PA and Secretary Community - Deskdemon.com

Good morning all!  My company has a Japanese office and a few high level executives are coming to our town (Chicago area) next week.



I am trying to figure out entertainment, should it be necessary, and I've come up with the following:



* Comedy clubs are out - not sure about the humor factor, don't know if it would be enjoyed.



* Adult oriented arcades... Gameworks, established by Steven Spielberg or Dave and Buster's is a possibility.



* Museums in town, Sears Tower Skycab.



* Theatre - the only thing that seems available is the Blue Man Group.



Do you guys have any ideas or advice?  I'm not sure where to look for information on the Japanese culture and what their tastes are.  I'm trying to get approval to go to the Chicago City Store and pick up some things for take-home gift bags...



Any help you can give, I surely appreciate!!!



  wb

I dunno about this but in our county library I saw a book by Letitia Baldridge (the epitome of etiquette and savvy) about international business.......I'm going to yon library tonight if I get home in time, and I'll try to check to see if it says anything.



Surely in Chicago there is something you all can do!!



Hugs, we'll get you sorted out.



Shannon

Another thing to do is to contact the Japanese Embassy here in the US.  I have never done this myself (never had anyone important come here from the US), but they may be able to offer you some advice, or point you in the right direction.



Ellen (has offically lost her speaking voice) in TX  

The gift should be something special. The Japanese are very ceremonial and gift-giving is a very important part of the visit to them. What it should not be (typically) is a company logo item unless you work for an elected official and the item has a city seal,etc.



You live in an area with a unique history. Has a book (kind of like a coffee table box) been published on your City?



For instance, in Macon, GA, each year a local artist creates a design for the Cherry Blossom Festival. The design was painted on a collectable plate, limited quantities. Also, an artist would paint a picture and that image was often used on notecards, etc. They had a sister city from Japan. Japanese officials would visit each year during the festival, and one of their stops was the Mayor's office. There was always the ceremonial gift exchange.



Also, make sure that the gift is beautifully wrapped. This is very important. And please stay away from red, yellow or solid white. I would suggest a pastel, pink. Please check on colors to stay away from.



They expect their gift to be opened at the time it is presented.



Also, exchanging business cards is very important to them. Apparently only top officials carry them. Do not place the card immediatley in your pocket. This would be very offensive to them. When presenting a business card, it should be held with both hands (thumbs & first fingers) and turned where it is readable to the person receiving it. If time allows, you might consider having the backside printed in Japanese.



Although it is difficult not to do, tell your executive that it is not recommended that he try to bow back to his Japanese visitors. The degree of the bow depends on the status of the person. They do not expect us to bow to them.



I'm sure you can find additional information somewhere on the Internet. Plus you might call the Japanese Embassey is you need further information.



 

We have many Japanese clients.  My boss usually takes them to dinner (steakhouses, etc.) and for entertainment, jazz clubs.  We have even purchased tickets for the Metropolitan Opera for one client.



As far as gifts go, decide your budget and go classy.  Check out gift suggestions online.  



Keep in mind that the Japanese are VERY formal.



Good luck.

Dear Mrs. Winkiebear,



A great deal will depend on how "westernized" your japanese visitors are.  If they have made a great many trips to the US, they will react differently than if the US is a new environment.



First, Handshakes, unless initiated by the Japanese visitors are considered "unseemly", some japanese business travellers have learned the custom, but largely, its a Western concept and ignored by them.  



Also it IS expected that you bow, IF your visitor bows to you first, not to do so is rude.  The Japanese bow is an elaborate and formal concept, and what appears to be a breif, illthought out thing, is in reality a very formal way to establish pecking order.  IF your boss is bowed to first, he should return the bow, making his VERY slightly lower than the one he was given, if no bow is initiated by your Japnaese visitors then follow their lead.



Also when you think about gifts know that the Japanese view gift giving as a ritual and that you don't have to spend lots ot make an impression.  For instance many Japanese business men are coffee afficiandos.   (coffee is very expensive in Japan and a VERY nice gourmet basket would be a wonderful gift and seen by your visitors as VERY extravagant.  It may be good to have them sent to the hotel with a note from your boss of welcome to your city.  And then to follow up with something more personalized such as something reminicent of the city as was recommended earlier in another posting.  ALso be aware that in most cases, your Japanese visitors will feel duty bound to return your gift in kind, to do less is a mark of dishonor, unless your visitors are very westerized.



