会議する

The Japanese verb 会議する (kaigi suru) is a compound verb formed by the noun 会議 (kaigi), meaning 'meeting' or 'conference', and the irregular verb する (suru), meaning 'to do'. Together, they function as a formal way to describe the act of holding, conducting, or participating in a meeting. Unlike the more casual 話し合う (hanashiau - to talk with each other) or 相談する (soudan suru - to consult), kaigi suru carries a distinct weight of formality and professional structure. It is the standard term used in corporate, academic, and governmental environments to indicate that a group of people is gathering to discuss specific agenda items, make decisions, or deliberate on important matters.

Etymological Breakdown

The first kanji, 会 (kai), signifies a meeting, an association, or a gathering of people. Historically, it depicts a lid over a container, symbolizing things coming together. The second kanji, 議 (gi), refers to deliberation, discussion, or a proposal. It combines the radical for 'speech' (言) with the character for 'righteousness' or 'justice' (義), implying a formal discussion aimed at reaching a correct or agreed-upon conclusion. Therefore, kaigi suru is literally 'to perform the act of righteous gathering for speech'.

In a Japanese business context, the act of kaigi suru is often the culmination of a process known as 根回し (nemawashi). Nemawashi is the informal process of quietly laying the foundation for some proposed change or project, by talking to the people involved and gathering support before the official meeting occurs. When Japanese professionals say they are going to kaigi suru, it often implies a formal ratification of ideas that have already been discussed individually. This reflects the Japanese cultural emphasis on 和 (wa) or harmony, ensuring that the official meeting does not become a place of open conflict or unexpected disagreement.

Furthermore, kaigi suru is not limited to the boardroom. It can be used for school committee meetings, local community associations, or even international summits (though 'kaidan suru' is often preferred for high-level diplomatic talks). The scale of the meeting can range from a three-person team sync to a hundred-person departmental assembly. The key characteristic is the presence of an objective and a structured environment. If you are just grabbing coffee with a colleague to chat about life, you would never use kaigi suru; that would be o-shaberi suru (to chat) or simply hanasu (to talk).

Register and Nuance

This verb sits firmly in the 'Teineigo' (polite) or 'Sonkeigo/Kenjougo' (honorific/humble) spheres depending on how it is conjugated. In its dictionary form, it is neutral-formal. In a workplace, you will almost always hear it as 会議します (kaigi shimasu) or 会議を行っております (kaigi o okonatte orimasu). Using it signals that the discussion is serious and results-oriented.

Using 会議する (kaigi suru) correctly requires an understanding of Japanese particle markers and the specific contexts of professional communication. The most common structure involves identifying who you are meeting with and what the topic is. The particle と (to) is used to indicate the person or group you are conferring with, while について (ni tsuite) or the particle を (o) marks the subject of the meeting. Interestingly, while kaigi is a noun, when it is used as a verb in the form kaigi suru, it often takes the topic as a direct object or a prepositional phrase.

Common Grammatical Patterns

1. [Person/Group] と 会議する (To meet with...)
2. [Topic] について 会議する (To meet about...)
3. [Place] で 会議する (To meet at/in...)
4. [Time] から/まで 会議する (To meet from/until...)

When you want to describe the duration or the intensity of a meeting, adverbs like shikkari (thoroughly) or nagaku (long) are used. For example, shikkari kaigi suru suggests a deep, productive deliberation. Conversely, if you are emphasizing the frequency, you might say mainichi kaigi suru (to meet every day). In Japanese corporate culture, the length of meetings is often a point of discussion, so you might hear kaigi suru jikan ga nagasugiru (the time spent meeting is too long).

One must also consider the aspect of the verb. 会議している (kaigi shite iru) indicates that the meeting is currently in progress. If you call someone and their colleague says, "Ima, kaigi shite imasu," it means they are currently in the meeting room and cannot take the call. 会議し終わる (kaigi shi-owaru) means to finish meeting. 会議し続ける (kaigi shi-tsuzukeru) means to continue meeting, often used when a discussion is dragging on longer than expected.

Politeness and Honorifics

When talking about a superior (like a CEO) holding a meeting, you might use the honorific 会議なさる (kaigi nasaru). If you are speaking humbly about your own team's meeting to a client, you might say 会議いたしております (kaigi itashite orimasu). Understanding these levels is crucial for B1 learners aiming for professional competency.

In written reports, kaigi suru is often replaced by more formal equivalents like 協議する (kyougi suru - to deliberate) or 検討する (kentou suru - to consider/examine). However, in emails and verbal communication between colleagues, kaigi suru remains the workhorse verb for any scheduled discussion. It implies that the participants are sitting down (physically or virtually) with a shared goal.

The word 会議する (kaigi suru) is ubiquitous in the Japanese professional landscape. If you work in a Japanese office, you will hear it within the first hour of your day. It is the default term for any structured gathering. You'll hear it in the morning assembly (chourei), in elevator conversations between colleagues, and in formal announcements over the PA system or via Slack/Teams notifications. It is a foundational word for the 'Salaryman' or 'Office Lady' (OL) vocabulary.

The Corporate Ecosystem

In a typical Japanese firm, 'kaigi suru' is an all-day event for managers. You might hear: "Kyou wa ichinichijuu kaigi shite iru node, renraku ga tore-masen" (I'm meeting all day today, so I can't be reached). This highlights the culture of consensus-building where many people must 'kaigi suru' before a single decision is made. You'll also see it on digital calendars and meeting room booking systems as 'Kaigi-chu' (Meeting in progress).

