The other day, I attended a gathering with other foreigners working here in Japan. As we shared our experiences, one common theme emerged: many of us feel misunderstood or not taken seriously by Japanese coworkers, largely because of our varying levels of Japanese proficiency. Like me, they often struggle to communicate ideas clearly, which can lead to awkward situations or even conflicts.

But from my perspective, this isn’t unique to Japanese workplaces. Having worked with teams from India, Vietnam, Mexico, Switzerland, and England, where English was the common language, I’ve seen the same communication issues arise.
The challenges we face are often rooted in four key areas:

Language Barriers
Cultural Differences
Time Zone Differences
Lack of Visual Aids

Language Barriers

Language learning takes time, and not everyone learns at the same pace. It's rare for a non-native speaker to reach the fluency of someone who has spoken the language for decades. Think of a language you don't speak—now try to come up with the word for "bus fare ticket." You likely can’t, because you’ve never had to use it, much less study it.

While it’s essential for anyone working in a foreign country to learn the local language to an intermediate level, there will always be gaps. But a gap in vocabulary doesn’t equate to a gap in intelligence. Unfortunately, I’ve seen native speakers treat foreigners like they’re unintelligent or incapable just because of language limitations.

Cultural Differences

Cultural norms and working styles vary across the globe. Sometimes, practices that are second nature to one team can be completely foreign to another. That’s why setting clear expectations and policies upfront is crucial. Both verbal and written communication are key to navigating cultural differences.

Time Zone Differences

In my experience, working with global teams means juggling different time zones. For instance, when I work from 9 AM to 6 PM in Japan, my colleagues in Mexico are just starting their day at 6 PM. This time zone lag affects meeting schedules, task assignments, and deadlines.

In these situations, misunderstandings can easily arise. My solution? Relying on visual aids like graphic documents. A picture truly is worth a thousand words.

The Power of Visual Aids

When verbal communication fails, visuals can make a huge difference. I didn’t invent this approach; it’s rooted in methods discussed in books like How to Communicate Effectively, Emotional Intelligence, and User Story Mapping.

Example

Now, this kind of issues might be like the following:

Long meetings with no progress

A problem arises
Team member A (native speaker) tries to explain it
Team member B (non-native speaker) misunderstands or responds with errors

Hours are wasted on unproductive discussions, often involving others.

Alternatively,

Verbal only communication that ends up in a non expected result

Team member A gives instructions
Team member B thinks they’ve understood, but the delivered work doesn’t meet expectations.

Either way, relying solely on words can be ineffective.

Final words

I’m not suggesting you need to create a formal document every time. Even simple tools like whiteboards, handwritten notes, or screenshots can clarify ideas and ensure everyone’s on the same page.

Since I started using visual aids, I’ve had fewer communication issues. At YUZURIHA, I’m fortunate to work with patient and understanding colleagues who embrace this approach.

Thank you for reading! I’d love to hear how you’ve handled communication challenges in your workplace. Please share your experiences, and feel free to check out articles written by other colleagues here at YUZURIHA—they continually inspire me to improve.