Did you know that in Japan, the first person to enter the elevator is expected to operate the buttons? Cultural differences in the workplace are everywhere! Here, our colleagues from Japan, the Benelux, the Gulf countries, and the United States of America describe the things that surprised them most after relocating – both in the office and in everyday organizational culture.
Japan – discipline and the culture of etiquette
1. Your word is your brand
In Japan, every word carries weight. If you say something, you’re fully responsible for it. People often don’t read contracts line by line – they trust that what was agreed upon is fair and honest.
2. Bows with mathematical precision
The angle of a bow matters: 15°, 30°, or 45°, depending on the situation. The deeper and longer the bow, the greater the respect shown. It’s a daily part of communication – at the office and on the street.
3. The "elevator captain"
The first person to enter the elevator becomes the “captain” – responsible for pressing the buttons and ensuring others’ safety. A small detail, but a perfect example of Japanese responsibility.
4. Nemawashi
This is the practice of informal consultation before a formal decision is announced. It involves talking with key people to clear doubts, gather feedback, and build consensus. Official meetings serve mostly to confirm what was already agreed upon.
5. Cool biz & warm biz
Official campaigns promoting lighter clothing in summer (Cool Biz) and warmer attire in winter (Warm Biz), adapted to the climate. These practices are part of Japan’s organizational culture that values employee comfort.
6. Harmony and avoiding conflict (wa 和)
Direct confrontation is rare. If something isn’t working, people will first “test the waters” subtly. Harmony is deeply ingrained in both professional and personal life.
7. Visualization matters
Good presentations go beyond numbers – they include charts, cause-effect diagrams, and a clear narrative that moves from general to specific.
8. Rules for everything
Answering the phone? Sending emails? Bowing duration? Nearly every office action follows an unwritten rule. Japan’s structured work culture can be a major surprise for newcomers.
9. Business cards for everyone
Cards are handed over with both hands, text facing the recipient. You don’t pocket them right away – they stay on the table in front of you, ordered by seating. This helps keep track of roles and departments.
10. Reading the room
Understanding emotions and non-verbal cues is vital. You’re expected to grasp others' intentions without explicit words. The ability to “read the air” (kuuki wo yomu, 空気を読む) is essential in Japanese workplaces.
Benelux – small talk culture and sacred lunch breaks
1. Lunch is sacred
In Belgium and Luxembourg, lunch is a daily ritual – not eaten at your desk. Going out with colleagues is the norm, often followed by a coffee. Avoid scheduling meetings during this time.
2. Small talk, always
Meetings (even online) start with chats about the weather, weekend plans, or how you’re feeling – even if it’s your first and only meeting. But don’t get too personal – asking “do you have kids?” might be too forward.
3. Work starts at 9:00 AM
Unlike Poland’s early bird culture, the workday usually starts at 9:00. Working late isn’t seen as dedication – rather, as poor time management.
4. Tight-knit teams
Small teams form close bonds. Regular lunches, after-work activities, hobby presentations (wine tasting, rugby matches) foster a casual and respectful environment.
5. Cross-cultural office traditions
Local teams celebrate both Belgian and Polish customs – from Galette de Rois to Fat Thursday. Activities like city games, cooking classes, and international lunches help integrate a diverse team.
6. Meeting buffer time
While Belgians appreciate clarity, meetings often start late. That’s why “buffer time” is built in – to allow for delays or unexpected discussion.
7. The “white paper” concept
In Belgium, companies often create a “white paper” or engage in “social dialogue” to record employee feedback before making structural changes.
8. Belgian emails = essays
Unlike American emails that are short and to the point, Belgian business emails are often long and detailed.
9. Bike-to-work bonus
In Belgium, companies may pay you to cycle to work – up to €0.27 per kilometer!
The United States – Super Bowl and time zone collaboration
1. Friendly from day one
American workplace culture is surprisingly warm. You’re greeted with smiles, kindness, and plenty of support.
2. Relaxed communication style
Conversations are informal and humorous – creating a positive atmosphere and a sense of ease.
3. Early starts and time zones
Some teams begin at 5:00 AM to align with Polish teams. It brings variety and reflects a flexible, global approach to time.
4. Celebration and team bonding
Events like Thanksgiving parties and team-building sessions unite employees across states. It strengthens relationships and shows care for staff.
5. Casual Fridays and dress codes
“Casual Fridays” are a big deal. Jeans, caps, even flip-flops – comfort rules! A small gesture that fosters freedom.
6. Short and to the point peetings
Efficiency is key. Meetings are short and focused – time is money.
7. Kindness is the norm
“Have a great day” isn’t just politeness – it’s a cultural norm, in and outside of work.
8. Language, mindset, and... Super Bowl
Adapting to the U.S. means learning more than language. Mondays after Super Bowl? Don’t expect fast email replies 😉.
9. Vacation is a luxury
There’s no federal mandate for paid leave. Companies decide how much time off you get – often just 10–15 days per year. Health insurance isn’t always employer-covered, making it a valuable perk when available.
United Arab Emirates – relationships and Ramadan
1. Relationships over deadlines
Trust and relationships come before speed. Decisions take time – first, you build trust. It’s a different pace than in Poland.
2. Meetings = hospitality
Business discussions begin with polite conversation and often cardamom coffee. Hospitality is essential in daily work culture.
3. Respect and moderation
Punctuality is flexible, politics are avoided, and dress code remains modest, even in the heat. Respecting local culture is a must.
4. Hierarchy vs. feedback culture
Power distance is visible. Leaders aren’t questioned, and accessibility is limited. This contrasts with Poland’s open feedback approach.
5. Flexibility is a must
Even with structured rules, the outcome matters most. What may feel chaotic to a Pole is often seen as normal in the UAE.
6. Ramadan = shorter workdays
Showing cultural respect includes not eating in front of fasting coworkers – and enjoying a 6-hour workday during Ramadan.
Conclusion
Working abroad isn’t just about changing offices – it’s about adjusting to a whole new mindset around meetings, hierarchy, communication, and everyday rituals. These stories from Japan, the Benelux, the UAE, and the United States show that each work culture has its own unique rhythm – some more formal, others surprisingly relaxed. One thing is certain: openness to diversity and a willingness to learn are the keys to thriving anywhere in the world.