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Work Tips

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Work Tips


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Tips

Tip 1: 5 steps to building the best profile on izanau
Tip 2: how to make the perfect japanese resume
Tip 3: what to write and not write in your job cover letter
Tip 4: basics of email writing in japanese
Tip 5: understanding the hierarchy of a japanese company
Tip 6:WHAT TO DO/SAY/WEAR ON YOUR FIRST DAY OF WORK
  • TIP 1

    5 STEPS TO BUILDING THE BEST PROFILE ON IZANAU

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    First impressions are extremely important, especially when you're looking for a job. We all know the process of job searching is tedious and it's even harder in a different country.

    That’s why we at IZANAU want to give you all the tools you need to build the best profile possible so that companies will approach you! 

    The IZANAU profile is designed for companies to get to know as much about you as possible in a limited amount of space. It has more flexibility than a traditional Japanese CV, so take advantage of areas that can be personalized so that you can stand out in the crowd.

    STEP 1: YOUR INTRODUCTION

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    Try and look as professional as possible. This means use your full name, and use it as your URL as well.

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    The About section is very important. It sets the tone for your entire profile.

    • If you can speak some Japanese, start your introduction with a greeting in Japanese.
    • Describe any skills you may have.
    • Avoid standard sentences like: I would like to work in Japan.

    This is your chance to impress your potential employer. Put some thought into it and make it count.

    Use a professional looking photograph where your face in clearly visible. Not a photo of you on the beach with a drink in your hand.
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    STEP 2: YOUR BACKGROUND

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    This is the most important part of your profile, it shows what skills you have and what YOU bring to the table, so don’t rush this section. Make sure it includes everything.

    If you have work experience, add proper information about your previous companies and responsibilities

    If you are a student add internships or any other responsibilities or activities you are engaged in.

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    STEP 2: YOUR BACKGROUND

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    Don't forget to fill in ALL the details on the left side. Your visa status in Japan is vital information, as well as if you are willing to relocate. In addition, your nationality is information needed for the company to know if they need to sponsor your visa.

    If you don't have a Japanese phone number that is OK.

    STEP 3: YOUR SKILLS

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    This section might be that edge that makes an employer select you over anyone else. Often companies are willing to teach their employees on the job if they have specialisedskills.

    • If you speak multiple languages, make sure you list them all, language skills are always an asset
    • If you have experience working with specialised software or are able to draw diagrams by hand make sure you include all these skills.
    • Even if you don’t think they could be valuable, an employer might be looking for a specific skill set that might be your key to a great new opportunity.

    Achievements are equally valuable. Have you received recognition for something locally or regionally? Include that even though it may not be connected to the kind of job you are looking for.

    If you have passed any JLPT exams or have any other kinds of certifications, this is the place to show it.

    STEP 4: ADDITIONAL INFORMATION

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    Social Media profiles are tricky. So be smart. Think about what kind of image your social media portrays about you. And then decide if you want to share it or not with potential employers. If you have a Linkedin profile, definitely share that. But make sure the details on your IZANAU profile are consistent with the details on your Linkedin profile.

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    Interests and hobbies may seem irrelevant, but from an employer’s perspective, people want to work with people they have something in common with. Showing your interests builds connections that are intangible. Don’t skip this section. Especially if you have a lot of interests.

    STEP 5: SALARY EXPECTATIONS

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    Of course everyone wants the highest salary possible but be practical. Do your research and find out what the average salary for your industry and experience is in Japan. If your salary expectations are too high, you might not get an interview.

    Finally don’t forget to tell us why you registered on IZANAU. This information from you helps us serve you better. We are here to make your job search process and transition into your new job as seamless as possible. And we need your help to do that!

    FINAL POINTERS

    We have designed the profile to help you present the best version of yourself to potential employers, so having a complete profile is important for your success. It may take some times, but you only have to do it once.

    We encourage all our candidates to show the best side of themselves in their profiles, but make sure you are able to back up all the information. Being honest on your profile about what you bring to the table is the best way to get a job that is right for you.

    For more step-by-step instructions on how to build our profile on IZANAU please take a look at our three part series: How to build the perfect profile on IZANAU Part 1, Part 2 Part 3.

     

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  • TIP 2

    HOW TO MAKE THE PERFECT JAPANESE RESUME

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    Resumes or rirekisho (履歴書 (りれきしょ)) in Japan follow a very specific format that is different from resumes in other languages. There is a template for a Japanese resume, and the format should be followed exactly.

    This is not an opportunity to be creative, rather, it is an opportunity to show your ability to adjust to local standards (a very important trait when working in Japan).

    The purpose of the rirekisho is to give general information about yourself such as, where you studied, the companies your worked for, and how long you were there. So fill in all the sections to the best of your ability.

    Here is an explanation on how to fill in a Japanese rirekisho, A template can be downloaded here.