Good manners are probably the most important thing you can use to impress Japanese visitors, keeping your speaking voice well modulated, and I know all the ladies out there are going to slam me for this, but Women in particular should be very careful not to touch or offer their hand for shaking unless the visitor initiates it.



The first time we had Japanese Ad people in our offices, there was general confusion as MY bosses all bowed and the Japanese stuck out their hands awkwardly for shaking.  Turns out the Visitors had been studying as hard on their side of the ocean as we had on ours on the correct thing to do!

 

I seem to remember this same discussion regarding gifts to visitors from another country on that "other" site a long, long time ago.  I think the consensus was that items such as hats with American sports team logos (especially baseball) were popular gifts.



And NYGuy--no offense taken.  That's the real world.  We would NEVER slam you.

No luck with the the Letitia Baldridge book, and the only international business book I found was almost 20 years old.  Dang small town library!



Good luck winkster :-)



~cg

Coming from an international trade/development background, I've worked with many Japanese visitors, like NYGuy.  He's right on target.  The first thing #1 Rule:  If they give you a card, give them your card. ALWAYS have their card(s) right in front of you during the meeting.  Never, EVER put it away while in the meeting.  This is a grave insult to the Japanese.  If they put yours away, they are testing you to see if you  know this proper etiquette.  



Usually a gift is given upon arrival.  A coffee basket is a wonderful idea. Anything that is made in your state is a wonderful gift - basket, pottery, crystal, etc.  For instance, Longaberger makes baskets in Ohio.  We had given them a basket once and they loved it because it was handmade and made in Ohio.  Japanese cherish their artists and the work they do. Your state development department should be able to help you with this.  A small gift is usually given upon departure - this is usually a logo item of your state or city - cap, sweatshirt, mug, etc.  



Dinner - they work hard and they play hard.  The first evening should be in a formal restaurant.  This dinner will be an extension of any meetings held that day.  The second evening can be a little less formal.  If you  you are able, tickets to a play, show or sporting event is wonderful, especially a sporting event.  If they are staying longer than 2 days, dinner in the executive's home is usually in order.  Suggestion:  Beef is a delicacy in Japan and they love to eat it here where it is so much less expensive.



Give them a warm, genuine smile.  One time some Japanese executives were going to Indianapolis to view some industrial sites.  Just so happened, our Japanese consultant for the Chamber was on the same flight and she kind of "hijacked" them into coming to Columbus instead.  The next morning, here are all these guys who just showed up at my desk, I didn't know who they were or why they were there.  They were one hour early for their 8am appointment, not realizing that Ohio is on Eastern time and their watches were set for Central time.  Luckily I had arrived early.



I gave them a warm smile, welcomed them to Columbus, offered them coffee, etc.  What was supposed to have been a 1 day visit, turned into a 3 week stay.  The President of this HUGE Japanese firm (I didn't know that at the time) said that while he appreciated all the work everyone did, what made them choose Columbus was my warm smile and genuine welcome that first day and genuine friendliness of everyone.  



If you need more help, feel free to email me at knislek@nationwide.com

 

WinkieBear -  The only thing I would add is to allow some time for solo recreation.  Every Japanese visitor that we have had requested some time to do some shopping and for some reason buy lots and lots of different postcards.  I think that if you show that you are genuinely trying to make them feel more at ease and to have opportunities for both business and pleasure, everything will be just fine.  The suggestion to give coffee baskets was right on, coffee is very, very expensive there.  In Chicago, you shouldn't have any trouble putting together a gourmet coffee basket.  Let us know how everything turns out!



OfficeDuchess  

Winkie



Did you post on the IAAP discussion board?  Or do I need to repeat my answer to that person?

You have NO IDEA how helpful your tips are!!!  I'm putting them on a document for my guys . . . THANK YOU ALL SOOOOOOOOO MUCH!  I knew I could count on you!!



I will let you know how it goes.  For the formal gift, I have found a beautiful, small, desk clock - it's pewter, and in the shape of the Chicago skyline, with the clock sort of on the side.  The coffee baskets are a great idea also . . . I'm trying to decide where to start!



sungoddess, I didn't post on IAAP - sorry, but Thanks for the Help!



 wb

OK, my boss shot down my idea of the clock . . . he decided that a better gift would be a windbreaker with our company logo on it . . . I keep telling him he's wrong, but he disagrees with me.  Oh well.



