How can I prepare for cultural differences

I’m going to be working remotely with a team based in Japan for the next six months. I’ve never worked with anyone from Japan before, and I want to make sure I’m being respectful and effective in my communication. I’m a pretty direct person, and I know that can be seen as rude in some cultures.
What are some specific things I should research and be aware of before starting this project? Are there any good resources (books, websites, courses) you can recommend? What are some common faux pas I should absolutely avoid? I’m particularly worried about video calls and email etiquette. Any advice on how to build rapport and avoid misunderstandings would be greatly appreciated!

Answer

Preparing for cultural differences involves a multifaceted approach that encompasses research, self-reflection, practical strategies, and ongoing learning. Here’s a detailed guide:

I. Education and Research:

• Country-Specific Research:

  • History and Politics: Understand the country’s historical trajectory, including major events, political systems, and key figures. This context shapes cultural values and norms. Explore the impact of colonialism, revolutions, and other significant events on the current cultural landscape.
  • Social Structure: Examine the social hierarchy, class system (if applicable), family structures, and gender roles. Understand how status is achieved and maintained within the society. Investigate the role of community and collectivism versus individualism.
  • Religion and Spirituality: Research the dominant religions or belief systems and their influence on daily life, customs, and values. Be aware of religious holidays and observances. Understand dietary restrictions and appropriate behavior in religious settings.
  • Values and Beliefs: Identify core cultural values, such as attitudes towards time (punctuality vs. flexibility), communication styles (direct vs. indirect), personal space, and hierarchy. Understand the cultural significance of concepts like honor, face-saving, and respect.
  • Etiquette and Customs: Learn about appropriate greetings, dining etiquette, gift-giving customs, dress codes, and other social conventions. Pay attention to nonverbal communication, such as gestures and eye contact, as they can vary significantly across cultures.
  • Arts and Literature: Explore the country’s artistic expressions, including music, dance, visual arts, and literature. This can provide valuable insights into the culture’s values, history, and worldview.

• Cultural Dimensions Theories:

  • Hofstede’s Cultural Dimensions: Familiarize yourself with Hofstede’s framework, which includes dimensions such as power distance, individualism vs. collectivism, masculinity vs. femininity, uncertainty avoidance, long-term orientation vs. short-term orientation, and indulgence vs. restraint.
  • GLOBE Project: Explore the GLOBE project’s dimensions of cultural leadership, which expands on Hofstede’s work and provides insights into cultural values and leadership styles.
  • Trompenaars’ Cultural Dimensions: Consider Trompenaars’ dimensions, which include universalism vs. particularism, individualism vs. communitarianism, neutral vs. emotional, specific vs. diffuse, achievement vs. ascription, sequential vs. synchronic, and internal vs. external control.
• Language Learning:
  • Basic Phrases: Learn essential phrases, such as greetings, requests, and expressions of gratitude. Even a basic understanding of the local language demonstrates respect and willingness to engage with the culture.
  • Key Vocabulary: Focus on vocabulary related to your specific needs, such as business terms, travel phrases, or medical terminology.
  • Nonverbal Cues: Learn about nonverbal communication in the target culture, including gestures, facial expressions, and body language. Be aware that some gestures that are considered acceptable in one culture may be offensive in another.

II. Self-Reflection and Awareness:

• Identify Your Own Cultural Biases:

  • Examine Your Values: Reflect on your own cultural values, beliefs, and assumptions. How do they influence your perceptions and behaviors?
  • Recognize Your Stereotypes: Acknowledge any stereotypes or preconceived notions you may have about other cultures. Challenge these assumptions and seek out accurate information.
  • Understand Your Communication Style: Analyze your own communication style, including your preferred level of directness, formality, and emotional expression.

