Toyota Meeting Etiquette
- Schedule meetings well in advance and confirm them a few days prior; arrive on time or a few minutes early to show respect – the Japanese practice “five‑minute prior action.”
- Greet colleagues with a slight bow; combine a handshake with a small bow when introducing yourself, and address people by their family name followed by “san.”
- Begin with polite small talk (about neutral topics like weather or travel) before moving into business discussions.
- Make presentations clear, concise and well‑organised; use visual aids and ensure language is slow and simple. Be prepared for detailed questions.
- Exchange business cards formally: present your card with both hands and treat received cards with respect—place them on the table during the meeting and do not write on them.
- Send a thank‑you email within 24 hours after the meeting, expressing gratitude, summarizing key discussion points and action items, and clarifying responsibilities.
- Research your Japanese counterparts, their company and cultural norms; know the names and titles of participants before the meeting.
- Verify the meeting venue and location in advance; consider visiting the site beforehand to understand travel time and directions.
- Allow the host to seat you; in formal Japanese meetings the most senior person sits at the head of the table, and guests sit furthest from the door. Wait to be seated rather than taking the place of honor.