HOW TO MASTER THE ART OF THE ART OF COMMUNICATING ACROSS CULTURES

Intercultural communication in professional settings refers to exchanging information and ideas between individuals from different cultural backgrounds within a work environment. It is crucial in fostering understanding, collaboration, and effective decision-making among diverse teams. Intercultural communication enhances productivity, innovation, and global business success by bridging cultural gaps.

Understanding Culture

Intercultural communication skills are crucial in multinational companies, as understanding cultural dimensions like individualism vs collectivism and high vs low power distance helps team members navigate potential misunderstandings and adapt their communication styles. This can lead to better collaboration, increased efficiency, and improved business outcomes. In addition, intercultural communication skills also play a crucial role in customer relations. By understanding diverse customer base’s cultural nuances and preferences, companies can effectively tailor their communication strategies to engage and connect with their target audience.

Stereotypes and biases in intercultural communication can cause misunderstandings and hinder collaboration, potentially offending those who value indirect communication. This can result in strained relationships and missed business opportunities. Thus, companies must educate employees about cultural norms and encourage open-mindedness to ensure successful intercultural communication. However, even with education and open-mindedness, misunderstandings can still occur. For instance, in a diverse team where individuals from different cultures have varying communication styles, there may be a tendency to overcompensate and avoid any potential offence by being overly indirect in communication. This can lead to confusion inefficiency, and ultimately hinder effective collaboration within the team. To tackle the challenge of cross-cultural communication, team members should actively participate in training and understand each other’s communication preferences. This fosters an environment where open expression of thoughts and concerns promotes a balance between directness and indirectness.

Barriers to Intercultural Communication

Language barriers hinder effective intercultural communication as individuals struggle to understand each other due to differences in language proficiency. To overcome this challenge, team members can use strategies such as using simple and clear language, utilising visual aids or gestures, and employing translation tools or interpreters when necessary. Additionally, promoting language learning and providing language training opportunities within the team can help bridge the gap and enhance communication among team members from different cultural backgrounds. For example, in a multinational company, a group of employees from other countries may have varying levels of English proficiency. Team members can engage in regular language training sessions to ensure effective communication to improve their language skills. They can also use visual aids like charts or diagrams to convey complex ideas and concepts.

Nonverbal communication differences and their implications can also be addressed by providing cultural sensitivity training, which can help team members understand and interpret nonverbal cues from different cultures. Technology like video conferencing or instant messaging can enhance team collaboration by bridging nonverbal communication gaps, preventing misunderstandings and promoting better understanding. However, it is important to note that cultural sensitivity training may not always be effective in addressing nonverbal communication challenges. For instance, specific nonverbal cues may have completely different meanings or associations in some cultures, making it difficult for team members to interpret them even with training accurately. Additionally, relying solely on technology for nonverbal communication can be problematic, as technical issues and limitations can hinder the transmission of facial expressions and body language, leading to potential misunderstandings.

Misinterpretation of gestures, body language, and facial expressions can lead to miscommunication and conflicts within a team. Team members must be aware of these cultural differences and technology limitations to communicate effectively and avoid misunderstandings. For example, during a video conference call with international colleagues, one team member may use a hand gesture considered offensive in their culture. Without seeing this nonverbal cue, the other team members may misinterpret the intention and become offended, leading to tension and conflict. Technical issues during calls can lead to miscommunication and misunderstandings among team members, hindering effective collaboration and decision-making. To maintain a harmonious and productive team environment, team members must be aware of potential challenges and find alternative communication methods to accurately interpret facial expressions and body language cues.

Developing Intercultural Communication Skills

Active listening and empathy in intercultural contexts are crucial for understanding and respecting different cultural norms and values. By actively listening and showing empathy, individuals can bridge the gap between different communication styles and avoid misunderstandings. This can foster a more inclusive and collaborative team environment, promoting effective intercultural communication. While active listening and empathy are essential in intercultural contexts, relying solely on these skills may not be enough to fully understand and interpret nonverbal cues, especially when technical issues hinder communication.

