How to Conduct a Culturally Correct Business Meeting
In business, communication is essential. While business takes place all over the world, communication norms can vary. Different modes and norms of communication can make business meetings more difficult. It is important to be sensitive to the participants of the meeting who do not belong to the same culture or society that you do. Being sensitive to other cultures and societies will gain you admiration and trust, and it will lead to fewer miscommunications and lost business.
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Research the background of meeting attendees, if possible. If you have a better understanding of where your meeting participants are coming from, you will be able to plan a meeting that allows for more effective communication. For example, in China, business cards are held in both hands and then carefully scrutinized. It helps to have the business card printed in English and Chinese, and to give the business card with the Chinese side facing up. In Mexico, interrupting and raising one's voice at a business meeting is considered the norm. It shows that a person is interested and engaged in the meeting.
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Set expectations of the meeting in advance. The goals of the meeting must be made clear well in advance. In addition, each meeting participant must know what role he or she will play in the meeting. When everyone knows why they are meeting and what is expected of each participant, there will be less chance of miscommunications.
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Put participants at ease before starting the meeting. In some cultures, business meetings are focused and to the point. In other cultures, however, getting down to business is less of a priority. Devote a portion of time to introductions and ice breakers. This will allow all the participants to relax. Once everyone feels more relaxed and familiar with each other, begin the meeting.
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Clarify words and phrases as needed. Sometimes, different words, symbols and phrases mean different things to different people. To avoid misunderstandings and conflicts, build a consensus for definitions before the meeting begins. On occasion, stop to ask if everyone understands, and stress that it is encouraged to ask questions if something is unclear.
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Summarize the meeting at its close. Ensure that all the participants understood what you were trying to communicate by providing a short summary at the end of the meeting of what took place. When leaving a business meeting, none of the participants should say that they did not understand what happened, or wonder what the point of the meeting was. A short summary will emphasize the points you wanted to make and ensure that everyone knows what is going on.
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