8 Practical Tips for Adapting to Japanese Customs at your Internship

Adapting to a Japanese workplace can be like learning a new language - every gesture, phrase, and behavior has subtle layers of meaning. Japanese work culture places a strong emphasis on respect, harmony, and collective effort, so understanding these customs can help you build strong relationships and thrive professionally. Here’s a detailed guide to help you make a seamless transition.

1. Greetings Set the Tone for the Day

Your daily greetings are more than polite exchanges - they set the tone for your workplace interactions.

• Begin your morning with “ohayō gozaimasu” (おはようございます) as you enter the office. This simple phrase signals readiness and enthusiasm to work collaboratively.
• At the end of the day, saying “osaki ni shitsurei shimasu” (お先に失礼します) and "otsukare sama desu" (お疲れ様です) is a humble acknowledgment that you’re leaving while others might still be working.
• Pair your greetings with a bow: a slight bow for casual interactions or a deeper one for seniors or formal situations.
• Even if someone is too busy to respond, don’t skip greetings, they’re an essential gesture of respect and inclusion.

✨ Pro Tip: Match the depth of your bow to that of the other person. It shows attentiveness and respect for social cues. We understand this might seem a bit uncomfortable as you're not used to it but it's totally normal!

2. Teamwork and Harmony Come First

Japanese workplaces prioritize group harmony (wa, 和), which means decisions and actions are guided by the needs of the team. Acting on your own or making decisions by yourself isn't very common.

• In meetings, listen actively and avoid interrupting or dominating the conversation. Demonstrating attentiveness is more valued than outspoken individualism.
• Disagreeing directly is rare. Instead of saying “no,” use softer language like "Let me think about it" or "I'll consider this to express hesitation tactfully.
• Take time to understand nemawashi (根回し)—informal, behind-the-scenes discussions to build consensus before big decisions are made. For example, you need to show your presentation to your coworkers first before presenting it to a client.
  Participating in this process is crucial for fostering trust and alignment.

✨ Pro Insight: Showing you care about the team’s success over individual recognition is a cornerstone of earning respect in Japanese workplaces.

3. Desk Etiquette Reflects Your Character

Your workspace is a reflection of your professionalism and respect for your environment. A clean, organised desk is therefore advised.

• Eating at your desk is often acceptable but stick to low-odor foods like bento boxes. Avoid foods with strong smells, as they can disturb others.
• Keep your workspace tidy and organized. A clutter-free desk signals discipline and readiness to work efficiently.
• Be meticulous about sorting and disposing of trash according to your office’s recycling rules. Mishandling waste is frowned upon and can inconvenience others.

✨ Cultural Cue: Many colleagues may keep small plants or mascots on their desks. Feel free to add a subtle personal touch to yours—it can be a nice conversation starter!

4. Time Management: Arrive Early, Not Just on Time

Punctuality is non-negotiable in Japan. Arriving late is seen as a lack of respect for others’ time.

• Aim to arrive 10-15 minutes early for work, meetings, or appointments. This buffer shows you’re prepared and reliable.
• If unavoidable delays occur, call or message ahead with a brief apology such as “Sumimasen, okuremasu” (すみません、遅れます - "I’m sorry, I’ll be late").
• Start meetings promptly, and respect agendas by sticking to the allotted time. Lingering or overextending discussions can disrupt the workday.

✨ Why It Matters: Being on time reflects your consideration for others and enhances trust in your reliability. It also shows you are good with time management which gives a more professional impression.

5. Respect Hierarchy Through Subtle Actions

Hierarchy in Japanese workplaces is deeply ingrained and influences how people interact with each other.

• Use polite language (keigo, 敬語) when speaking to superiors or senior colleagues. For example, add “gozaimasu” to expressions of gratitude (“arigatō gozaimasu” - "thank you") to elevate politeness.
• Observe seating arrangements in meetings—senior members typically sit farthest from the door, while junior staff sit closest.
• When offering or receiving business cards, use both hands and handle the card with care. Place it on the table during meetings instead of shoving it into your pocket.
• Even though your boss speaks to you in plain Japanese, you must always respond in Keigo.

✨ Pro Tip: Respecting hierarchy doesn’t mean silencing yourself. Sharing ideas is encouraged, but always frame suggestions as collaborative rather than confrontational.

6. Dressing Appropriately Reflects Professionalism

Your attire in a Japanese workplace communicates your respect for company values and the work environment.

• Stick to formal business attire, especially in conservative industries. Dark suits, white shirts, and understated ties or accessories are standard. Luckily this is different for internships in IT, Design or Creative.
• Pay attention to details like clean shoes and neat grooming—they’re small but important indicators of professionalism.
• If your workplace has a casual dress policy, err on the side of caution until you’re familiar with the unspoken norms.
• Your hair must be tidy as well as facial hair. Bears aren't much accepted but this also depends on the industry you work in.

✨ Pro Insight: Keep an extra dress shirt or blouse and jacket at the office in case of unexpected spills or meetings. It’s a lifesaver for maintaining a professional appearance throughout the day!

7. Communication: Precision and Subtlety Go Hand in Hand

Effective communication in Japan balances clarity with tact.

• Direct confrontation is uncommon, so avoid blunt statements like "sorry, I don't know how to do it" or "Sorry, that's not possible". Instead, use phrases like "It’s difficulto convey challenges without being overly negative.
• Confirm verbal instructions via email—it’s not just polite but ensures alignment and avoids misunderstandings.
• Be mindful of non-verbal cues such as silence, which can indicate thoughtfulness or hesitation rather than disinterest.
• Make sure to apologize - "I'm sorry" (すみません、失礼しました、申し訳ないです）, when applicable. This is commonly used.

✨ Pro Insight: Emphasizing gratitude in communication, such as frequent use of “arigatō gozaimasu,” strengthens workplace relationships.

8. Social Bonds Beyond the Office

Building relationships outside work is crucial in Japan, where trust and camaraderie often develop during informal gatherings.

• Participate in after-work dinners (enkai, 宴会) or tea breaks when invited. Even if you’re shy, showing up conveys goodwill and a willingness to connect.
• If you don’t drink alcohol, order a non-alcoholic drink and join the customary kanpai (乾杯 - "cheers"). Being present matters more than what’s in your glass.
• Use these opportunities to engage in lighthearted conversations - colleagues often relax and share more openly in social settings.
• Don't miss out on any network events during your internship, these are great opportunities to make life-long connections!

✨ Why It Matters: Bonds formed outside the office can lead to smoother collaboration and deeper trust during work hours. Usually you'll get to know your coworkers better during lunch time or outside of working hours.

What do you think?

Adapting to Japanese workplace customs is about embracing the art of subtlety and respect. While the rules may seem intricate at first, each effort you make reflects your sincerity and professionalism. Whether it’s a polite bow, punctual arrival, or a carefully chosen word, these gestures are investments in stronger relationships and smoother collaborations. This is of course an internship and you're here to learn- no one expects you to master these manners right away.

So, with patience, observation, and a willingness to learn, you’ll not only adapt but thrive in this unique and rewarding work culture 🎌!

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