Beyond the office, kaigi suru is frequently heard in news broadcasts. When the Diet (Japan's parliament) meets, the announcers describe the committees as kaigi shite iru. When international leaders gather for the G7 or G20, the media will report that they are kaigi shite iru to solve global issues. In these high-stakes contexts, the word emphasizes the official and legal nature of the discussions. It suggests that the talk is not just 'hot air' but is part of a formal process with recorded minutes (gijiroku).

You will also encounter this word in fictional media, such as business-themed anime (like 'Aggretsuko' or 'Shirobako') and TV dramas (like 'Hanzawa Naoki'). In these shows, kaigi suru scenes are often the most tense, featuring dramatic reveals or intense negotiations. The word serves as a trigger for a change in atmosphere from casual office banter to serious, high-stakes professional conflict. Even in 'slice of life' anime, a student council will frequently kaigi suru to plan a school festival, demonstrating the word's versatility across different age groups and social structures.

Modern Variations

With the rise of remote work, you will now hear リモートで会議する (rimooto de kaigi suru) or オンラインで会議する (onrain de kaigi suru). The verb remains the same, but the 'place' (de) shifts from a physical meeting room to a digital platform. Despite the change in medium, the expectation of formality and structure remains tied to the verb kaigi suru.

While 会議する (kaigi suru) seems straightforward, English speakers often stumble due to the specific social boundaries the word implies. One of the most common errors is using kaigi suru for informal discussions. If you ask a friend, "Ashita kaigi shinai?" (Shall we have a meeting tomorrow?) to discuss where to go for dinner, it sounds incredibly stiff and bizarre—almost as if you're treating your friendship like a corporate merger. In such cases, you should use 相談する (soudan suru) or 話す (hanasu).

Mistake 1: Confusing Register

Using 'kaigi suru' for casual hangouts.
Incorrect: 友達と遊びについて会議した。 (Met with friends about playing.)
Correct: 友達と遊びについて話し合った。 (Talked with friends about playing.)

Another frequent mistake is the confusion between kaigi suru and 打ち合わせする (uchiawase suru). While both involve meeting, uchiawase is specifically for 'briefing', 'arrangement', or 'preliminary coordination'. If you are just syncing up on details before a big event, uchiawase suru is more natural. Kaigi suru implies a more formal setting where decisions are finalized or broad strategies are debated. Using kaigi suru for a 5-minute quick check-in makes the task sound much more daunting than it is.

Grammatically, learners sometimes struggle with the particle に (ni). They might say "Kaigi ni suru," thinking they are saying "to go to a meeting." However, ni suru means "to decide on [something]." So, "Kaigi ni suru" would mean "I'll decide on a meeting (as my choice)," which is rarely what is intended. To say "attend a meeting," you must use 会議に出る (kaigi ni deru) or 会議に参加する (kaigi ni sanka suru). Kaigi suru is the action of the meeting happening, not the act of entering the room.

Mistake 2: Particle Confusion

Confusing 'kaigi suru' (to meet) with 'kaigi ni deru' (to attend).
Incorrect: 私は10時に会議します。 (Meaning: I will attend at 10.)
Correct: 私は10時の会議に出ます。 (I will attend the 10 o'clock meeting.)
Note: While '10-ji ni kaigi shimasu' is technically okay if you are the one running it, 'ni deru' is safer for participants.

Lastly, be careful with the duration. In English, we say "I have a meeting." In Japanese, if you say kaigi ga arimasu, it means a meeting exists/is scheduled. If you say kaigi shimasu, it is the active verb. Don't mix the two by saying things like "Kaigi o arimasu" (grammatically impossible). Stick to kaigi suru when focusing on the activity of deliberation.

Japanese is rich with synonyms for 'meeting' and 'discussing', each with a specific flavor of formality, scale, and purpose. Understanding the alternatives to 会議する (kaigi suru) will elevate your Japanese from functional to nuanced. The main competitors are uchiawase, kyougi, soudan, and kaidan. Each serves a distinct role in the ecosystem of Japanese social and professional interaction.

打ち合わせする (Uchiawase suru)

This is the most common alternative in business. It refers to a preliminary meeting or a coordination session. While kaigi suru is where big decisions are made, uchiawase suru is where the work gets sorted out. It's less formal and often shorter. Think of it as 'syncing up'.

協議する (Kyougi suru) is even more formal than kaigi suru. It translates to 'deliberate' or 'consult' and is used in legal, political, or high-level negotiation contexts. It implies a serious attempt to reach an agreement between parties with potentially differing interests. You'll see this in newspaper headlines about trade deals or labor disputes. 検討する (Kentou suru), meanwhile, means 'to examine' or 'to consider'. While not always a 'meeting' verb, it is what people say they will do during or after they kaigi suru.

Comparison Table

Word	Scale	Nuance
会議する	Medium-Large	Formal, Decision-making
打ち合わせ	Small-Medium	Practical, Coordination
協議する	Official	Legal/Political Deliberation
相談する	Personal/Small	Seeking advice/opinion

会談する (Kaidan suru) is reserved for 'talks' between high-ranking officials, such as heads of state or CEOs of global corporations. It sounds very grand. If you use kaidan suru for a meeting with your local bank manager, it would sound like you're roleplaying a world leader. Finally, 話し合う (Hanashiau) is the most versatile and 'human' term. It simply means 'to talk with each other'. It focuses on the communication itself rather than the structure of the meeting. It is used for both resolving a fight with a partner and discussing a project with a teammate.