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    POINTERS FOR YOUR RIREKISHO

    • Try and make your rirekisho in Japanese. This may seem daunting but if you are able to do it in Japanese you should. Ask a friend or a Japanese teacher for help. That alone will put you ahead of other candidates with English rirekishos.
    • You must add a photo. While this may not be standard practice in other countries, in Japan it is a must.
    • Take a professional looking photograph:
      • Shoulders and head
      • Size should be: H: 36 ~ 40 mm and W 24 ~ 30 mm
      • Write your name on the back
      • And glue it to the top right of your rirekisho
      • Wear a suit in your photo in a conservative color
    • Traditionally, the rirekisho was handwritten. Convenience stores sell standard rirekisho templates that can just be filled out, but in recent years typed rirekishos have become more acceptable. So, if you are extremely ambitious and want to do things the traditional way, you can hand write your rirekisho. But otherwise a typed version is perfectly fine.
    • Fill in all the details in the top section of the form.
      • Your name. Last name first, then first name. Don’t forget to include the furigana (pronunciation either in hiragana) on top.
      • Your personal stamp or hanko. (If you don’t have one include your signature).
      • Your age and date of birth.
      • Circle 男 for male or 女 for female
      • Your contact information, email, phone number, alternate phone number and fax number (if you have one)
      • And finally your address. If you don’t reside in Japan yet, include your permanent home address and an address where you will be staying when you are in Japan.

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    Your Educational background should come before your work history and should be presented in chronological order. Undergraduate first, then advanced degrees. Make sure to include when you entered as well as when you graduated.

    Career History should be in chronological order. First job to current job. Be sure to only include the basic information. Company, department, job title, and duration of employment.

    Here are some useful phrases to use:

    • 一身上の都合により退社 (Left for personal reasons)
    • 契約満了により退社     (Contract termination)
    • 会社都合により退社 (Contractor decision)
    • 現在に至る (To the present)

    When you have completed your work history skip one line then put in the word 以上 (complete).

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    This is where you can put in any qualifications that you may have. Your JLPT level can go here, or any other certifications, like teaching certifications or CFA qualifications.

    In Japan it is often standard to mention if you have a driver's license. Often people living in big cities don’t drive so showing that you have a driver’s license can be an asset.

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    Your personal information is important for determining your working conditions. So make sure your employer knows where you live and if you are supporting your family.

    The final three sections of the rirekisho is the only space you have to be creative and show your personality. Generally the自己PR section is your chance to explain why you want this job and what you bring to the table. When writing this section there are 3 important points to consider in order to understand what a Japanese employer is looking for.

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    If you are applying to a specific job opening, the job post will include some information describing their ideal candidate. Make sure you address these qualities in.

    Companies want to see stability and an interest in staying for a long period of time. Express how you see your career developing in that company.

    Look at the job description or company webpage to understand the mission and philosophy of the company. Then present evidence of how you would fit in well with those characteristics.

 

  • TIP 3

    WHAT TO WRITE AND NOT WRITE IN YOUR JOB COVER LETTER

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    Your rirekisho is not the opportunity to show your personality, but your cover letter is. In the past, submitting cover letters were not standard practice in Japan, but in recent years (especially for non-Japanese job applicants) the cover letter is a way for the recruiters to get to know you and decide if you could be a good fit for the company. Here are a few pointers when writing your cover letter:

    • Keep it to one page
    • Write it in keigo (formal Japanese) if it's in Japanese
    • Name the position you are applying for
    • Explain why you left (or are leaving) your last position
    • Explain why you want to work for this company
    • Describe what unique skills you have to fit the position
    • Kindly request a response
    • Sign your full name

     

    THINGS TO BE CAREFUL OF

    • Everyone applying for the position wants to work in Japan. Don’t describe your interest in Japan or Japanese culture; it doesn’t make you unique. Take your time to outline what skills you have that can benefit the company.
    • Demonstrate loyalty. It is still uncommon in Japan for people to switch jobs every few years. Companies are looking for people who want to develop their career within the company. Keep this in mind while writing cover letters and applying for jobs.
    • Don’t show off. There is a clear line between showing confidence and boasting. Make sure you’re on the side of confidence. Japanese culture in general frowns upon overly showy attitudes, in addition all companies look for team players so make sure that comes across in your cover letter.

 

  • TIP 4

    BASICS OF EMAIL WRITING IN JAPANESE

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    Japanese business emails are very formal. Even if you have a friendly relationship with a client or supplier it is always wise to write emails in a formal manner.

    Business emails follow a standard format and the format should be followed every time. Here is a basic outline for an email being sent outside your company:

    株式会社〇〇
    〇〇部
    〇〇様

    お世話になります。
    〇〇の〇〇です。
    [Body]
    何卒よろしくお願い致します。
    〇〇



    To break it down, here are all the main parts:
    株式会社〇〇 Kabushikigaisha 〇〇 The full name of receiver’s company, including the Co., Ltd.
    〇〇部 〇〇Bu Section/Department of the receiver
    〇〇様 〇〇Sama Receiver’s last name followed by –sama
    お世話になります。 Osewa ni narimasu This is the general introduction to all emails. It is meant to express appreciation, or to be obliged to someone.

