One of the most common complaints I hear from fellow ex-pats, in Japan and elsewhere, is that the bureaucracy is unbearable. I’ve yet to meet another human being who actually enjoys bureaucratic procedures. I suspect that if you secretly do, then that’s a particular type of fetish.
What is bureaucracy and why is there so much of it?
Bureaucracy is an umbrella term for all the micro-processes involved in obtaining, validating, and maintaining the official status of someone or something (a visa, a driver’s license, school enrollment, health insurance, tax returns, etc.). It is the quiet organisational background of society. There are wide variations in the way bureaucracies operate from country to country, as well as many regional and local differences.
The general idea of bureaucracy is to make an institution more efficient. But how many times have you ACTUALLY seen an institution that is more efficient as a result of its bureaucracy? I think the opposite is true. Bureaucracies complicate systems precisely to create new job positions for people who then guide you through the “problems” that the institution has created.
Let’s talk about Japanese bureaucracy. How complex is it? That’s a very subjective question. It depends entirely on which country(ies) you are comparing it with and also which timeframes you are looking at. In my case, I’m originally from the UK, and generally speaking, I do think there’s more paperwork in Japan. However, while the procedures are more numerous and detailed, I generally find the people you interact with in completing those procedures are more courteous and patient than in the UK.
I think part of the reason there is a lot of paperwork in Japan, is to do with accountability. Japanese culture is generally group-oriented. As such, the idea of an individual taking sole responsibility for something—the kind of “buck stops here” idea that you find in Anglo-American cultures—doesn’t work. Instead, it’s a naming, blaming, and ostracizing culture.
So part of the reason why there are so many bureaucratic procedures is to offset the problem of personal accountability for any mistake in the system. Another reason why bureaucracy is nebulous in Japan, and again, this applies elsewhere too, is that over time, bureaucracies evolve and mutate into strange and complex forms. New technologies, new policies, new bosses, new workers, and so on—each of these factors adds a piece to the bureaucratic Jenga tower.
Difficulties foreigners encounter with bureaucracy in Japan
- Language Barrier: Foreigners often struggle with the language barrier when dealing with Japanese bureaucracy, as many officials are not proficient in English or other languages—but then again, why would they be? For example, a foreign resident might find it challenging to communicate their needs at a local government office when applying for residency status. But the best approach is to stay calm, smile, and ask for help. It usually works.
- Complex Procedures: Foreigners may find the bureaucratic procedures in Japan overly complex and difficult to navigate. For instance, obtaining a work visa or setting up a business can involve a lengthy and intricate process, leading to frustration and confusion. You have to keep in perspective the fact that you are a visitor in Japan, maybe a long-term visitor, but still, it’s crucial to let go of expectations tied to other cultures. The more you hold on, the more resentment you’ll build.
- Lack of Flexibility: Some foreigners, myself included, criticize the lack of flexibility within Japanese bureaucracy. For instance, rigid adherence to rules and regulations makes it challenging to address unique or exceptional circumstances, such as visa extensions due to unexpected events. You also can’t pull the “let me speak to the manager” routine, since hierarchies are such in Japan that a request must pass from employee to employee up through the chain. There are few shortcuts, or if there are, you never hear about them!
- Lengthy Processing Times: Processing times for various bureaucratic matters in Japan can take time. Again, this is a universal problem, not just a Japanese one. But, for example, when you renew your driver’s license, expect to spend the morning at your local license office.
- Limited Online Services: While there has been a push since the pandemic to put a lot of bureaucracy online, a lot of local processes are still paper based. And even the online solutions can be convoluted and clunky (here’s looking at you TAX system!!) The benefit of online forms is that for people not fluent in Japanese, it opens form filling procedures up to Google Translate. You can use Google Lens on your phone to translate paper documents, but that can be a tricky balancing act. Bottom line. Learn to read and write in Japanese!
- Cultural Sensitivity: I’ve heard some foreigners say that Japanese bureaucracy lacks cultural sensitivity when dealing with non-Japanese individuals. To which, I say, count your blessings! At least there’s no corruption!! And anyway, what do you expect? Do you want a special gaijin pass? What makes you so special?
- Documentation Requirements: Foreigners frequently cite the extensive documentation requirements for bureaucratic processes in Japan as burdensome. For instance, the need to provide numerous official documents for simple tasks like opening a bank account can be overwhelming. Not much you can do about that. Just suck it up and bitch about it with other gaijin later 😉
- Inconsistent Information: Foreigners and Japanese nationals often encounter inconsistent or conflicting information from different government offices or officials, leading to confusion and uncertainty about the correct procedures to follow. Yes, this does happen. You’ll fill out a form, only to be told that it’s not actually the correct form, but then the new form you fill out will also not be correct, and so on. Just breathe! Inhale, exhale. Inhale, exhale 🙂
- Limited English Resources: Foreigners may struggle with the lack of English-language resources and information available for navigating Japanese bureaucracy, making it challenging to understand requirements and procedures. Yes, this is true. But again, it’s Japan, not the UK or the US or any other English-speaking country. We have to be grateful that there any translations at all.
- Difficulty in Resolving Issues: Some foreigners express frustration with the difficulty of resolving issues or disputes with Japanese bureaucratic entities, citing a lack of transparency and accountability in the process. Yes, this is probably the hardest one to deal with. As mentioned earlier, since bureaucracies in Japan work as a chain, it’s uncommon to cut links in the chain and go straight to the top. In other words, it’s not a “can-do” culture. My advice here is pick your battles wisely. Most of the time, my attitude is to just submit and obey, unless it’s a real matter of injustice.