Thank you again for the tips . . . you guys rule.

Winkster--make sure clocks dont' have any cultural significance.  In some countries clocks are symbols of aging or death or something.



Just a thought



~cg

Winkie,

It's a shame that bossie didn't heed the advice given by so many of your knowledgeable friends.  It appears that several of us have the distinct privilege of welcoming Japanese visitors.  Your boss has made a very bad decision regarding the logo jacket unless he is planning to give something of more importance and significance to your visitors.  



It happens way to often in our profession that our bosses don't take our advice, especially when so many have provided the same information.



Well, Winkie, you have done all you can do.  

Yep have to agree with Sungoddess on this one, the windbreakers might make a nice addition to a travel bag of some sort, here take this before you get on the plane gift, but they should not be the primary gift given to a set of Japanese visitors.  Poor Bossie, will they never learn to listen to us? And because the japanese are so honor bent they will smile and exclaim and bossie will think he's done something wonderful, in the meantime, Japanese postcards will read :



Dear Mom, Visited XYZ company this morning, Weather beautiful, Administrative assistant most pleasant, Manager however, gave cheap gift that did not imply thought and therefore shows he does not honor us.   American devil!



Just shakes her head sadly in Charleston, having welcomed a Japanese visitor or two herself,,,,

The jacket and a cap is an excellent departing gift.  The clock is a good welcoming gift with the basket of gourmet coffees in their rooms.



Shopping - oh lord, do those Japanese men love to shop.   One day the Japanese exec I was talking about in the earlier post, became ill with a cold.  We tried to get him to go back to his hotel but no, he wanted to go shopping.  Our Japanese consultant rather forcefully escorted him to the hotel, staying outside the front for about thirty minutes.  The big stinker slipped out the back lobby to the next block over and walked to the downtown store anyway and shopped for 3 hours.  



When the consultant got back to her office, she called his room.  No answer.  She was so upset, thought something had happened to him.  I told her that she forgot about the rear exit of the hotel and I'd bet $10 he went to Lazarus.  Yep, that's what he did!  



When he came in the next day, I scolded him and this huge 6'4", 250 lb. Japanese man, just hung his head like a little boy and then started laughing.  He was so proud of himself for outwitting us.  Men, they are the same the world over.  And they say we're sneaky.

Winkie,

I hope the least bossie will do is to make sure that the gift is most elegantly wrapped.  The Japanese take much pleasure and care in wrapping the package.  They also take just as much care in unwrapping them.  



As for the wrapping, it should (of course) not be red, all white or bright yellow.  I would try to stick with a pastel color.  



Other info:  Also, exchanging business cards is very important to them. Apparently only top officials carry them. Do not place the card immediatley in your pocket. This would be very offensive to them. When presenting a business card, it should be held with both hands (thumbs & first fingers) and turned where it is readable to the person receiving it. If time allows, you might consider having the backside printed in Japanese.



Although it is difficult not to do, tell your executive that it is not recommended that he try to bow back to his Japanese visitors. The degree of the bow depends on the status of the person. They do not expect us to bow to them. Ms. Baldrige differs on this; however, while living in Macon, GA we had a local company that was a Japanese company.  They provided a protocol person to explain what we needed to know when the visitors arrived.  She recommended not bowing.  

 

Hope the visit goes well.  



 

This is going to sound fairly naive, but we are expecting some visitors either from Taiwan or China.  Would the same guidelines apply?



Melissa, who knows nothing about other cultures

Ahh Melissa, Welcome to TAA and which is it Taiwan or China, there are actually some major differences in the two. We;ll be glad to help just let us know which country.  Even though Taiwan is part of the Republic of China, there are distinct differences in the business mentality.  you'll find the Taiwanese much more aclimated to the American way of life, while if you visitors are from china,,, that might be another ball of wax!



give us just a wee bit more information lassie and we'll be glad to help!



Andrea, Feeling decidely Celtic today! in Charleston

Well, the problem is that I don't know!  The last time we had foreign visitors, we determined that they were from Taiwan, but everyone else referred to them as "the Chinese visitors" (yes, we are in the midwest).



This time it is a different group, but it is probably most likely that they are from Taiwan.  The guy who invited them goes to Taiwan on business frequently, so it does seem more likely that Taiwan is where they are from.



Melissa