Effective Multi-Cultural International Business MeetingsOf
many areas in international business where cultural differences manifest is in corporate meeting room. International meetings are an area where differences in cultural values, etiquette, interpretations of professional conduct and corporate rules are at their most visible and challenging to control.
In international business meetings, cultural differences between professionals can and do clash. Although it can not always be avoided, negative effects of cultural differences can be minimised with careful and effective planning, organisation and consideration prior to meetings.
Culture influences what we do, say, think and believe. Culture is different in different countries and contexts. In context of international business it affects how people approach, perceive and contribute towards meetings. A few examples include:
Time
Not all cultures live by clock. Time orientated cultures such as British or Germans will have strict approaches to how meetings run. The start time, finishing time and all different stages in between will be planned carefully. Other cultures will see start time as an approximation, finish time as non-fixed and all different stages in between as flexible.
Hierarchy
The hierarchical nature of a culture can have a massive impact on input given by participants in an international meeting. For those from hierarchical cultures speaking one’s mind, criticising ideas, disagreeing openly, giving feedback and reporting problems in front of boss or manager are all areas they would feel uncomfortable with. To offer a criticism of manager’s idea would be seen as a loss of face for both manager and criticiser.
The Purpose of Meetings
After a few pleasantries in meeting room, common term in West is, ‘let’s get down to business’. Western meetings generally run to a tight schedule with an organised, pre-planned agenda. Meetings are for business. On other hand, different cultures see meeting as arena for building personal relationships and strengthening bonds. Getting down to business comes further down priority list.
When chairing an international business meeting it is always advisable to bear in mind attendees’ cultures and backgrounds. Is it a very varied group or do majority of participants have cultural similarities? Think about their approaches to meetings. How have they acted in meetings before? Can you identify cultural reason why?
Following are some guidelines that may assist you when approaching cultural diversity in your next international business meeting. Meeting Etiquette and Mannerisms
In highly diverse international companies, one can find participants in a meeting from four corners of globe. Each will have their own cultural etiquettes, gestures, mannerisms and ways of expression. Shouting, throwing hands around and even storming out of meetings are all possibilities. In such a company it may be advisable to provide inter-cultural awareness training to staff to minimise misunderstandings. Where differences are not as acute it may be up to you as chair to understand how certain etiquettes, gestures and general meeting room tactics may be perceived and how you can minimise any adverse impact.
Expectations of Meetings
Prior to meeting make it clear what purpose of meeting will be. What is goal of meeting? Why are you asking each attendant? What do expect from them? Contact participants and discuss meeting and what you require of each person. If ready, send them agenda. If it is a brainstorming meeting then maybe ask each participant to bring at least three suggestions with them. If it is a meeting bringing together different areas within a company, let each attendant know what people would like to hear about from them. Once a framework is in place people will know where they fit into picture.
Take a Relaxed Approach to Meetings
Many people find business meetings daunting. This may be a combination of stage fright, sitting in front of boss and feeling inferior to colleagues. This will lead to anxiety, tension, nervousness and general discomfort. Try introducing subtle differences to a meeting to put people at ease. Ice breakers offer a good tension release at beginning of a meeting. Warm ups offer a similar benefit. Try using an alternative setting instead of meeting room. Consider changes in lighting or ambience.
