Lessons from Japan: Patiently getting better outcomes

Last week, I travelled to Japan to meet with the Japanese government and stakeholders for a project I am working on. I haven’t worked in Japan before, but I know the business culture is very different from the laid-back and direct approach that we have here in Australia.

Travelling for work is a great opportunity to reflect on the habits you have developed over time and test your biases. A new environment and culture can often be the kick-start you need to change your thinking.

I’ve been reflecting since I got back about the difference in our business culture and what we can all take away from a different perspective on communicating with each other.

Speak simply to make it accessible for everyone.

One of the most obvious lessons I learnt was the importance of avoiding jargon, acronyms, or overly complex phrases. As communicators, we understand the importance of plain English, but spending a week in meetings with individuals who have English as a second language or require translators provides a tangible demonstration of its significance.  

We often slip into shorthand, industry jargon, colloquialisms, or use more words than necessary. We just expect everyone to keep up. When working with others who aren’t familiar with your profession or share the same background, clarity becomes even more important. It’s not about oversimplifying; it’s about ensuring your message is accessible and easily understood. 

As Australians, we also speak very quickly, and for someone who is trying to interpret every word we say, that can be challenging. Slowing down my pace, thinking about my words and phrasing was hard, but in the end, it meant we built a shared understanding.

Patience is more than a virtue

In Australia, business meetings are often fast-paced, with an emphasis on efficiency and prompt outcomes. In Japan, patience is deeply ingrained in the culture. In Australia, making quick decisions is often seen as a strength, whereas in Japan, taking the time to consider all perspectives and making a decision thoughtfully is viewed as a sign of wisdom.

I learnt that pauses are not awkward silences. They are moments of respect, reflection, and deep thinking. Waiting a little longer for an answer shows that you value careful consideration over speed. As someone who likes to “fill the space”, this was particularly hard!

I saw this first-hand in a small workshop I ran with a group of young professionals. When I posed a question, you could see them deeply thinking and writing notes – there was no rush to respond, so I sat and waited.

I went to Japan looking for answers and results to keep the project moving forward. However, unlike in Australia, where quick decision-making is often valued, in Japan, thoughtfulness, consensus, and harmony within the group are essential. Decisions take more time and require careful consideration. Often, it isn’t until the third or fourth time that my clients see a document or have a chat that we get some genuinely useful feedback, but I know it’s because they have really thought about their stance. 

This project is really teaching me patience.

Listen more than you speak

One of the most powerful lessons I took away from my time in Japan was the importance of truly listening. Listening not just to the words being spoken, but to the nuances of language and the subtext behind the meaning. It wasn’t about waiting for your turn to talk or jumping in to share your own perspective. It was about giving the person speaking full attention.

In Japan, people don’t talk over each other. The focus is on seeking to understand, not listening to respond. Everyone is allowed to contribute to the conversation. This creates a different kind of rhythm in conversations, one where pauses are respected, silence has value, and every voice is given space.

During meetings, I felt that whenever I spoke, everyone in the room was genuinely engaged. My opinion seemed to matter and was treated as an important contribution to the discussion.

Real listening in Japan feels like an art form. You observe not just the words, but also the tone, the context, and even what is left unsaid. They are excessively polite and positive, and initially, this was frustrating when I was trying to solve a problem. Over time, as they became more comfortable with me, they shared what they saw as opportunities for improvement, not problems.

This experience highlighted a stark contrast with many Australian meetings, where the tendency can be to rush, interrupt, or focus on making your point. In Japan, the act of listening elevates the conversation itself, ensuring that every perspective is acknowledged and respected, with the focus on solutions rather than the problem.

Time to think creates outcomes

How often have you walked into a meeting and you are expected to make a decision on the spot? As a consultant, I am often expected to provide expert advice on the fly.

In Japan, everyone comes prepared. It meant that before each meeting, I had to provide a background document outlining the project, and I had to consider what I wanted to ask them. I needed to be clear on the outcomes before the meeting. This felt unfamiliar, but soon I realised it forces you to ask yourself: Why are we really having this meeting? What do we want to achieve? Meetings are so intentional – I loved it!

For the people we were meeting with, it allowed space for reflection before the meeting. They came well-prepared with presentations, reports and information we could take away. In the end, the meetings were more productive and we got the information we needed.

Meetings in Japan aren’t just about what is said, they are about allowing people the chance to actively participate.

Sayonara

My time in Japan reminded me that business isn’t only about outcomes, it’s also about the process of getting there. Slowing down, listening intently, and allowing people to process information at their own pace. Japan reminded me that communications can be effective when it is deliberate, inclusive and respectful. And this often leads to better decisions and outcomes.

In a globalised world, these lessons are valuable far beyond Japan. They remind us that patience and clarity are not about the culture you are working in but are powerful tools for stronger, more meaningful outcomes.