{"id":1718,"date":"2024-01-15T11:45:19","date_gmt":"2024-01-15T02:45:19","guid":{"rendered":"https:\/\/www.lionheart.co.jp\/?p=1718"},"modified":"2024-01-15T11:45:19","modified_gmt":"2024-01-15T02:45:19","slug":"business_instructions","status":"publish","type":"post","link":"https:\/\/www.lionheart.co.jp\/en\/blog\/business_instructions\/","title":{"rendered":"On-site Sentiment: \"Regarding Business with Overseas Subsidiaries\""},"content":{"rendered":"

As I've mentioned on my blog many times, our company has a corporation in the Philippines (LH&creative Inc.).
While researching Japanese companies expanding overseas, I found data indicating that the total number of locations (branches) was 77,000 as of 2021.
This translates to 77,000 times less for us, but even for small and medium-sized enterprises like ours, there are many companies that have an overseas base or are interested in doing so.
In fact, our Philippine subsidiary receives inspection inquiries from Japanese companies several times a year.
Late last year, we had an opportunity to host a visit from a listed company based in Cebu who wished to exchange information.
By the way, there's something I'm always asked by Japanese visitors (primarily business owners and those in similar positions) who come for inspections.
It is as follows.<\/p>\n\n\n\n

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How do you communicate?<\/p><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

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How is the quality\/speed?<\/p><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

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How is the life of Japanese expatriate staff?<\/p><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

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How do you handle recruitment?<\/p><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

It seems these are the typical concerns and questions that companies and individuals interested in international expansion, to a greater or lesser extent, have.
Certainly, we had the exact same anxieties and questions before establishing our subsidiary, LH&creative Inc. (hereinafter referred to as LH&c), in the Philippines.
This time, rather than answering these questions from a management perspective, I'd like to introduce the real voices of on-site staff who are doing business with overseas subsidiaries.<\/p>\n\n\n\n

<\/p>\n\n\n\n

What \"anxieties\" did you feel when you decided to ask LH&c to do work that you had previously outsourced to your partner?<\/h2>\n\n\n\n

I'm anxious about communicating in English...<\/p><\/div><\/div><\/div><\/div>

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How do I give design instructions to someone who doesn't understand Japanese?!<\/p><\/div><\/div><\/div><\/div>

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\ud83d\ude1f I'm worried about the instructions\u2014what exactly should I convey, how should I convey it, and to what extent\u2026<\/p><\/div><\/div><\/div><\/div>

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\ud83d\ude1f It looks like it's going to be a hassle to give instructions\u2026<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

\ud83d\ude1f Japan and the Philippines: I'm worried about managing a remote team\u2026<\/p><\/div><\/div><\/div><\/div>

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Will they be able to do the job if they don't know the basic rules of the industry?<\/p><\/div><\/div><\/div><\/div>

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Will it be the quality I expected and delivered by the deadline?!<\/p><\/div><\/div><\/div><\/div>

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Will instructions like \"trustworthy,\" \"cutting-edge,\" or \"feminine and elegant\" convey meaning to them when their language and culture are different?<\/p><\/div><\/div><\/div><\/div>

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When it comes to work, responsibility arises, so everyone seemed quite anxious.
In fact, even after we established our Philippine subsidiary, we didn\u2019t receive any business inquiries for quite some time\u2026<\/p>\n\n\n\n

<\/p>\n\n\n\n

What was it like to actually try it out\/interact with it?<\/h2>\n\n\n\n

I realized Google Translate is sufficient for English.<\/p><\/div><\/div><\/div><\/div>

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It was okay even with my clumsy English instructions while sharing my screen on a video call.<\/p><\/div><\/div><\/div><\/div>

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Initially, it wasn't possible to ask Japanese engineers for it...<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 I had a hard time conveying the nuance\u2026<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 It almost never came up on time...<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 It was harder and more exhausting than I expected. I\u2019m sure their skills played a part, but it took a whole day just to direct the design for one business card concept\u2026<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 I think it's necessary to have one manager on site.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