Cultural sensitivity and awareness are also crucial in navigating intercultural communication. Understanding and respecting cultural norms, values, and beliefs can help individuals avoid unintentionally offending or misunderstanding others. Additionally, seeking feedback and clarification from individuals from different cultural backgrounds can provide valuable insights and help bridge any gaps in understanding. However, as this works, initially, they are crucial in bridging the communication gap. Still, they may not always be enough to overcome deeply ingrained cultural biases and prejudices that can lead to misunderstandings. Additionally, even with the best intentions, individuals from different cultures may have different expectations and interpretations of nonverbal cues, making effective communication challenging despite efforts to bridge the gap.

Adaptability and flexibility in communication styles are crucial to overcoming these challenges. It is essential to be open-minded and willing to adjust one’s communication approach to understand better and connect with individuals from different cultures. Additionally, seeking cultural awareness and education can also greatly enhance cross-cultural communication skills, as it allows for a deeper understanding of the values, norms, and customs of others. For example, a multinational corporation wanting to expand its business in Japan may face difficulties due to cultural differences in communication styles. To bridge this gap, the company could hire a language and cultural consultant who can provide training on Japanese business etiquette, communication norms, and cultural values. This would enable the employees to adapt their communication styles when interacting with Japanese clients or colleagues, ultimately fostering better cross-cultural understanding and collaboration.

Overcoming Cultural Misunderstandings

Cultural intelligence and humility can help bridge communication gaps and create a more inclusive work environment by recognising biases and assumptions. However, these skills may not necessarily lead to smoother intercultural interactions, as communication gaps still exist even with increased awareness. Addressing structural and systemic issues is also necessary for fostering a more inclusive and collaborative work environment. To sum up, cultural intelligence and humility are not enough to bridge communication gaps, as structural and systemic barriers must be addressed. Organisations should implement diversity and inclusion training programs, establish inclusive policies and practices, and promote equal opportunities for career advancement. Moreover, open dialogue and active listening can help identify and address unconscious biases or discriminatory practices within the organisation. These steps allow organisations to create a more equitable and inclusive workplace for all employees.

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Written by Eric Muhia, an International Studies and Diplomacy Graduate Student and Young Diplomat

06 October 2023, Kenya

Category: Cultural Intelligence

Reference: EM061023CI

“Somos una empresa de desarrollo de capacidades que conecta valores, culturas, organizaciones, individuos y sociedades en todo el mundo”

THE VALUE OF CULTURAL COMMUNICATION IN PUBLIC SPEAKING

INTERCULTURAL COMMUNICATION

Public speaking is serious business for politicians.

Where did it go wrong for President Macron and former immigration minister Peter Dutton?

The Advertiser stated in September 2015, while attending the Pacific Island Forum hosted by Papua New Guinea, “Noting that a meeting to discuss refugee resettlement was running a little late.” Mr Dutton joked that it was on “Cape York time,” to which Prime Minister Abbott responded, “We had a little of that up in Port Moresby.” A media blunder.

In May 2018, French President Emmanuel Macron called Australian Prime Minister Malcolm Turnbull’s wife “delicious.” Unfortunately, the two leaders’ conversation was lost in translation. Delicieux can also mean delightful in French. It’s worth noting that the Australian and French media outlets addressed this media blunder in very different ways. According to France 24, “Australia’s prime minister said on Thursday that his wife was ‘flattered and charmed’ to be described as ‘delicious’ by President Emmanuel Macron, a compliment that has sparked lighthearted speculation during the French leader’s first official visit.” The full-page cover of the Sydney-based Daily Telegraph featured Macron’s head superimposed with the French-inspired lothario comic ‘Pepe le Pew.’ The two opposing views on the French president resulting from one speech gaffe are intriguing.

Speaking to the media, at events, and in other capacities is part of the job of a CEO, minister, or governor. Leaders in government or business receive intensive training to represent their organisations, specialising in different types of communication and interacting with the media. Delivering key messages, anticipating questions, crisis management, learning to be in control, body language, video production, answering questions diplomatically, and avoiding common pitfalls such as journalist tricks and hard-hitting questions are all part of training. It only takes one lousy interview to ruin your reputation. Did the leaders’ reputations suffer as a result of their mistakes? No, they all reacted quickly, thanks to their media training. Perhaps some etiquette awareness training would have prevented the headlines. Did Macron’s team conduct cultural research on Australian culture and check for translational issues?

