Working with Japanese Colleagues: 5 Cultural Insights

Why do Japanese employees or colleagues act that way?

Working with Japanese colleagues can feel different from working in Western offices. Japanese workplace culture places strong emphasis on respect, harmony, and group responsibility, which influences how colleagues communicate, collaborate, and resolve problems.

If you are working with Japanese coworkers or managing a team in Japan, learning these cultural expectations can help you build stronger relationships and avoid common misunderstandings.

Some of the most common workplace behaviors you may notice include:

• Prioritizing consideration for others and avoiding causing inconvenience

• Greeting colleagues regularly as part of daily communication

• Representing the company professionally even outside the office

• Apologizing quickly to maintain harmony and move discussions forward

• Being mindful of hierarchy and team dynamics

Many of these behaviors are not accidental—they are actively taught to Japanese employees through workplace etiquette training and cultural expectations.

A better question to ask: How do etiquette experts teach Japanese employees to behave? 

If you have been wondering how to motivate or manage your Japanese employees, perhaps a different way to understand your Japanese employees' behavior is to understand how Japanese employees are taught to behave when entering the workforce. 

Nishide Hiroko, a business management consultant to many Japanese companies, teaches Japanese employees correct etiquette in her book Business Manners and Tips (trans. title). 

Understanding the advice dispensed by etiquette experts in Japan, such as in books like this one, can provide insight for anyone directly managing Japanese employees or working with Japanese colleagues. 

Practical tips for working with Japanese colleagues

Gaining an understanding of Japanese workplace culture is beneficial, but how does it translate to your daily interactions with colleagues in Japan?

If you are working with Japanese colleagues—whether in a Japanese company or an international office—there are several practical behaviors that can help you communicate more effectively and build stronger working relationships.

Here are a few simple ways to adapt to Japanese workplace expectations:

1. Show consideration for the team.

Japanese workplaces place strong emphasis on thinking about how your actions affect others. Before making requests, scheduling meetings, or making changes to a project, it helps to consider how the decision might impact coworkers. Demonstrating awareness of the team’s needs is often seen as a sign of professionalism.

2. Maintain daily greetings and polite communication.

Greeting colleagues regularly is an important part of workplace communication in Japan. Simple expressions such as ohayou gozaimasu (good morning) or otsukaresama desu (thank you for your hard work) help maintain a friendly and cooperative work environment.

3. Be mindful that your behavior reflects on the company.

In many Japanese companies, employees are taught that they represent their organization even outside the office. Dressing professionally, behaving respectfully in public, and maintaining a courteous attitude toward clients and colleagues all contribute to the company’s reputation.

4. Try to avoid causing inconvenience to others.

A common value in Japanese culture is avoiding meiwaku—causing trouble or inconvenience to others. This mindset influences everything from meeting etiquette to communication style, and it encourages employees to be mindful of how their actions affect the group.

5. Don’t be surprised by frequent apologies.

Apologizing in Japanese workplaces is often used as a way to acknowledge a situation and move forward smoothly. It doesn’t always mean someone is accepting blame; instead, it can signal cooperation and a willingness to resolve the issue quickly.

The following pointers, translated and summarized from Ms. Nishide's book, help explain why many Japanese colleagues behave this way and how these cultural expectations developed.

Point 1. "Do everything with consideration."

In the opening pages of her book on business etiquette, Ms. Hiroko covers 10 essential points, one of which is how to use one's imagination to be considerate of others. 

She says, "To be a true business great, you must endeavor to stand in the shoes of your customers and your co-workers. To do this requires great imagination.

Continually think of what the other person might be wanting and how you can help them execute their duties comfortably. Establish the habit of using your imagination to anticipate the needs of others."

Many visitors to Japan, as well as those who find themselves working in Japan, are often impressed by the thoughtfulness and consideration of the Japanese. But these are aspects that Japanese are expressly told to cultivate and taught from an early age to embrace.

An excerpt from the 2019 white paper (Japanese PDF) by Japan's Ministry of Land, Infrastructure, Transport and Tourism (MLIT) revealed that close to 80% of the 1,000 surveyed believed that respecting others and being considerate is vital.

In contrast, only 50% viewed standing up for oneself (sticking to one's intention) and not being swayed by authority as important.

Additionally, the white paper revealed that Japanese people value consideration and harmony more so now than in the past. 

The paper speculated that the repeated natural disasters and the economic crash further fostered these characteristics in Japanese citizens.

Point 2. "Work begins the moment you leave your house."

Have you ever wondered why Japanese dress so formally to go to work? 

Here's one explanation taken from Nishide's book on business manners: Employees are taught that the moment they leave their house to go to work, they represent the face of their company. 

They are explicitly told to behave in a way that won't bring shame to their company, even when not on company premises. (Perhaps one exception to this is after-work drinking parties as the one time they are allowed to let loose.)

The book goes on to say that regardless of your salary, "If you are paid even 1 yen for your effort, you must view yourself as a professional and therefore a representative of the company that has hired you, so act accordingly." 

Point 3. "A communicative attitude is vital."

From an early age, Japanese learn to perform greetings with vigor and often greet their teachers and principals with something close to a yell. 