It seems there were things that were unexpectedly okay and things that were difficult after all.
For example, when it comes to printed materials such as business cards, there aren\u2019t as many in the Philippines as there are in Japan, so people are simply \u201cunfamiliar\u201d with them to begin with.
This way, if you proceed with the assumption that \"they'll understand\" from a Japanese perspective, it often doesn't go well.
It is also necessary to select tasks carefully, taking into account their circumstances (such as culture and customs).
Meanwhile, the communication in English, which had been a concern, seemed to have worked out thanks to measures such as using translation tools and screen sharing.<\/p>\n\n\n\n

<\/p>\n\n\n\n

To dispel \"anxiety,\" what specific trial-and-error and creative efforts were made?<\/h2>\n\n\n\n

\ud83d\udca1 To ensure we were on the same page, I asked everyone to find as many visual references as possible (such as images or videos).<\/p><\/div><\/div><\/div><\/div>

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Organized and translated the basic rules of design\/development into English.<\/p><\/div><\/div><\/div><\/div>

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A Japanese manager (expatriate) directly trained them.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

\ud83d\udca1 Quality improved after establishing a QA (Quality Assurance) system at the overseas subsidiary.<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 Be mindful of reporting, contacting, and consulting. Example) Regular progress reports<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 We made sure to visually confirm things with each other using screen sharing during video chats.<\/p><\/div><\/div><\/div><\/div>

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We conducted meetings via video chat as much as possible, not just text chats.<\/p><\/div><\/div><\/div><\/div>

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As the iterations progressed, my ability to break down elements and communicate them grew.<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 Since long sentences can lead to misunderstandings, I gave clear, concise instructions using short sentences whenever possible.<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 By learning common phrases used when giving instructions, I\u2019ve become able to give instructions more smoothly.<\/p><\/div><\/div><\/div><\/div>

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We shared English expressions used in instructions.<\/p><\/div><\/div><\/div><\/div>

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The Filipino manager set standards for work hours and other things, which allows us to predict the necessary work hours in advance.<\/p><\/div><\/div><\/div><\/div>

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Reporting and communication are extremely important, but in reality, simply saying \"report your work progress\" doesn't get people to act.
You need to specifically instruct them \"Report your work progress via chat to the director at 12 PM, 3 PM, and 5 PM.\"
If given specific instructions like these, they will follow them exactly. (This is the same for Japanese people too.)
Conversely, if they do not comply, you can inform them that they will receive a negative performance review if they do not improve, and thereby encourage improvement.
If there is no improvement, we can impose appropriate penalties according to the employment contract, assuming such a provision is included in the contract.<\/p>\n\n\n\n

Japanese people complain that others \"only do what they're told,\" but if you think about it the other way around, it means they \"do thoroughly what they're told.\"
In a contractual society, doing anything beyond what's specified in the contract is a breach of contract.
Vague instructions, a specialty of the Japanese, are completely ineffective in the world.<\/p>\n\n\n\n

<\/p>\n\n\n\n

Are there any useful tools you've used when working with LH&C members (Filipino)?<\/h2>\n\n\n\n

\ud83d\udca1 Google Translate, DeepL, Grammarly<\/p><\/div><\/div><\/div><\/div>

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Google Calendar<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 Adobe XD Collaboration and Prototyping<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

\ud83d\udca1 Piquet (online proofreading tool developed by our company)<\/p><\/div><\/div><\/div><\/div>

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Video conferencing such as Skype, Meet, etc.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

Since establishing our company in the Philippines, translation tools have become a necessity.
If it hadn't been established, I probably wouldn't have used translation tools much. Considering that, it's a big change.
Some employees have taken this opportunity to study on their own and become fluent in English!
\"Piquet\" is an online proofreading tool to communicate corrections. We developed it to communicate with them after establishing a Philippine corporation.
It's very convenient because you can communicate specific corrections and share the content with the QA team for internal proofreading.<\/p>\n\n\n\n

