Your Teacher’s Guide: Japanese Meeting Prep, Progress, Minutes

Konnichiwa, aspiring Nihongo learners and future residents of Japan! 🇯🇵 Are you dreaming of working in Japan, attending school, or participating in community events? Then understanding how Japanese meetings work is an essential skill you’ll want to master. From the structured discussions to the polite exchanges and detailed minute-taking, it might seem a bit overwhelming at first. But don’t worry, your teacher is here to guide you!

As an experienced Japanese language teacher, I’ve seen many Filipino students excel by understanding not just the language, but also the cultural nuances behind it. This article will break down the process of Japanese meetings into easy-to-understand parts: how to prepare, how to participate effectively, and how to master the art of taking meeting minutes. Let’s transform any apprehension into confidence! You can do this! 💪

Getting Ready: Pre-Meeting Preparation (会議前の準備) 📝

Preparation is the cornerstone of success in any Japanese setting, and meetings are no exception. Japanese culture highly values thoroughness and foresight. Arriving prepared shows respect for everyone’s time and contributes to a smooth discussion.

Here’s some essential vocabulary to help you with your pre-meeting prep:

Essential Vocabulary for Meeting Preparation

Japanese Term	Romaji	English Meaning
会議 (かいぎ)	Kaigi	Meeting
議題 (ぎだい)	Gidai	Agenda, Topic for discussion
資料 (しりょう)	Shiryou	Materials, Documents
参加者 (さんかしゃ)	Sankasha	Participants, Attendees
目的 (もくてき)	Mokuteki	Purpose, Objective

Remember to arrive on time – or even a few minutes early! Punctuality is highly valued in Japan, showing respect for others and for the meeting itself. Dress appropriately for the setting, usually business casual unless specified.

Navigating the Meeting: During the Discussion (会議中の進行) 🗣️

Once the meeting begins, your role isn’t just to listen; it’s to participate respectfully and effectively. Japanese discussions often prioritize harmony and consensus.

* **Opening Greetings:**
* If you’re new or introducing yourself: 「（名前）と申します。どうぞよろしくお願いします。」 ([Name] to mōshimasu. Douzo yoroshiku onegaishimasu. – My name is [Name]. Nice to meet you/I look forward to working with you.)
* If you’re already acquainted: 「おはようございます/こんにちは/こんばんは。」 (Standard greetings)
* **Active Listening and Aizuchi (相槌):**
Japanese communication often involves active listening cues called “Aizuchi.” These are short interjections like “Hai,” “Ee,” “Sou desu ne,” that show you are paying attention and understanding. They don’t necessarily mean agreement, just acknowledgement.

Common Aizuchi Phrases

Japanese Aizuchi	Romaji	Meaning/Usage
はい	Hai	Yes (acknowledgement, listening)
ええ	Ee	Yes (casual, slightly softer than “Hai”)
そうですね	Sou desu ne	That’s right, I see, Indeed (agreement or consideration)
なるほど	Naruhodo	I see, I understand (shows comprehension)
はい、承知いたしました。	Hai, shōchi itashimashita.	Yes, I understand/have noted (polite acknowledgement for instructions)

* **Polite Interjection and Questions:**
It’s rare for people to directly interrupt someone. Instead, wait for a natural pause or use polite phrases.
* To interject: 「恐れ入りますが、…」 (Osoreirimasu ga,… – Excuse me, but…) or 「失礼いたします、…」 (Shitsurei itashimasu,… – Excuse me, I’m interrupting, but…).
* To ask a question: 「〜について質問がございます。」 (~ ni tsuite shitsumon ga gozaimasu. – I have a question about ~.) or 「もう一度お伺いしてもよろしいでしょうか？」 (Mou ichido o-ukagai shitemo yoroshii deshou ka? – May I ask again?)
* To confirm: 「〜ということでよろしいでしょうか？」 (~ to iu koto de yoroshii deshou ka? – Is it correct that it’s ~?)

* **Ending the Meeting:**
When the meeting concludes, it’s customary to thank everyone for their time and effort. 「本日はありがとうございました。」 (Honjitsu wa arigatou gozaimashita. – Thank you for today.) is appropriate. If you have an action item, you might add, 「引き続きよろしくお願いいたします。」 (Hikitsuzuki yoroshiku onegai itashimasu. – I look forward to continuing to work with you/your continued support.)

