When conducting business with a foreign country it is imperative to research the cultural norms and etiquette regarding business communication within that given country. When meeting and conducting business with a new contact, there are several factors that should be taken into consideration throughout the entire process. Introductions, respect of differing positions and status, the exchanging of business cards and gifts, where to conduct the meeting, dining practices, how business topics are initiated as well as what topics should be avoided are all factors that should be considered. China is used as an example for the purposes of this article.
In China, introductions and greetings are done very differently than they are in the United States. For example, in the Chinese culture it is common practice to bow when greeting someone. Obviously this is not standard practice for Americans, but combining a bow with a gentle handshake is considered acceptable and demonstrates a respect for each culture’s customs. In addition, within the Chinese culture it is customary to address an individual by their last (family) name in addition to their title or position, for example Mr. Chin or Director Chin. It is considered disrespectful to address someone by their first name unless you have known that person for a long period of time (Chaney & Martin, 2011, pp. 162 & 183).
When clarifying managerial positions and the hierarchy within one’s organization, it is important to remember that the Chinese culture is different in regards to women’s status in society and in the workplace. “Although women will be treated with respect and cordiality, the Chinese will most likely yield to male associates regardless of the actual hierarchy of the western organization – the Chinese supposition being that the male will naturally be the decision-maker,” (World Business Culture, n.d.). In addition, it is important to remember the Chinese will assume the first person entering the room is the person with the most authority (be it male or female). This custom should be observed to avoid any confusion (China Window, n.d.).
In regards to exchanging business cards it is important to always present one’s card with both hands having it positioned so that the recipient can read it. Likewise, always accept someone’s card in return with both hands. It is best to keep business cards simple using quality, white paper with black ink. It is also recommended to include one’s position or title as well as any degrees or certifications on one’s business card due to the fact that these accolades are very significant in the Chinese culture (Chaney & Martin, p. 163). Finally, when conducting business with any foreign organization it is best to include information in English on one side of the card and the native language of one’s contact on the other.
Depending upon the country in question, gift giving can be a sensitive issue. China’s culture has certain rules of etiquette in regards to giving gifts. Gifts are generally not exchanged during a first meeting and the gift is rarely opened in front of the giver. The color white is considered the color of mourning and should be avoided along with any type of bows or other decorations on the gift. In addition, for the Chinese the number four carries a negative connotation therefore sets or combinations of four of any type should be avoided. Finally, wrapping a gift with red wrapping paper is acceptable, but using red ink to address the card is not, (Chaney & Martin, 2011, pp. 169-173).
When inviting a Chinese colleague to lunch, one has to consider what time of day would be most appropriate as well as the location. The best rule of thumb is to offer one’s visitor a choice of whether or not they wish to enjoy their main meal at noon (lunch) or dinner time. It would also be polite to ask which type of food one’s guest prefers. Most people like to enjoy the local foods and cultures of the places they visit, but the choice should ultimately rest with one’s guest. Another factor to take into consideration is seating arrangements as this is an important issue to the Chinese culture. Finally, when finishing a meal it is customary to leave a small amount on one’s plate. If not, this can be interpreted as a sign of wanting more to eat, (Chaney & Martin, 2011, pp. 166-167).
Developing a personal relationship in one’s business relations is very important in the Chinese culture. Conducting business over a meal is a common practice and assists in establishing a rapport. Generally business is not discussed until the meal has concluded. It’s also customary for the Chinese to engage in small talk during initial meetings and at the beginning of meals to gain familiarity and fellowship. This is an important part of the bonding process, so one must be careful not to engage in certain practices or discuss subjects that are considered to be taboo. Examples of these practices can include hand gestures, talking too loudly, and physical contact. One should also avoid using humor and discussing subjects such as sex, religion and minorities (Chaney & Martin, 2011, p. 187).
References:
Chaney, L. & Martin, J. (2011). Intercultural Business Communication: Fifth Edition. Upper
Saddle River, NJ: Prentice Hall.
China Window. (n.d.). Business Etiquette in China. Retrieved from http://www.china-
window.com/china_business/china_business_tips/business-etiquette-in-chi.shtml
World Business Culture. (n.d.). Women in Business in Culture. Retrieved from
http://www.worldbusinessculture.com/Women-in-Business-in-China.html