<\/p>\n\n\n\n

I believe the \"anxiety\" I felt initially has significantly lessened now. What was the \"trigger\" that caused us both to change?<\/h2>\n\n\n\n

The instruction format is coming together.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

\ud83d\udca1 I've become proficient in using business terms in English.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

The number of days\/time required for design and development has become clear.<\/p><\/div><\/div><\/div><\/div>

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As the number of repetitions increased, experience accumulated, such as \"this expression gets across\" or \"this doesn't get across as intended.\"<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

It seems to have been gradually improved through trial and error and creative ingenuity.
Some companies have visited us and established a base in the Philippines, but they seem to be struggling, just like we were. Nothing is achieved overnight, is it?<\/p>\n\n\n\n

<\/p>\n\n\n\n

Based on your experience, what do you keep in mind (and what are your unique strategies) when assigning tasks to LH&C members (Filipinos)?<\/h2>\n\n\n\n

\ud83d\udca1 Organize information with 5W3H in mind.<\/p><\/div><\/div><\/div><\/div>

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Don't use roundabout Japanese expressions.<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 Strive to provide logical instructions (sentences).<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 Instructions (English) should be brief and concise.<\/p><\/div><\/div><\/div><\/div>

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When something is difficult to convey, share it visually, such as by adding instructions to images.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

If I can't get through to them in two tries, I'll have the Japanese manager who's stationed here step in.<\/p><\/div><\/div><\/div><\/div>

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I always start with the conclusion directly and then provide additional explanations such as the reasons why and the current situation. (PREP method)<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

\ud83d\udca1 Do not use vague language. For example, instead of \"make it bigger,\" use \"set to XX pixels.\" Specify values for colors, spacing, font weight, etc., as much as possible.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

Don't you look at it and think, \"Isn't that obvious?\"
For some reason, when Japanese people give instructions to other Japanese people, all of these things are neglected.
It's strange, isn't it? For such low-quality instructions, Japanese people ask for high-quality output... (wry smile)
Actually, we specifically created a subsidiary in the Philippines to provide opportunities for communication in our operations, so that people would understand that \"uniquely Japanese ambiguous instructions don't work at all in the world.\"
These days, being limited to working only with Japanese people is nothing but a risk.<\/p>\n\n\n\n

<\/p>\n\n\n\n

When compared to interacting with Japanese people, are there differences in communication, quality, speed, etc.?
Please tell me if there are any differences specifically because you are working with foreigners (Filipinos).<\/h2>\n\n\n\n

When communicating with Japanese people, it's easy to convey your message because they understand Japanese.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

\ud83d\udca1 Japan has low diversity, so it's easy to talk within the same context.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

\ud83d\udca1 Being able to understand Japanese makes a big difference in jobs where comprehension is related to quality. Examples include design (especially DTP) where character layout is important.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

When giving detailed instructions, it's easier with someone who understands Japanese.<\/p><\/div><\/div><\/div><\/div>

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When it comes to frontend development (like web coding), there's no difference in speed or quality between Japan and the Philippines.<\/p><\/div><\/div><\/div><\/div>

<\/svg><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

For technologies where the Philippines has a proven track record, it's faster than relying on Japanese engineers again.<\/p><\/div><\/div><\/div><\/div>

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\ud83d\udca1 \u7279\u306b\u306a\u3044\u3002<\/p><\/div><\/div><\/div><\/div>

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\u3053\u3046\u3057\u305f\u300c\u5f53\u305f\u308a\u524d\u300d\u74b0\u5883\u3092\u5275\u308c\u308b\u3068\u3001\u5f8c\u304c\u697d\u3067\u3059\u306d\u3002
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\u4eca\u5f8c\u3001\u6a5f\u4f1a\u304c\u3042\u308c\u3070\u3001<\/p>\n\n\n\n

<\/svg><\/div>

How is the life of Japanese expatriate staff?<\/p><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

<\/svg><\/div>

How do you handle recruitment?<\/p><\/div><\/div><\/div><\/div><\/div><\/div><\/div><\/div>\n\n\n\n

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