
My daily work schedule is primarily made up of meetings. I never thought its possible to have this many meetings to discuss the same things over and over but it seems to be the Japanese way of doing business, meet over and over until there is nothing left to say to one another. The corporate culture in Japan is like no where else I have seen. I am comparing this to North American, European Middle Eastern and Latino corporate cultures. Japan is in a league of its own. In the Advertising industry things are about as competitive as things can get. Meetings with potential clients are a stressful and a battle of wits, balls and anything else you can fight with, while being utterly polite in every single way. Meetings have given me a great insight into Japanese Corporate culture and how things are done here. I got the basics from one of my favorite professors at university, Prof Aviv. She taught us the basics when dealing with Japanese and other foreign businessmen and executives.
The basics she taught include the most important ,
BE ON TIME ( this means by the second, two minutes late is the same as being two hours late)
The second thing she taught us was the whole business card exchange. This is a highly ritualized ceremony here. Hand your card with both hands, with it facing your opponent. Japanese Salarymen exchange business cards even before they shake hands or bow. Be certain your business card clearly states your rank. This will determine who your negotiating counterpart should be. Once you recive the card take time to appreciate it. I used to fake this at first, but now I truely admire the cards I get, noticing all sorts of minute details. The card is a subtle way of showing hte other person who you are and what you are. Once the Cards have been exchanged, DONT put it in your pants pocket. Hold on to it and place it on the table. This helps when you want to refer to someone by their name. Then you take your seats on both sides of the table. Often I think that this must be how peace treaties are hashed out and signed.
Once everyone is seated then your guarantor (person who introduces you to them) Stands up and gives a short speech, outlining who you are, what you do and what will be discussed. This is very important as this person has now Vouched for you in front of the other side. This is how meeting are setup, in Japan you cannot just call up and set up a meeting, you need to have a common link, someone who you know and they know and that will vouch for you. In our case we usually have JETRO ( Japan External Trade Organization) this is a division of METI ( Ministry of Econpmy, Trade and Industry) vouch for us. Vouching for a company in a meeting is sort of like in the Mafia, if anything goes wrong they are the ones who get blamed. This is often why many
Gaijin Companies find it hard to operate in Japan as they try to do things the "International" way. This doesn't work here at all. You need a local Guarantor. To get one takes time and lots of confidence building and millions of meetings of their own. Once he is done he sits down.
Then its your turn, millions of thoughts run through your head, you tell yourself what to do and then all of the sudden bang your on autopilot. I burn through the power point slides with perfect speech elocution and speed, emphasizing the points of benefit and maintaing a calm and confident composure. The whole while you are speaking you hear your Interpreter repeating every word, gesture and mannerism in Japanese ( they may cost a shit load, but its worth it)
your mind pulls up a image of the scene from Kill Bill with O-Ren Ishii talking in English and Sofie Fatale translating to the Yakuza Bosses. You laugh inside and continue with the presentation.
Once the presentation is done you sit down and the other side now adjusts themselves in their seats, lets you drink some water to wet your parched throat. They have now a minute or two to ingest everything. You take this time to pass around samples and pictures of projects and services. The part you have just done is describe what is up for grabs and now the Battle will commence.
When meetings are carried out the seating position of the people at the table or boardroom has a lot to do with the position of the person in that particular chair. The Alpha of every party must be seated dead center. I found this confusing at first as I would often sit anywhere on the table and then would be invited to move to the center of one side of the table and the translators and advisers would sit around on both sides. In these meetings The ammunition is subtle prods and pokes at you personally and your company. This is standard in any business meeting around the world as there is a level of competition and one up manship. However the Japanese Executive is an expert in this field. Like a Samurai Armed with his trusty Kitana. With his steely eyed stare, masterful use of body language, and the constant reminders he will throw at you that you are in his Den (if you meet in their offices). Subtle hints, movements, posturing and sayings are constantly thrown at you and your company to test you and to show that they are on top of the situation and things will go their way. Under no circumstances should you back down and show any weakness, you have to strike back continuously but it must be done carefully and with a huge shit eating grin on your face. Each comeback must be respective, friendly, cordial and under the surface a direct hit at their ego and shame that their company is not the giant that they are vying to become. The moment you back down and show any signs of weakness or doubt its all over, they will continuously aim all their fire at the gap in your defenses.