    It is even used when you send someone an email for the first time to as a show of respect.

    There are alternate variations to show extra gratitude like:

    いつもお世話になります。
    Itsumo osewani narimasu
    I am always indebted to you.

    大変お世話になっています。
    Taihen osewani natteimasu I am extremely grateful to you.
    〇〇の〇〇です。 [your company] no [your name] desu Always identify who you are. First your company name (with or without Co., Ltd) followed by your last name.
    [Body] Body Body of the email
    何卒よろしくお願い致します。 Nanitozo yoroshiku onegai itashimasu I sincerely look forward to (continuing) working with you.

    Alternatives to this standard closing could be:

    引き続き何卒よろしくお願い致します。
    Going forward, I'm sincerely look forward to (continuing) working with you.

    忙しい中大変恐縮ですが、何卒よろしくお願い致します。
    I am sorry to bother you when you are so busy, but I sincerely look forward to (continuing) working with you.
    〇〇 [Your name] Either your last name only or your full name, last name first then first name.


    If you follow this simple format, you will always sound professional and courteous in all your business emails. It takes some getting used to, but once you get the hang of it, it’s the same format every time.  

 

  • TIP 5

    UNDERSTANDING THE HIERARCHY OF A JAPANESE COMPANY


    THE STRUCTURE OF A COMPANY

    Kaichō 会長(かいちょう CEO
    Shachō 社長(しゃちょう President
    Torishimariyaku 取締役(とりしまりやく) Director
    Buchō 部長(ぶちょう) Department Manager
    Jichō 次長(じちょう Assistant Department Manager
    Kachō 課長(かちょう Section Manager
    Kakarichō 係長(かかりちょう Assistant Manager
    Shunin 主任(しゅにん Supervisor
    Sha-in 社員(しゃいん General full-time staff

    Everyone knows that Japan is a hierarchical society and that is demonstrated best inside a Japanese company. Large Japanese companies traditionally only hire once a year. Every April they bring in a new batch of recent graduates and groom them into the business through a process called haizoku.

    New hires are rotated through every department of the company learning all aspects of the business and how the company works. As a result of this practice, some people get groomed to move up in the ranks as management and others remain as worker bees throughout their careers.

    When working in a Japanese company it is vital to understand who is who in the ranking system and what connections and associations one has to another as shown in the table above.

    Not included in the table is just one category, Dōki.

    Dōki (同期) are the people you enter the company with. These connections will likely become the strongest ones you have in the company. Even as promotion levels vary, having the first experiences together as young adults develop valuable ties that can be seen throughout a career.

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  • TIP 6

    WHAT TO DO/SAY/WEAR ON YOUR FIRST DAY OF WORK

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    Your first day of work is full of first impressions. Make sure you know the rules, and put your best foot forward. Here are a few things to remember:

    1. Know how to get to the office. Check the route on Google, calculate the commute time, and make sure you don’t get lost on the subway!

    2. Wear a suit (with a tie for men). Unless otherwise specified, usually black, but dark grey or navy blue is also OK. If you don’t need to wear a suit, here is a general guideline on how to look professional at work.

    3. Be EARLY. On time in Japan means 10 to 15 minutes early. If work starts at 9:00 am, make sure you are there by 8:45 at the latest on your first day, and everyday after that.

    4. Make sure to bring all required documents requested by HR. This includes visa documents, work permits, bank information, and your personal stamp (inkan). In addition bring a pen and notebook to take notes.

    5. Have your personal introduction prepared. You will need to introduce yourself to your co-workers so be sure to leave a good impression.

    Here are a few helpful phrases

    • Hajimemashite [your name] to mōshimasu.
      (初めまして、(your name)と申します。
      It’s nice to meet you, my name is (your name).
    • (Your country) kara kimashita.
      (Your country) から来ました。
      I am from (your country)
    • Kyōkara yoroshiku onegai shimasu.
      今日からよろしくお願いします。
      I look forward to working with you from today.

    Other possible topics to include are:

    • Your role in the company
    • What you were doing before joining the company
    • How long you have been in Japan.

    6. Most companies have 朝礼 (chōrei ) or morning meeting/announcements. You might have to introduce yourself during the chōrei so be prepared, and it will be ok.

    7. Check with your superior before leaving at the end of the day. Even if you may not have much to do first see if you can be helpful to anyone, then ask for permission to leave. When leaving make sure you say your proper goodbyes, which includes:

    • Sakini shitsurei shimasu. Otsukaresamadeshita.
      先に失礼します。お疲れ様でした。
      I respectfully am leaving first. Thank you for your hard work today.

    And there you have it; you survived your first day at work in a Japanese company. Wasn’t too bad was it?

    For more insights on first day do’s and don’ts check out our article, “Making a difference on your first day at a job in a Japanese company.”



 

Find more in the Izanau forums!

Check out our forums for further information and tips, and to find other like-minded expats and people interested in living/working in Japan!
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