• Develop Cultural Sensitivity:

  • Empathy: Practice putting yourself in others’ shoes and understanding their perspectives, even if they differ from your own.
  • Open-mindedness: Be open to new experiences and willing to challenge your own assumptions.
  • Respect: Show respect for other cultures, even if you don’t fully understand them.
  • Humility: Recognize that you are a guest in another culture and that you have much to learn.
• Assess Your Adaptability:
  • Tolerance for Ambiguity: Evaluate your ability to handle situations that are unclear or unfamiliar.
  • Flexibility: Assess your willingness to adjust your plans and expectations when necessary.
  • Patience: Develop patience and understanding when dealing with cultural differences.
  • Resilience: Build resilience to cope with culture shock and other challenges.

III. Practical Strategies:

• Seek Cross-Cultural Training:

  • Pre-Departure Training: Participate in cross-cultural training programs that provide specific information about the target culture and offer practical strategies for navigating cultural differences.
  • In-Country Training: Consider attending training sessions after you arrive in the new country to reinforce your knowledge and address specific challenges you may encounter.
  • Online Resources: Utilize online resources, such as webinars, articles, and videos, to learn about cultural differences and best practices.

• Engage with People from the Target Culture:

  • Build Relationships: Make an effort to build genuine relationships with people from the target culture.
  • Ask Questions: Don’t be afraid to ask questions to clarify cultural norms and expectations.
  • Listen Actively: Pay attention to what people say and how they say it.
  • Observe Behavior: Observe how people interact with each other and try to understand the underlying cultural values.

• Seek Mentorship and Guidance:

  • Experienced Travelers: Connect with people who have experience living or working in the target culture and seek their advice and guidance.
  • Cultural Mentors: Find a cultural mentor who can provide ongoing support and help you navigate cultural challenges.

• Adjust Your Communication Style:

  • Use Clear and Simple Language: Avoid using slang, jargon, or idioms that may be difficult for non-native speakers to understand.
  • Speak Slowly and Clearly: Speak at a moderate pace and enunciate your words clearly.
  • Listen Actively: Pay attention to nonverbal cues and ask clarifying questions to ensure understanding.
  • Be Aware of Cultural Differences in Communication Styles: Adapt your communication style to match the cultural norms of the target culture.

• Prepare for Culture Shock:

  • Understand the Stages of Culture Shock: Learn about the different stages of culture shock, including the honeymoon phase, the frustration phase, the adjustment phase, and the acceptance phase.
  • Develop Coping Strategies: Identify strategies for coping with culture shock, such as maintaining a routine, connecting with others, and engaging in activities you enjoy.
  • Seek Support: Don’t be afraid to seek support from friends, family, or professionals if you are struggling to adjust to the new culture.
• Adapt to Local Customs:
  • Observe and Imitate: Pay attention to how people behave in different situations and try to imitate their behavior.
  • Be Respectful of Local Laws and Regulations: Familiarize yourself with local laws and regulations and be sure to comply with them.
  • Support Local Businesses: Make an effort to support local businesses and contribute to the local economy.

IV. Ongoing Learning and Development:

• Stay Informed:

  • Read Local News and Publications: Stay up-to-date on current events and issues in the target country.
  • Follow Local Blogs and Social Media: Engage with local online communities to learn about cultural trends and perspectives.

• Reflect on Your Experiences:

  • Journaling: Keep a journal to document your experiences and reflections on cultural differences.
  • Self-Assessment: Regularly assess your progress in adapting to the new culture.
  • Seek Feedback: Ask for feedback from people from the target culture on your behavior and communication style.
• Embrace Lifelong Learning:
  • Attend Cultural Events: Participate in cultural events and festivals to learn more about the target culture.
  • Take Language Classes: Continue to improve your language skills.
  • Read Books and Watch Films: Explore the culture through literature and film.

By consistently engaging in these activities, you can effectively prepare for cultural differences, foster positive relationships, and thrive in diverse environments. Remember that cultural adaptation is an ongoing process that requires patience, flexibility, and a genuine desire to learn and grow.