1Career andCommunication Skills
Improvement Information
Magazine for Foreigners

Vol.3
June2024

Basic BusinessKnowledge
In this third issue of Smile Work, wewould like to tell you about useful tips forspeaking and listening, as well asreporting, contacting, and consulting.
In Japanese business, there are variousmanners. The way you speak is one ofthem. By speaking politely, you can makea good impression on people you meet for
the first time and facilitate smoothcommunication.

To ensure smooth business progress, it is essential tohave basic manners, which are considered theminimum requirement for social interactions in Japan.

① Making eye contact with the other person
Making eye contact with the other person is a fundamental aspect of communication,
not limited to business. In business settings, making firm eye contact while conveying important
information helps to gain trust.

② Avoid using technical words
Even if some technical words are common in your industry, it can be completely
incomprehensible to people outside your field.
Therefore, when communicating with clients or companies from other industries, avoid using
technical terms as much as possible and choose words that are easy to understand. It’s importantto select terms while confirming the other person’s level of understanding.

③ Speaking Tips✓

Clarify what you want to convey. Do not provide too much information.

✓Deliver conclusions simply with easy-to-understand words.

✓Consider the 5W1H to speak logically:※「When：Itsu」「Where：Dokode」「Who：Darega」「What：Nani」「Why：Naze」「How：Donoyouni」✓

Incorporate specific examples when speaking.

✓Confirm the listener’s understanding while speaking.

2Let’s learn some tips to listen carefully to the other person.

① Face the speaker
The kanji for“listening”(聴く Kiku) consists of the character for“ear”(耳 Mimi),“eye”(目 Me),and heart (心 Kokoro). It is important to listen with your heart without averting your gaze. Turnyour whole body towards the other person.

② Listen and ask questions
Ask questions about things you are curious about, don't understand, or want to know more about.
Further expand the conversation based on these questions. If you listen in this manner, youwon't be accused of not listening properly. Asking questions is also important to understand theother person's story.

③ Listening Tips✓

Nod while listening (appropriate feedback).

✓Smile (create a comfortable atmosphere for the speaker).

✓

Avoid preconceived notions.

✓Be aware of what the speaker wants to express.

✓Ask questions when you don’t understand to prevent misunderstanding.

The terms reporting, contacting, and consulting have long been used as part of businessetiquette, and are still widely applied in modern business. Here, we explain the basics of theseconcepts.

What is "報連相 Hourensou"?
報連相 Hourensou means "reporting" (報 Hou), "communication" (連 Ren), and "consultation" (相Sou). Below, we introduce the main uses of each.

① Reporting
Reporting involves communicating the progress and results of your work. It is important toreport any issues immediately to receive follow-up instructions and support. Report proactively
before your supervisor asks for it.

3② Contacting
Contacting is used to communicate schedules and upcoming tasks in business operations. It is
crucial to summarize key points and convey accurate information. Communication should becarried out not only from superiors to subordinates but throughout the entire organization.

③ ConsultingConsulting is done to receive guidance when problems or challenges arise. Acting without
consulting can often lead to failure, so it’s important to consult early. Summarize yourconsultation points in advance and communicate them clearly.

④ Key points for Reporting, Contacting, and Consulting✓

State your conclusion first, followed by an explanation of the context.

✓Organize your points before communicating them.

✓Determine the appropriate timing to convey your message.

✓Avoid ambiguous expressions.

✓Convey bad news immediately.

✓Choose your communication method according
to the situation and the recipient.

✓Do not try to handle everything on your own.
Effective reporting, contacting and consulting is necessary.

① Basic manners for receiving visitors
When noticing a visitor, quickly greet them with a smile and say "Welcome." If there is no
receptionist, the person who notices the visitor should promptly stand up with a smile and greetthem.
✓"Excuse me, do you have an appointment?”✓"Excuse me, how may I help you?”✓"May I have your name, please?"

After confirming the visitor’s company name, personal name, appointment, and the person they
are meeting, say, "Thank you for visiting us.
Notify the person in charge and guide the visitor to a reception room or meeting room.
If the person in charge is coming to meet the visitor, say, "○○ will be here shortly. Please havea seat and wait here."4② Handling unscheduled visitors
Sometimes, visitors may come without an appointment. Do not decide on your own that no
appointment means no meeting. Confirm the visitor’s name and company, and then contact theperson for the task. "Let me check that for you. Please wait a moment." Then contact the person
in charge and wait for instructions on whether they can handle it. If the meeting is not possible,
clearly but politely inform the visitor. It's important to handle such situations with care.

③ Manners for guiding visitors✓

Inform the visitor of their destination (reception room, meeting room, etc.).

✓

Walk two to three steps ahead of the visitor.

✓When entering an elevator, go in first and allow the visitor to enter next.

✓When exiting an elevator, allow the visitor to exit first.

✓Knock before entering a room to check the situation inside.

✓Once inside the room, guide the visitor to their seat.

✓The visitor should sit farthest from the entrance.

✓Introduce the visitor to the person they are meeting with.

To create a comfortable working environment for foreigners, we have made the Fukushima Prefecture“Job Emergency Map’’.
This map shows organizations that can be consulted when you have problems in the workplace.
You can download the leaflet by scanning the QR code on the right⇒⇒⇒⇒⇒⇒⇒⇒⇒⇒⇒⇒⇒

If you have any comments or inquiries about this magazine,
please contact us using the QR code below.
QR codePublisher：NPO Fukushima Employment Support CenterP h o n e ：070-4419-8412
E - m a i l ：info@npo-fssc.org
Supported by：Social Welfare Corporation Central Community Chest of Japan
In cooperation with: Fukushima City International Friendship Association (Vietnamese)

Career and Communication Skills Improvement Information Magazine for Foreigners“Smile Work” cooperating organizations
Iwaki International Association, Aizuwakamatsu International Association, Minamisoma City Multicultural Center[SAKURA], Aizu Kitakata International Association, Shirakawa City International Association (Shirakawa City PlanningPolicy Division), Fukushima City International Friendship Association (Office:Settlement and Exchange Division),
Fukushimaken Zaijyu Gaikokujin Sogo Shien Network, Nihonmatsu Kokusaikoryu Volunteer “Zakuzaku Netto”, Koriyama
International Exchange Association, Sukagawa Tabunka Kyosei Netto, Nihonmatsu Chikyu Shiminno Kai(Nihonnmatsu
City Hall, Secretarial Policy Devision), The Ministry of Health, Labour and Welfare (Fukushima Labor Bureau), Ministry ofJustice(Fukushima District Legal Affairs Bureau)