Could the former Australian ministers have used cultural awareness as a guide and remembered Ronald Reagan’s fate with a microphone in the 1980 election debate? Yes, the answer is unequivocal.

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References: 

https://www.france24.com/en/20180503-australia-first-lady-lucy-turnbull-flattered-macron-delicious-faux-pas   

https://www.adelaidenow.com.au/business/breaking-news/dutton-faux-pas-offends-islanders/news-story/12ed0f87b7c45dcebeb92e671551048d

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Writer by Elizabeth Soos, specialist in Etiquette

31 August 2022, Australia

Category: Cultural Intelligence 

Reference: ES310822CI    

“Somos una empresa de desarrollo de capacidades que conecta valores, culturas, organizaciones, individuos y sociedades en todo el mundo”

LATINO COMMUNITIES ARE PROTAGONISTS OF THE HISTORY OF PEOPLES

The countries that make up the vast Spanish-speaking continent contribute uniquely through a mosaic of identities in their shared history, values ​​and customs. Argentina is one of those open-door countries with a dynamic, inclusive engine for those who have chosen to inhabit it.

Let us bear in mind that immigration is not synonymous with a phenomenon rooted in a historical past but rather a current dynamic process typical of an open-door society that understands it as a fundamental engine for its development and of a multipolar world in which we live people are looking for better opportunities.

General Deheza, an active, agro-industrialized city with strong ingrained values, is the geographical space of the interior of Argentina that can give examples of what is expressed in this article.

It is a city founded in 1893, initially called Colonia La Agrícola, inhabited by a handful of Creoles and natives willing to see it grow according to the possibilities of the time. Appointed as a municipality on January 21, 1929, it knew how to take its first steps with a renewed air, thanks to the European immigration that the Second World War imposed on them, forcing them to give up their lands and, in some cases, never return.

Today, converted into a city in total growth, with the experience to the surface and the years that guarantee it as a pioneer in agro-industrial activities, it can express that currently in its local soil. In addition, different Spanish-speaking communities have joined jointly and with a strong bond of brotherhood, which, together with their native Dehezinos and European immigrants, make up a thriving town in total development.

Peru, Chile, Brazil, Bolivia, Mexico, Paraguay, Colombia, the Dominican Republic and Uruguay are direct participants in each achievement obtained at a social level in our small dehezine homeland.

Union makes strength, embodied every February of each year in the staging of our Provincial Festival of the Collectivities. This festive space allows the inhabitants of Dehez to express gratitude to each Latino immigrant for their valuable cultural and generational contribution.

We must maintain that firm conviction of reaching out to our Latino brothers who are perhaps going through a delicate moment or are just looking for a new horizon for their personal growth.

Today we are participants in a cultural change that involves us all, which also requires communities to be encouraged to renew themselves. That is, knowing that they are also protagonists of our time, as they have been throughout history. It is a beautiful challenge to continue travelling together on the path of encounter in diversity, stimulating dialogue and sowing the seed of harmony to achieve the union of all as brothers.

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Writer by Gustavo Rafael Caballero, Journalist, Broadcaster, and Specialist in Ceremonial and Protocol.

05 Julio 2022, Argentina 

Category: Cultural Intelligence 

Reference: GC05072022CI  

“Somos una empresa de desarrollo de capacidades que conecta valores, culturas, organizaciones, individuos y sociedades en todo el mundo”

GIFT GIVING AND DOING BUSINESS IN CHINA

DOING BUSINESS IN CHINA I

DOING BUSINESS IN CHINA II

GIFTS

Giving gifts is part of ancient Chinese culture; offering them is a sign of courtesy and good manners, although this custom was only in the private sphere. In the government sphere, gifts are illegal to avoid possible bribes, and there is some circumstantial flexibility in the business and political spheres.

