JITCO

Case 5: Cross-Cultural Teamwork in the Workplace (Okamoto Co. Ltd. Shizuoka Factory)

The Okamoto Co Ltd building where plastic products are manufactured looks out over the grand Oi River running through the central Shizuoka. From the main entrance, a wide field with Mt. Fuji in the background welcomes visitors to the factory, and this beautiful scenery is popular among the trainees and interns coming form other countries. Forklifts transport finished products around the factory, which has earned the ISO 14001 certification. The company makes a conscious effort to environmental management. The main office in Tokyo established and maintains a trading division in Hong Kong, which supports the company's long-term relationship with China. The trainees and interns learn plastic molding, and they commute by bicycle from the dormitory to the factory just a kilometer away.

[At the Entrance of Okamoto Co. Ltd]

Mr. Nishimura the general manager at the Shizuoka Factory, and Mr. Ito from the general affairs human resources division, greeted us and shared their stories.

"The company focuses on the safety of the trainees and interns, and provides language training after they complete the group training with the Kanto Telecommunication Cooperative.  The language training is two-fold:  The General Affairs Human Resources Division continues the general Japanese language training, while field teams conduct specifically safety related language training.  We must bring their language skills up to 100% regarding safety issues, otherwise we cannot let them work on things that could be dangerous to them" Mr. Nishimura explained.  "The instructors at the factory continue to explain patiently, clarifying the safety rules and comparing the actual work with the manuals.  The trainees and interns seem to reflect this seriousness in their training as well.

At first, learning the differences between the machines in their home countires and the ones in the factory here is the priority.  Once familiar they are with the machines, the work becomes more challenging.  Some trainees and interns already possess the skills that are compatible with the Japanese workers, but they are not comfortable asking questions.  Therefore it is important to make them feel welcome asking questions in Japanese.

The employees of the company manage the trainees and interns living in the dormitory full-time.  Toilets and baths are shared, but they all have their own rooms and cooking facilities.  It seems difficult to follow the dormitory rules when they first move in.  They take turns separating the refuse which is especially troublesome.  The dorm manager makes sure to point out issues when they arise, and the company patrols with the trainees and interns on a regular basis.  A television broadcasting Chinese programs is provided in the common room, but advanced interns prefer setting up their own televisions and computers.  In our society, the younger generations' bad manners are a concern, but the trainees and interns seem to be more courteous and polite than Japanese.

The reasons for their Japanese training include the following: It is necessary for the smooth transfer of skills and techniques; it is essential for workplace safety; and, it sets goals for trainees and interns during their stay. The company encourages all members to take the Japanese Language Proficiency Test (JLPT) by covering the test fees, which is shared by the company and the cooperatives.

Trainees are expected to try for Level 4, the first-year trainees for Level 3, and the second-year trainees for Level 2. Starting in September, a study session is held once a week including lectures to help trainees prepare for the JLPT test held every year in early December. Modified materials from published textbooks on grammar, reading, and vocabulary are provided along with listening exercises and practice tests. Trainees and interns engage in conversation on a daily basis and become fairly comfortable in a short period of time. The grammar, however, is difficult for both students and the instructors who need to explain Japanese theoretically, and this study session is based on teamwork.

Japanese employees use body language to facilitate comprehension while using a dictionary, and Chinese students who understand help translate it into Chinese for other students. When there are trainees and interns who study hard, others seem to be motivated to study harder. The trainees who want to attain advanced levels are more serious, with more questions to be answered. To match their effort, Japanese employees have also begun studying Chinese. With their hard work, 2 trainees passed Level 2, and 11 have passed Level 3 over the last 2 years. It is the proof of their hard work managing both work and study in such a supportive environment.

There are other benefits from the intensive language training stemming from the trainees' increased linguistic ability. At work machines are noisy, and the instructors must yell to be heard, and trainees and interns could misconstrue this as a scolding. Their increased knowledge of Japanese helps understanding and reduces stress, and trainees and interns can clarify things immediately when instructions are not clear.

[Reference Books Piled Up on the Desk]

[Schedule and Seminar Contents for the Study Session]

The JLPT is held at Shizuoka University, and an employee from the company chaperones trainees and interns on an express bus to and from the test site. One year, the bus was filled to capacity with test-takers, and could not take any more trainees and interns on board. Last year, 28 took the test! So far this year, 43 trainees and interns are intending to take the exam so the group will be divided into two for the trip. Also, the employees provide packed lunches during the break at the test site as the venue lacks a dining hall. The company demonstrates painstaking care through daily requirements, safety guidance and language training.

The JLPT is held at Shizuoka University, and an employee from the company chaperones trainees and interns on an express bus to and from the test site. One year, the bus was filled to capacity with test-takers, and could not take any more trainees and interns on board. Last year, 28 took the test! So far this year, 43 trainees and interns are intending to take the exam so the group will be divided into two for the trip. Also, the employees provide packed lunches during the break at the test site as the venue lacks a dining hall. The company demonstrates painstaking care through daily requirements, safety guidance and language training.

[Reference Books Piled Up on the Desk]

At the accepting company Kanto Telecommunications Cooperative, the executive vice president Mr. Hirata and Mr. Yamada, who is in charge of the program, gave us their insights.

"The Cooperative goes through the trainee selection process very carefully. We have various relationships with different sending organizations, and we commend the Dalian company highly. This organization conducts a 300-hour residential training prior to dispatch, and the curriculum consists of Japanese and current affairs in Japan. In Japanese training, the goal is set to be equivalent of Level 4 on the JLPT with the special emphasis on listening skills. The organization understands the importance of language skills as a tool for technical skills and knowledge acquisition. The residential setting allows the organization to assess the trainees' adaptation ability to a group living situation. This is a key selection point for the Cooperative and the accepting company in making evaluations while visiting China.

"For us here at the Cooperative, the selection process is the opportunity to determine whether the trainees have clear purposes and goals for the training as well as clear views on how to utilize the skills they acquire. It also helps us establish an understanding of expectations with the trainees from the Japanese organization. It helps the trainees understand the expectations the Cooperative has, and also the cultural expectations that will be placed on them. At the point of selection, the Cooperative focuses on elements of personality while the accepting organization looks specifically at technical skills. The also finalize trainee participation with all involved organizations including the Chinese sending organization.

The initial group training is held immediately after the trainees' arrival to Japan at our public facility in Tokyo, where lectures are provided on Japanese language, current affairs, the ways Japanese businesses operate, and in particular "Why Japan is what it is today." The training also provides detailed information on the accepting organization and work rules. The trainees and interns coming to Japan are young and easy-going. "The Cooperative teaches accurately and objectively, looking out for trainees and interns' futures, while the accepting companies provide fun and excitement," Mr. Hirata explained. "The Cooperative provides original Japanese textbooks upon assigning trainees to accepting organizations, and continues correspondence by sending more materials regularly.

"Upon visiting the accepting companies, the Cooperative makes sure that the program is moving forward, and the trainees always find the training worthwhile. As for language training, the Cooperative plans to send Japanese instructors to China. This will facilitate a smoother transition for the trainees and inters from their instructor in China, therefore improving both effectiveness and coordination in the training process."

In compiling this story, we felt a renewed sense in our own commitment, seeing the serious endeavors of the members at the Cooperative who diligently follow the mission of the Industrial Training and Technical Internship Program.

[Mr. Hirata, the executive vice president at the Kanto Telecommunications Cooperative]