, it is essential to keep sentences concise. Try to convey information in one sentence, one message. Avoid jargon and industry jargon. It means choosing words that the other party will understand. Some jargon and industry terms that do not bother you within your company may be difficult for your customers to understand. Depending on whom you are talking to, try to speak in a common language that both parties can understand.

To speak clearly in business, you should organize your main points and be able to see the whole picture in your mind. When communicating something to someone, think of them as the first person to the information you are sharing. If you want someone who knows nothing about you to understand what you are saying, think about what order and words you should use to convey your message so that they will appreciate it.

Know how to listen in business.

 In any business setting, listening is as critical as speaking. It is essential to receive and understand what people say, not just listen. There are three crucial points to listening in business. The first is the attitude and posture of hearing; the second is to listen accurately; and the third is to ask unclear questions. Second, listen accurately; third, ask questions when you have questions.

   

Listening is an important communication skill that will help you improve your skills. In business, listening to what others say will help you do exactly what they seek. A good listener will also help you gather quality information and people and provide more opportunities.

   

Let's take a look at posture when listening. First, listen with your body and eyes facing the other person. If the person listening is unresponsive, the other person will become anxious and speaking painful. Consciously face the other person head-on and look them in the eye as you hear. Make positive reassurances. 

    

In addition to looking at and listening to the other person, making a friendly remark that shows you understand what they are saying is also a good idea. If you respond promptly, it will make it easier for the other person to continue the conversation. 

    

Listen to the end of the conversation without interrupting. It is also important not to interrupt or interrupt in the middle of a conversation. To accurately hear and understand what is being said, you can do a few things.

First, take notes. To accurately hear the other person's intentions, take notes. Taking notes is also an action that tells the other person that you are listening earnestly to what they are saying and writing down what is essential. By leaving them as written words, it has the effect that the other person is also taking responsibility for what you say. 

    

When your boss or a senior colleague calls you, make it a habit to head over immediately with a memo and a writing utensil. When taking notes, it is also a good idea to write them down concisely, keeping the 5W3H in mind. Then, repeat and confirm what is essential. Recite and reconfirm numbers such as dates, times, and amounts, as well as proper nouns such as the name of the company and the person in charge. Reciting is not only for your benefit but also gives the other party a sense of security. 

Ask properly.

Questions are an effective way to get accurate information when you are in a conversation with someone. In business, listen to what people say and always ask questions if you have any questions. Let's look at how and when to ask questions that are easy for the other party to answer. If you have questions or concerns, be sure to ask them.

Questions are an effective way to get answers you are comfortable with and, at the same time, communicate your level of understanding to the other person. The timing for asking questions should be after the other person has finished speaking. If you want to ask the other person a question, do so at the end of the conversation. Sometimes you may think you have completed the talk. Still, you may be in between conversations, so it is best to calmly wait three to five seconds before asking a question.

 

Know how to ask questions that are easy for the other person to answer. First, there are several types of questions. A closed question is a question that people can respond to with a Yes/No answer. For confirmation, ask a question with a closed question that they can answer with Yes or No. For proof, ask a question with a closed question that they can answer with Yes or No. An open question is a question that allows the other person to respond freely. If you have several options for how to proceed in this case, or if you want to confirm a better approach based on the experience of your seniors or supervisors, you should ask an open question.

For example, you can ask the following question after the person has finished speaking.

• お聞きしてもよろしいでしょうか？
• おききしてもよろしいでしょうか？
• May I ask you a question? 

This phrase will encourage the other person to listen to you.

It is also effective to repeat the question for confirmation. This kind of question prevents misunderstandings. Also, this question is a closed question that the other party can answer with a yes or no. Questions are fundamental to eliminate mistakes and misunderstandings in the course of work. Concentrating on what the other person is saying, listening, and asking questions can eliminate doubts and uncertainties and smooth the job.

Examples of phrases.   

Let's look at the different ways to use language and phrases in various situations within the company. For example,

• 了解しました。
• りょうかいしました。
• I understand.

People often use this phrase when agreeing to instructions.

When requesting your seniors or superiors, you may also use phrases such as,

• こちら都合で申し訳ないのですが、
• こちらのつごうでもうしわけないのですが、
• This is a very selfish request, but

If you want to make a substantial request, you can say,

• 何卒お力添えいただけないでしょうか。
• なにとぞおちからぞえいただけなしでしょうか。
• I would appreciate it if you could help me.

When asking a question, it is best to ask,

• XXについてご教示いただけないでしょうか？
• XXについてごきょうじいただけないでしょうか？
• I would be very grateful if you could tell me about XX.

In either case, try to say it in a way that conveys respect for the other party. When dealing with customers outside the company, there are also situations in which you should choose your words carefully.

For example, when proposing an alternative, it is better to use the phrase,

• こちらはいかがでしょうか？
• How about this?

When urging a customer or business partner, say,

• その後の状況はいかがでしょうか？
• そのごのじょうきょうはいかがでしょうか？
• How is the situation since then?

When refusing, use phrases such as

• お役に立てず申し訳ございません。
• おやくにたてずもうしわけございません。
• I'm sorry I can't help you.

In business, words and phrases are used differently depending on the person or situation you are in contact with. Using inappropriate language may make the other party uncomfortable and even undermine their trust in you. Let's learn how to use appropriate language for business situations.