Why are work instructions not getting through to foreign staff? Why you should solidify the "basics" before focusing on "business Japanese"

Why are "work instructions" not being understood by foreign staff?

In the food service and service industries, the presence of foreign staff has become indispensable. However, many store managers face the challenge of "difficulty communicating work instructions."

Even with basic instructions like "Please clear the plates" or "Please put them in the refrigerator," there are countless cases of incorrect actions or failure to read the manual. Why do these communication errors occur so frequently? We will explore the root causes.

The psychology of foreign employees who pretend to understand.

When instructions are given, foreign staff members often respond enthusiastically with "Yes, I understand." However, in reality, they don't understand the content, and this often leads to mistakes.

Behind this "pretending to understand" lies a unique psychological barrier for them. In many Asian cultures, there is a strong sense that "it is rude to ask superiors (store managers or senior colleagues) to repeat what they have said." Also, the fear that "I might get yelled at if I say I don't understand" or "I might be seen as incompetent and have my shifts reduced" leads them to reflexively answer "I understand" to get through the situation. If you try to instruct them on "why don't you ask?" without understanding this psychology, you won't reach a fundamental solution.

The barrier of "ambiguous expressions" used by Japanese people on the ground

Another major cause lies in the "choice of words" used by the Japanese giving instructions. In Japanese workplaces, "ambiguous expressions" and "abbreviations" that are extremely difficult for foreigners to understand are used unconsciously.

For example, expressions like "Just do it however you like," "Please do it as soon as possible," and "Please tidy it up a bit." While Japanese speakers can understand the meaning by reading the context and nuances, for Japanese language learners, it's completely unclear "what specifically needs to be done, by when, and how." Even staff members who can hold a basic conversation find it extremely difficult to accurately understand these high-context work instructions.

Common Mistakes in Japanese Language Education: The Trap of "Suddenly Starting with Business Japanese"

In an attempt to resolve communication errors, some Japanese language training programs introduced by companies with good intentions can actually have the opposite effect. A prime example of this is the trap of "suddenly teaching business Japanese."

Using polite language and honorifics is too difficult.

In customer service industries, there's a tendency to be overly eager to ensure that new employees use proper polite language to avoid offending customers, often forcing them to memorize customer service phrases like "Welcome," "Please wait a moment," and "Certainly."

However, rote memorization without a solid foundation in Japanese is nothing more than memorizing sounds. Without understanding the meaning of words or grammatical structure, even slight changes in context will render the language unusable, leading to stumbling and difficulty in responding. Furthermore, honorific language is a complex form of expression that is difficult even for native speakers to master, making it an unrealistic expectation for beginners. As a result, it can lead to frustration and a decline in motivation.

Without a solid foundation, you can't handle unexpected situations.

Even if you can recite customer service phrases according to the manual, if you lack basic Japanese language skills, you will inevitably hit a wall in the workplace.

For example, when customers ask unexpected questions like, "What's in this dish?" or "Where's the restroom?", or when problems such as complaints arise, a lack of basic vocabulary and grammar can leave you completely frozen, unable to explain the situation or call for help. What's truly needed in the workplace isn't perfect polite language, but rather "basic communication skills" to accurately grasp the situation and take appropriate action.

The shortest route to practical work is to thoroughly master the "basics (A1-A2 level)".

The quickest way to make foreign staff immediately productive and facilitate smooth communication on the job is not to teach them advanced business Japanese, but to first thoroughly solidify their "basics."

What you can do at A1-A2 level (beginner)

In the Common European Framework of Reference for Languages (CEFR), an international standard for language learning, A1-A2 corresponds to "beginner level" and is equivalent to JLPT N5-N4.

Simply mastering this basic level will dramatically improve on-the-job communication. Specifically, it enables the most important and fundamental interactions in practical work, such as accurately understanding short work instructions, explaining your situation and physical condition in simple terms, and asking questions like "Could you please repeat that?" or "What does that mean?" when you don't understand. Even if you can't use perfect polite language, having this foundation will prevent major problems.

Once you have a solid foundation, you'll be able to absorb technical terms more quickly.

Another major advantage of building a strong foundation is that it dramatically improves the speed of subsequent learning.

If a solid foundation in grammar, including verb conjugations and particle usage, is established, then when industry-specific jargon and company rules are taught later, they can be smoothly applied to the context and used. Conversely, if you try to build up jargon on top of a shaky foundation, it will quickly crumble. Haste makes waste; investing time and resources in mastering the basics (A1-A2 level) first will ultimately lead to the most efficient talent development.

If you want to thoroughly train the "basics" of your foreign employees, choose "Plat Clover".

For companies looking to efficiently and reliably develop the basic Japanese language skills of their foreign staff, we recommend the e-learning platform "Plat Clover".

A systematic curriculum specializing in A1-B1 levels (beginner to lower-intermediate).

Plat Clover focuses not on advanced business Japanese, but on acquiring the "basics (A1-B1 level)" that form the foundation for practical business use.

Clover Academy, a Japanese language school established in 1990, has developed a systematic curriculum that condenses its experience and practical know-how gained from teaching over 3,000 students. This curriculum allows students to progress smoothly from the basics of hiragana and katakana to everyday conversational phrases. The curriculum is designed with a strong emphasis on ensuring that foreign learners acquire practical Japanese language skills.

Animated videos allow you to intuitively understand everyday and workplace scenes.

Plat Clover's learning content goes beyond simply reading text. Through animated materials, you can visually and intuitively learn "what kind of Japanese to use in what situations."

This allows for a deeper understanding not only of the meaning of words, but also of the contexts and nuances in which they are used, making it easier to apply them directly in real-world situations. Furthermore, the inclusion of game-based content creates an environment where learning can be enjoyed and continued even during short breaks throughout the day. In addition, information on "Japanese for Daily Life" and Japanese culture and customs is provided, supporting adaptation not only to the workplace but also to daily life.

E-learning combined with supplementary materials covers reading, writing, listening, and speaking.

Plat Clover goes beyond passive learning through video viewing. By utilizing supplementary materials such as "Tracing Hiragana and Kanji," it helps develop reading, writing, and listening skills in a balanced way.

Furthermore, online consultations are scheduled at key learning milestones, where professional instructors check students' understanding and provide support tailored to individual challenges. This support system ensures opportunities to actually "speak" and output the knowledge they've acquired, preventing the common pitfall of pretending to understand and ensuring solid retention.

To ensure the retention and success of foreign staff, it is essential to integrate and improve "learning, systems, environment, and management." Why not use Plat Clover to improve communication while minimizing the burden on your staff? Experience its effectiveness with a free trial.

For a solid foundation in Japanese language training, choose Plat Clover.