Capturing the Details: Taking Meeting Minutes (議事録の作成) ✅

Taking accurate meeting minutes, or 議事録 (gijiroku), is a crucial skill. It ensures everyone is on the same page and provides a record of decisions and action items.

Here are the essential sections typically found in Japanese meeting minutes:

Essential Sections of a Japanese Gijiroku (議事録)

Section Title (Japanese)	Romaji	English Meaning & Content
開催日時 (かいさいにちじ)	Kaisai Nichiji	Date & Time: Full date and start/end times.
開催場所 (かいさいばしょ)	Kaisai Basho	Location: Where the meeting was held (e.g., 会議室1 – Kaigishitsu 1).
参加者 (さんかしゃ)	Sankasha	Attendees: List of all participants, often with titles.
議題 (ぎだい)	Gidai	Agenda/Topics: The items discussed, usually mirroring the agenda.
決定事項 (けっていじこう)	Kettei Jikou	Decisions Made: Crucial section for outcomes and resolutions.
今後の対応 (こんごのたいおう) / 担当者 (たんとうしゃ)	Kongo no Taiou / Tantousha	Next Steps / Person in Charge: Action items, deadlines, and who is responsible.
次回開催予定 (じかいかいさいよてい)	Jikai Kaisai Yotei	Next Meeting Schedule: Date, time, and location for the next meeting (if applicable).

Polishing Up: Review and Follow-Up (レビューとフォローアップ) 👍

After drafting the minutes, it’s common practice to:
1. **Review:** Have a senior colleague or the meeting facilitator review the minutes for accuracy before distribution. This is a chance to learn and correct any misunderstandings.
2. **Distribute (回覧 – kairan):** Send the minutes to all attendees promptly. A polite email might say:

件名：〇月〇日会議議事録のご確認のお願い

皆様、

先日の会議の議事録を作成いたしましたので、ご確認をお願いいたします。

何か修正点がございましたら、お手数ですが〇月〇日までにご連絡ください。

よろしくお願いいたします。

(Subject: Request to confirm minutes of [Date] meeting)

(Everyone,)

(I have prepared the minutes from the other day’s meeting, so please take a look and confirm.)

(If there are any corrections, please kindly inform me by [Date].)

(Thank you for your cooperation.)

3. **Follow-Up:** Ensure action items are carried out. If you are responsible for an item, update relevant parties on your progress using polite Japanese.

Overcoming Challenges: A Filipino Learner’s Perspective 🎉

Many Filipino learners find Japanese meetings challenging due to:
* **Speed:** Native speakers might speak quickly, especially when passionate about a topic.
* **Nuance:** Japanese communication is highly nuanced. Understanding implicit meanings and polite suggestions can be tricky.
* **Politeness Levels (敬語 – Keigo):** Formal settings often require appropriate keigo, which takes time to master.

Here are strategies to help you overcome these hurdles:
* **Prioritize Understanding:** Don’t be afraid to politely ask for clarification. It’s better to ask once than to misunderstand and cause issues later. 「申し訳ございませんが、もう一度ご説明いただけますでしょうか？」 (Moushiwake gozaimasen ga, mou ichido go-setsumei itadakemasu deshou ka? – I apologize, but could you please explain it one more time?)
* **Active Note-Taking:** Jot down keywords, numbers, and proper nouns. This helps with recall later.
* **Pre-Learn Specialized Vocabulary:** If you know the meeting’s topic, research specific terms beforehand.
* **Practice Aizuchi:** Master these small but powerful expressions to show you are engaged, even if you don’t catch every word.
* **Observe and Imitate:** Pay attention to how native speakers phrase their questions, agreements, and disagreements. Learn from their communication style.

Remember, every expert was once a beginner. The fact that you are learning Japanese and seeking to understand its unique cultural aspects already puts you on a fantastic path. Embrace every meeting as a learning opportunity, and you’ll soon find yourself navigating Japanese discussions with confidence and ease. Ganbatte kudasai! (Good luck!) 🎉