Situation
田中さん (Tanaka-san), a senior staff member, and 山田さん (Yamada-san), a junior staff member, are preparing for a crucial client meeting. Their discussion covers the agenda, a review of necessary materials, and an unexpected change in the client's request. They focus on determining the most professional way to respond.
Dialogue
田中: 山田さん、明日のクライアントとの会議、準備は順調ですか？
Tanaka: Yamada-san, ashita no kuraianto to no kaigi, junbi wa junchou desu ka?
Tanaka: Yamada, are your preparations for tomorrow's client meeting going smoothly?
山田: はい、田中さん。資料はすべて揃え、発表内容も最終確認しました。
Yamada: Hai, Tanaka-san. Shiryou wa subete soroe, happyou naiyou mo saishuu kakunin shimashita.
Yamada: Yes, Tanaka-san. All materials are ready, and I've made the final confirmation of the presentation content.
田中: それはよかったです。何か懸念事項はありますか？
Tanaka: Sore wa yokatta desu. Nanika kenen jikou wa arimasu ka?
Tanaka: That's good. Do you have any concerns?
山田: 実は、先方の要望が少し変更されたようで、その点についてご相談したいのですが。
Yamada: Jitsu wa, senpou no youbou ga sukoshi henkou sareta you de, sono ten ni tsuite go-soudan shitai no desu ga.
Yamada: Actually, it seems the client's request has changed a little, and I'd like to consult you about that point.
田中: なるほど。詳しく聞かせてもらえますか？
Tanaka: Naruhodo. Kuwashiku kikasete moraemasu ka?
Tanaka: I see. Could you tell me more in detail?
山田: はい。先日メールで「デザインの方向性を再考したい」との連絡がありまして。
Yamada: Hai. Senjitsu meeru de "dezain no houkousei o saikou shitai" to no renraku ga arimashite.
Yamada: Yes. The other day, I received an email saying they want to "reconsider the design direction."
田中: デザインの方向性ですか。それは重要な変更になりそうですね。
Tanaka: Dezain no houkousei desu ka. Sore wa juuyou na henkou ni narisou desu ne.
Tanaka: The design direction? That sounds like it could be an important change.
山田: ええ、ですので、明日の会議でどのように対応すべきか、ご意見を伺いたいです。
Yamada: Ee, desu node, ashita no kaigi de dono you ni taiou subeki ka, go-iken o ukagai tai desu.
Yamada: Yes, so I'd like to ask for your opinion on how we should handle it in tomorrow's meeting.
田中: そうですね。まずは先方の真意をしっかり確認し、いくつかの提案を用意しておくべきでしょう。
Tanaka: Sou desu ne. Mazu wa senpou no shin'i o shikkari kakunin shi, ikutsuka no teian o youi shite oku beki deshou.
Tanaka: That's right. First, we should thoroughly confirm the client's true intentions and prepare several proposals.
山田: 承知いたしました。いくつかの代替案も準備しておきます。
Yamada: Shouchi itashimashita. Ikutsuka no daitaiian mo junbi shite okimasu.
Yamada: Understood. I will also prepare some alternative proposals.
田中: それと、会議の冒頭で前回の議事録の確認をして、認識のずれがないか確かめてください。
Tanaka: Sore to, kaigi no boutou de zenkai no gijiroku no kakunin o shite, ninshiki no zure ga nai ka tashikamete kudasai.
Tanaka: Also, at the beginning of the meeting, please confirm the minutes from the previous meeting to ensure there are no misunderstandings.
山田: はい、かしこまりました。スムーズな進行を心がけます。
Yamada: Hai, kashikomarimashita. Sumuuzu na shinkou o kokorogakemasu.
Yamada: Yes, I understand. I will strive for a smooth progression.
田中: よし、頑張りましょう。成功を祈っています。
Tanaka: Yoshi, ganbarimashou. Seikou o inotte imasu.
Tanaka: All right, let's do our best. I'm praying for your success.
山田: ありがとうございます。頑張ります。
Yamada: Arigatou gozaimasu. Ganbarimasu.
Yamada: Thank you. I will do my best.
Key Vocabulary
会議
kaigi
— meeting
準備
junbi
— preparation
順調
junchou
— smoothly, favorably
懸念事項
kenen jikou
— matter of concern
先方
senpou
— the other party, the client
要望
youbou
— request
変更
henkou
— change, alteration
真意
shin'i
— true intention
提案
teian
— proposal, suggestion
用意する
youi suru
— to prepare
承知いたしました
shouchi itashimashita
— I understand (polite)
代替案
daitaiian
— alternative proposal
冒頭
boutou
— beginning, outset
議事録
gijiroku
— meeting minutes
認識のずれ
ninshiki no zure
— misunderstanding, discrepancy in understanding
Grammar Notes
- 「〜ようです」/「〜みたいです」(It seems/looks like): Used to express conjecture or appearance based on what one has seen or heard. In the dialogue, 「変更されたようです」means "it seems to have been changed."
- 「〜について」 (about, concerning): Used to specify the topic of discussion. 「その点についてご相談したい」means "I want to consult about that point."
- 「〜て／で＋もらう」 (to have someone do something for you, humble request): This construction indicates receiving a favor. 「聞かせてもらえますか」is a polite way to say "Could you let me hear (it)?" or "Could you tell me?"
- 「〜べき」 (should, ought to): Expresses a strong recommendation or obligation. 「用意しておくべきでしょう」means "you should prepare (it) beforehand."
- 「〜を心がける」 (to strive for, to aim for): Used to express an intention to make an effort towards something. 「スムーズな進行を心がけます」means "I will strive for a smooth progression."
- 「〜かねる」 (cannot; it is difficult to): Although not explicitly in the dialogue, a common N2 business phrase would be 「〜いたしかねます」 meaning "I am unable to do..." often used politely to refuse a request. For example, 「ご要望にはお応えいたしかねます」 (I am unable to meet your request).
Cultural Notes
In Japanese business culture, client meetings are highly structured and involve a strong emphasis on preparation, politeness, and mutual understanding. It is customary to review meeting minutes from previous sessions to ensure alignment and prevent misunderstandings. Expressing concerns or new requests politely and indirectly, often using humble language (謙譲語 - kenjougo) and respectful language (尊敬語 - sonkeigo), is crucial. For instance, Yamada-san doesn't directly state a problem but rather expresses a desire to "consult" Tanaka-san.
Preparing alternative solutions or proposals (代替案) is a common practice when facing unexpected changes, demonstrating foresight and a proactive approach. The junior staff member, Yamada-san, consistently uses polite forms like 「〜です・ます」 and seeks advice from his senior, Tanaka-san, reflecting the hierarchical nature of Japanese business relationships.
Practice
Suggestions for practicing this conversation:
Role-play suggestions:
Practice both roles, switching between Tanaka (senior, guiding) and Yamada (junior, seeking advice).
Try to incorporate natural pauses and intonation appropriate for a business setting.
Substitution drills:
Replace 「準備は順調ですか？」 with 「進捗はいかがですか？」 (How is the progress?) or 「何か問題点はありますか？」 (Are there any problems?).
Substitute 「変更されたようで」 with 「追加されたとのことで」 (I heard it was added) or 「難しいとのお話があり」 (There was talk that it's difficult).
Change 「提案を用意しておくべきでしょう」 to 「代替案を考えておく必要がありますね」 (We need to think of alternative plans).
A variation scenario to try: Imagine the client's request change is much more drastic, requiring a complete overhaul of the project. How would Tanaka and Yamada discuss the next steps, including potentially having to apologize or renegotiate the timeline?