Usually the first meeting it the hardest battle, where it has not been uncommon for a minute of starting in complete, time warping silence, where you just stare at each other and contemplate your next move. I thank NOVA for showing me this side of the Japanese behavior. It happened often in lessons a student would sit silently staring at you, this is when they are contemplating. If I hadn't been exposed to this before it could have turned out bad. Intimidation is the weapon of choice. This intimidation is done however with extreme politeness and cordiality. The meetings are a balancing act of respectfulness and intimidation, you cant come off as rude and arrogant, but at the same time you cant show any weakness at all.
A great tactic I learn't years ago was necessary in the meeting. Its similar to a Neutron bomb, takes out the enemies and leaves the rest of the infrastructure intact. I didnt want to use this but our defenses where taking a hammering and this could have been damaging and had to be stopped. I had to stop this Executive and his line of questioning immediately, and it worked like a precision guided missile. A Executive at one company we went and presented to kept hassling us on our lack of experience in the Japanese market and he had found a weakness in our front, as we are new company here and have not done any work here in Japan. This is a huge kink in our armor here in Japan. So I said Fuck it I'm taking this guy down in front of all his comrades as this is getting damaging. So I start scanning him all over and look for something I can use, I get to head and notice he is almost bald and has a horrible combover. This is the weakness in any man, no matter how powerful, the lack of hair is like a ventilation shaft on a death star. Target Aquired!!!!
Exectutive : Khan San, we are all impressed by your presentation and the services you could offer our company here in Osaka. We are honored that you have chosen Japan and our company as a potential partner in your international ventures. However I am concerned that such a project might not work as you smoothly here here in Japan. Things here are not the same as in Canada or Europe. Here we have different regulations for scaffolding...... ( long winded technical chatter)
Nabio : ..... San, your question and concern is a very valid one and I wish to allay your concerns. We have done all the research on this matter and have received all necessary information from the City and the Prefecture, sitting next to me is ..... San from the Osaka Prefecture Govt, he will inform you that we have spent many hours pouring over regulations and by laws and our services are well within legal, safety, and operating parameters ( The representative from the Osaka Prefecture nods with agreement)
Time to move in for the kill to shut down this line of questioning and this potentially harmful questions
Nabio :
I thank you for bringing up this concern so that you and other members of your company can be assured that we are highly respectfull of local laws and practices and we will work within all local laws, precedures and customs.Its a very good question and an important one as you want to make sure everything that is done in the project is done properly. I can assure you that this will be the case. (As I say this final important point I run my hand through my hair and look him dead in the eyes, BOOOM Asshole, Tomahawk through your fucking living room window)
He gets the hint, his cold expressionless face makes a slight adjustment as he leans back in his chair and nods and smiles nervously and looks to the CEO for help, (who has a full head of hair as well), Everyone at the table looks at him silently for about 3 seconds and the silence and then the CEO turns to me and says "
OK that is good to know"
No more questions came out of the other guy after that and no more questions about that subject where brought up again. Just like
Kill Bill off with the head of the intransigent Yakuza Boss, no more questions about our inexperience.
Subtle things like this are used through out the meetings and its quite exhausting, and something you do could jeopardize a lot of money and ruin a whole project, if your too over the top you could insult them and your ruined, if you appear weak when it comes time to negotiate prices and costs, you will be lost. The stress levels are high in these meeting, any signs of nervousness and weakness are used by the other side. If they smell any weakness on you its like Sharks with a wiff of blood, sends them into a feeding frenzy. Japanese companies don't mess around, in order to succeed here in Japan you have to be the absolute best at what you do or you will just get chewed up and spit out.
And I absolutely love it, I wouldn't give up this job for any other...