Japanese etiquette, such as greetings and bowing, is one aspect of Japanese culture that is attracting attention overseas. These etiquette practices are also thoroughly observed by many people as standard manners in the Japanese business world.
"Ho-ren-so" is one of the basic business etiquettes that Japanese people place great importance on. If you are thinking of working in Japan, learning and practicing Ho-ren-so will help you to carry out your work and tasks more smoothly. In this article, we will introduce the meaning of Ho-ren-so and how to use it in practice.
Reporting, contacting, and consulting is one of the communication etiquette
In Japanese, there is a vegetable that has the same pronunciation as hourenso, but in business, hourenso is an abbreviation made up of the first letters of the three words "report," "contact," and "consultation."
Each of the reporting, contacting, and consulting functions has its own role. Learn to use reporting, contacting, and consulting appropriately depending on the situation.
Report
In business, "reporting" refers to a subordinate reporting to a superior about the progress and progress of work or assigned tasks. By having subordinates regularly report the status of the work they've been assigned, superiors can easily grasp the current status of tasks, allowing for smoother project progress and management. In addition, by reporting immediately when an emergency occurs, it is possible to respond quickly before the problem worsens.
contact
In business, "contact" means conveying facts and decisions without adding your own opinions or speculations. What makes "contact" different from "report" is that it is used to inform relevant parties of information without regard for hierarchical relationships in the workplace. The content of contact varies from highly urgent to less important to the recipient. Contact is considered important because detailed communication within a company or team makes it easier to build a cooperative system in the workplace when problems arise.
consultation
In business, "consultation" is used when you are unsure about a decision you can make on your own or when you want someone's opinion.
Find a solution by asking for advice from your boss, colleagues at work, or someone knowledgeable in a particular field. Consulting can help you find concerns or new ideas that you may have overlooked, so it can be more efficient to consult first rather than worrying about it alone for a long time.
Why is reporting, communicating, and consulting important?
Acting with a focus on reporting, communicating, and consulting is more likely to lead to results. When working, cooperation is necessary between employees and with external partners. However, the more people involved in a project, the more likely misunderstandings and miscommunication of information become. In this case, if you can share information accurately and quickly while keeping reporting, communicating, and consulting in mind, you will achieve better results. Also, if information is shared in advance through reporting, communicating, and consulting, even if a mistake occurs during the course of work, others will notice and point it out, which serves as a preventative measure to prevent problems from occurring.
report, communicate, and consult?When should you
In what specific situations should you report, contact, or consult? We will explain some common business situations and provide example sentences that can be used when reporting, communicating, and consulting.
Report
Example: Reporting the progress of a task that was asked of you by your boss
"I'd like to report on the progress of today's tasks. Today, I met with the client and finalized the project requirements. The schedule has not yet been finalized, so I will report on the progress again tomorrow."
contact
Example: Informing your company that you will be late
"Due to a train delay, I will be arriving at work about 30 minutes late today. I apologize for being late."
consultation
Example: Talking to your boss about a project
"I'd like to discuss the project schedule. Please schedule a time this afternoon."
reporting, communicating, and consultingPoints to note when
There is no point in reporting, communicating, and consulting if you simply convey the information you want to share. Sharing information that is wasteful will only slow down work. When reporting, communicating, and consulting, you should be careful about the order and method of communication.
Report bad news early
It may be difficult to tell your boss bad information, but letting them know early on will help you make quick decisions and avoid trouble later on.
- Communicate the content succinctly, starting with the results
When communicating or consulting, if you explain things in chronological order to make sure the other person understands, the conversation will become long. If you report, communicate, and consult without clarifying the content, you will only waste your boss's or colleagues' time, so it is best to briefly summarize the background and purpose of the content and speak with the conclusion first. Using notes or documents is also an effective method.
Prepare your opinion before the consultation
When consulting with your boss or colleague, it is not very efficient to ask for vague opinions or ideas, such as "How should we decide on the schedule for this project?" This is because you are leaving the solution entirely up to the other person, which can lead to inefficient discussions. Deciding on a course of action beforehand will actually make the discussion go more smoothly and bring you closer to a solution. Prepare your thoughts in advance as a basis for the person you are consulting, such as "This is what I think, but what do you think?"
This time, we introduced how to use the "Ho-Ren-Sou" system, which is one of the Japanese business etiquettes, and some key points to keep in mind. Why not try out the "Ho-Ren-Sou" system at your workplace or part-time job?