An IT engineer was asked by his wife to go to the store and buy a carton of milk, and if there are eggs, buy a dozen. So the engineer goes shopping, does as she says, and returns home with 12 milk cartons.
Oh boy , But what went wrong?
According to the Project Management Institute (PMI) report, over half of projects that fail to meet business goals can be attributed to ineffective communication. In fact, poor communication puts approximately $75 million at risk for every $1 billion spent on projects. Well, it seems that one dozen cartons of milk can potentially result in a substantial financial loss.
The amount at risk for every US$1 billion spent on a project.
When I first started my journey working at Japanese companies, I often struggled to communicate effectively with various teams. Unfortunately, this burden is not unique to me but a shared experience among many foreign residents in Japan.
Barriers foreigners encounter when working in Japan. Language barrier is the most prominent obstacle.
Working in startup companies, I quickly learned that client satisfaction was held in the highest regard, often considering them as king or god (o-kyaku-sama wa kamisama desu) whose every request must be fulfilled. Therefore, when I joined meetings, I had to sit quietly and listen harder to understand the discussions. I feared asking questions and making mistakes because of my Japanese language proficiency. My company might be judged by the client whenever I attempt to speak up. I was able to manage this by researching sample implementations after each meeting and creating prototypes before confidently raising a question.
Then, I had the opportunity to join a Japanese team that fostered effective communication. Encouraged by my supportive environment, I mustered the courage to ask questions during meetings, improving my comprehension of projects and clients' requirements. My Japanese colleagues displayed immense patience and understanding, taking the time to reiterate their explanations and simplify complex concepts, ensuring everyone understood the information.
But don't get me wrong, despite the positive environment, the language barrier often presents obstacles that could lead to misunderstandings and misinterpretations. It disrupts the conversation flow and makes it challenging to express oneself fully. The struggle to articulate thoughts accurately has become a source of frustration for both the speaker and the listener. In order to avoid this as much as possible, I read and prepared beforehand, collating and organizing my questions.
In situations where the speaker is a non-Japanese teammate, I collaborated, ensuring that the onus of speaking does not solely rest on one person. Usually, in meetings that consist of non-Japanese participants, interruptions are welcomed and accepted to foster a productive environment where ideas can be effectively shared, questions can be asked, and clarification can be provided. While this strategy may seem chaotic at times, I find that it is incredibly effective in facilitating comprehension and generating deeper insights. Obtaining immediate clarity on any misunderstandings or concerns enhances the quality of communication and promotes a more collaborative and productive work environment. By establishing a culture where all participants are encouraged to contribute to the discussion, creativity surges, and ideas are elevated, creating a richer and more dynamic outcome.
However, I am also mindful of cultural norms and etiquette, particularly when the speaker is Japanese. In these situations, it would be considered rude to interrupt, and it is customary to reserve questions until the end of the meeting. I tend to adopt a more passive approach during such meetings. Nevertheless, if I do have pressing clarifications or concerns, I try to speak up regardless of my lack of confidence in my Japanese proficiency. I remind myself that the only way to seek assistance and gain a better understanding is by actively participating in the conversation rather than solely relying on attentive listening. However, continuing to study Japanese remains paramount in overcoming these language barriers and navigating the intricacies of cross-cultural communication more effectively.
Currently, I am fortunate to be a part of a diverse team with members from different parts of the world. Although our primary mode of communication is Japanese, we also embrace the use of English when needed. Despite the challenges of various time zones, our manager has done an exceptional job ensuring that these differences do not impede our meeting schedules. With her fluency in English and Japanese, she adeptly accommodates our questions and concerns, facilitating smooth and effective communication within the team. I also have to interact with other teams periodically. Communicating using the Japanese language is challenging, but it also gives me valuable exposure and the chance to practice and enhance my communication skills. Though I have to admit that the demanding nature of daily life and work commitments has restricted the amount of time available for study. Balancing work, personal responsibilities and language learning can be a juggling act, making it quite challenging to allocate uninterrupted time for focused language practice.
Ultimately, the success of our projects hinges on our ability to communicate efficiently and effectively. If uncertainty arises, it is crucial to speak up and seek clarification. Rest assured that in meetings, colleagues will not judge any language imperfections or challenges you may encounter while expressing yourself in Japanese or English. Instead, your willingness to participate and contribute despite any linguistic limitations will be appreciated and acknowledged. However, it is also essential to avoid asking questions solely for the sake of asking or to showcase your skills. Engaging in such behavior may have a detrimental impact on your professional reputation and hinder the collaborative atmosphere we strive to maintain.
In addition, it is equally important for the meeting host to take accountability in fostering an inclusive and supportive meeting environment that encourages active participation from all attendees, regardless of their communication skills or confidence levels. It is critical to refrain from criticizing individuals who may ask questions that might seem incorrect or irrelevant. Criticizing others in such instances, the project had already failed even before it started. Be an active listener and practice empathy. Fluency in English or Japanese should not be the sole focus; instead, the value of their questions and ideas truly matters in moving the project forward and achieving success.
。何が間違いだったのでしょうか？
May the spirit of the holidays fill your home with love and peace.
