Group Sizes in Meetings

In short, small groups will work more effectively in meetings. Smaller groups offer increased security and allow for greater participation. In international business meetings, using smaller groups can be used in two ways.

First, prior to a large international business meeting identify who will be coming and what they can contribute. Will meeting cover different topics? Will it require input from different business areas? If you are organised enough you can initiate some smaller meetings where you group participants who are comfortable with one another or who share expertise in same area. Ask groups to take their conclusions to next, larger, meeting. Participants there will now feel comfortable with their contributions and ideas.

Second, if company culture allows, break your meeting up into smaller groups where feedback and open discussion may flow more easily. Then ask a delegated head of each group to summarise their findings. This may allow those who would not normally speak out in front of larger groups to get their views across.

Multi-Cultural Meetings

A major mistake made when dealing with diverse cultures in one meeting room is to suggest that those of similar backgrounds work, group or be seated together. Rather than allow for greater fluency in meeting this will have opposite affect. Once cosy in their cultural groups, participants will slip into their cultural patterns. It is vital you mix up your meeting. The additional benefit to this approach is that it allows for cross cultural interpersonal relationships to develop, strengthening staff bonds.

Alternative Communication Methods in Meetings

Most international meetings take on a basic format and structure whereby an agenda is set and attendants contribute to topic of discussion orally. If you have participants who potentially will be very quiet and non-participatory then consider some alternative methods of communication.

For example, prior to meeting, e-mail members of staff some questions regarding forthcoming topics. Give them open-ended questions as to their opinions. Ask them to e-mail back their replies which can then be used to instigate their contribution in meeting.

If you know some participants are uncomfortable speaking, then why not let them write? Either use a white board or offer to take suggestions and opinions on paper?

Always Confirm Meanings in Meetings

Different cultural assumptions as to meaning of a word, phrase, symbol, picture or agreement can cause confusion before and after a meeting. When approaching a topic or after consensus has been agreed upon a subject always confirm that general meaning has been agreed upon and understood. Where potential problems may exist as to interpretation always simplify meanings. If meeting will deal with complex language or concepts consider forming a consensus on meaning all participants will be comfortable with, then circulating them in advance of meeting for review.

At end of a meeting, summarise and capture main agreements and disagreements. Ensure everyone is happy with them.

International business meetings require great planning, organisation and consideration if they are to succeed in offering effective outcomes. Always consider cultural variants you will be dealing with and think of ways to overcome potential problems. The above mentioned tips are merely basic pointers that will hopefully help you start to think about how culture impacts international meetings.

6. Room Setup. Be sure to check out room where you will present your speech in advance. The worst thing that can happen to you is when they put bright lights in your eyes and blackout audience. If you go early to do your room check, you can tell them that you can’t give a speech with audience in darkness. As a speaker, it is important that you see faces in your audience.

7. Is there a technique? Try to be as natural as possible just speak conversationally. Talk to your smaller audiences as if you were in their living room. Don’t look over their heads or beyond them. Speak directly to them. If you are addressing a crowd of several hundred or more people, look at one person, than another, than a third. But really look at them.

8. "Ums" and "Ahs." "Ums" and "ahs" come from uncertainty. The key is to know your subject and what you want to say. And than practice, practice, practice. Use your mirror or give your speech to your friends and family. And above all, don’t try to remember exactly same words.

9. Personal Stories Be sure to share your personal stories with audience. People will learn from your vulnerability and your mishaps and will be only a step away from their own story. We delineate our thoughts visually and so your audience needs to see what they hear. You don’t have to be clever, just share your life with your audience. Remember you are looking for their trust and trying to help them. So just consider them to be your friends and inject humor wherever possible.

10. Closing your speech Develop an action plan. What do you want your audience to do now that they’ve heard your speech? Go around room, and ask them to share one nugget they got. Ask them for one idea that they can use NOW. In two weeks. In one month. Be sure to summarize your speech and than give them a call to action.

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