Greeting your neighbors is also an essential aspect of being considered well-mannered in Japanese culture.  

Those who can't perform basic interactions are referred to as "aisatsu dekinai hito"—basically someone who can't do greetings, which is a mark against you. 

Employees in Japanese companies are not required to shout greetings. Still, Japanese business etiquette requires that you greet everyone you come across in your company, from the typical ohayougozaimasu = “good morning” to otsukaresamadesu = “thank you for your hard work” when you pass someone in the hall. 

En Japan KK surveyed 4,790 users on workplace communication. Unsurprisingly, 98% declared that "smooth communication has a positive effect on work." 

When asked what respondents take special care to do when communicating, "pleasant greetings" was the most selected option at 68%,  and "having a bright smile" at 62%,  and "the right amount of distance" at 57%.

Within a Japanese company, establishing good working culture begins with becoming familiar with daily set greetings. 

Point 4. "Do not be a burden or a bother to others."

「迷惑かけないように。」= maiwaku kakenai youni is the phrase that many mothers use to scold their children. Essentially, it means, "Don't be a bother to the people around you." 

The notion of "not being a bother" is everywhere in this Japanese book on business manners. 

This is the underlying mindset that governs everything in a Japanese workplace—from how to schedule appointments with colleagues to why you should avoid asking pointed and personal questions (which could cause discomfort or distress). 

Somewhat related to this concept of avoiding bothering others: There is one time when Japanese are forgiven for skipping work—and that is if they have caught a cold. 

Coughing and sniffling within the office causes a disturbance and an unpleasant atmosphere for those around you. In this one case, to avoid disturbing others—you shouldn't go to work. 

The next time you catch a cold accompanied by a bad cough, no one will hold it against you if you stay home—because you will be showing your care for others by staying away. 

Point 5. "An apology is a way to move forward."

Do you feel your Japanese employees or colleagues apologize too much? 

If you or someone in your company has made a mistake, the first thing this business etiquette book teaches is to apologize before attempting to rectify the situation. 

Even when the mistake isn't their own, the employee is taught to apologize to defuse the situation. 

In the US and other Western cultures, saying sorry is near to admitting fault. In contrast, in Japan, apologizing is a formality and a stepping-stone for moving on. 

The bottom line here, try not to feel peeved if your Japanese colleagues or employees are excessive in their apologies. It is how we are taught to behave when we want to show a willingness to get on with it. 

Frequently asked questions

What should you know about working with Japanese colleagues?

If you are working with Japanese colleagues, it helps to understand that Japanese business culture often prioritizes team harmony, respect, and consideration for others. In many Japanese companies, employees are encouraged to think about how their actions affect coworkers and clients. Small things such as greeting colleagues, being punctual, and communicating politely are considered an important part of professional behavior in Japan.

How is working in Japan different from working in Western companies?

Working in Japan can feel different because the working culture in many Japanese companies emphasizes group harmony and consensus. Decision making may take longer because people often consult colleagues and managers before finalizing a plan. This process helps ensure that everyone involved understands the decision and supports it.

Why do Japanese colleagues apologize so often?

If you are working in a Japanese company, you may notice that colleagues apologize frequently. In Japanese business culture, an apology is often used as a way to acknowledge a situation and move forward smoothly. It does not always mean the person accepts blame. Instead, it can signal cooperation and a willingness to resolve the issue.

How important are greetings in Japanese workplaces?

Greetings are an important part of working culture in Japan. Many Japanese employees greet coworkers when they arrive at work and when they leave for the day. Simple phrases such as “ohayou gozaimasu” (good morning) and “otsukaresama desu” (thank you for your hard work) help maintain positive relationships between colleagues.

What is “meiwaku” and why is it important in Japanese workplaces?

In Japanese culture, “meiwaku” refers to causing inconvenience or trouble to others. Avoiding meiwaku is a key principle in many workplaces. Employees are encouraged to consider how their actions affect coworkers and clients. This is why people in Japan often take extra care to communicate clearly and avoid creating unnecessary problems for the team.

How does decision making work in many Japanese companies?

Decision making in Japanese companies is often based on consensus and consultation. Instead of one manager making a quick decision, employees may discuss the idea with colleagues beforehand. This approach helps ensure that everyone understands the plan and can work together effectively.

What role do managers play in Japanese workplace culture?

Managers in Japanese companies often focus on team coordination and maintaining harmony within the group. A manager may guide discussions, encourage cooperation between employees, and ensure that everyone is aligned before moving forward with a decision.

Are after-work drinking parties common in Japan?

In many Japanese companies, after-work drinking parties (known as “nomikai”) are part of workplace culture. These gatherings give employees a chance to relax, get to know coworkers better, and communicate more openly outside the office. Participation is often voluntary, but these events can help strengthen relationships between colleagues.

Closing thoughts

Your Japanese colleagues or employees may not behave as outlined above. 

Their behavior and work culture will also depend on their individual work experience and whether your company has an international business culture. 

Nevertheless, understanding these points about what is considered polite business behavior in Japan can help to demystify why Japanese employees behave the way they do and lessen any cultural communication divide you may be experiencing.