Although this consideration of bribery is no longer widespread, it is possible for someone to refuse a gift (even out of habit, as will be explained later) or to be unwelcome. Some people or groups will not change or adapt to certain changes.

A banquet is the most acceptable if you want to make a gift. An excellent way to give away is an invitation to eat; Generally, this invitation is a form of welcoming. If we are invited to a meal, we must reciprocate our hosts by inviting them to a similar one. This way of reciprocating is a way of following Chinese protocol and being polite in responding to their attention.

Otherwise, we must bear in mind that Western-type gifts are highly appreciated, and more so those that have to do with some traditional or typical gift from the country of origin; that is to say, the best accepted to give to a company are the crafts of our country and the books that speak of the customs, history or geography of the same; (or the region or area from which we come). Additionally, it requires a clear message regarding the type and company we represent. Nothing to give doubts. If in addition to making the gift, we can explain its meaning, which is much better for them. In this way, they find a more excellent justification for it.

Among the most recommended gifts to make on our visit to China, we can indicate the following:

  • If you live in Europe, Cognac or French brandy, whiskey, or any liquor typical of the country;
  • Quality fountain pens or ballpoint pens;
  • Lighters and cigars;
  • Desk accessories, such as calculators or other small electronics for the office;
  • Books of History, Folklore, or Art (better if they refer to our country);
  • Small framed paintings and small sculptures;
  • On certain occasions, a seal could be part of the Chinese hobby;
  • The ginseng is a detail that they appreciate. Above all, if the country of cultivation is our country of origin.

Among the gifts that are not recommended, we can mention:

  • Nothing to do with coins or cash;
  • Cheese is not usually in their diet and, therefore, not a treat they appreciate. It is not a food that they like very much;
  • Wine is also not a very appropriate gift for reasons similar to the previous one;
  • Giving them a basket of fruit means poverty. Even if you have a good friendship, fruit is not a good gift;
  • Just as 4 is a number related to death, the number 40 should not be referred to, and therefore, nothing related to these numbers should be given away;
  • Do not give anything in green (a green shirt, a green hat, etc.). Any clothing that is green means to them that someone in the family has committed adultery;
  • It is discouraged to give watches if the recipient is older. It is a hint that he has little time left to live. The word “clock” implies death, burial, or funeral;
  • Other gifts associated with death or funeral themes are straw sandals and handkerchiefs;
  • Scissors, knives, paper knives, and any other cutting object could insinuate the cutting of relationships or friendships;

There are significant differences between negotiating with private companies or doing it with official organizations and entities. The first ones are much more receptive to changes and adapt better to novelty. In both cases, if we are going to give away, we must do it with enough discretion. The Chinese usually reject the gift at first and can reject it up to three times, but if you insist (because they do it out of courtesy, not to seem eager to receive something), they will end up accepting. Once they accept our gift, they will visibly show their gratitude. In return, it is easy for them to want to reciprocate with another gift. If they do, also out of courtesy, we will have to do a “ritual” similar to the one they do; reject it at first, and accept it after a second or third offer.

We also have to differentiate institutional gifts from individual gifts. Suppose the gift is institutional, from company to company. In that case, it is likely that, for the Chinese, there should be something for everyone, and gifts should not be given only to some of the components of the representation. When gifts are given to an entire group, a negotiation team, or a specific delegation, we will not distinguish between them. Everyone should receive the same type of gift.

If we wish to give a gift to a specific person, it should not involve a personal level, and we will do it in private with discretion, taking care not to inconvenience the rest of the staff. A single general gift for the entire representation must be given in the presence of all. The best thing would be to give it personally at the company’s facilities; the highest-ranking boss or executive; to the highest-level representative of the delegation or leader of the negotiating group with whom we have contact since they have a fairly rigid hierarchical scheme and it would be incorrect to give it to a person of lower status. It is shown to everyone, even if it is only given to the representative or spokesperson. On the other hand, it is better to ensure that we bring enough gifts to reciprocate surprise attention for our visit.

Likewise, if we need to improve the relationship with a delegation, it is allowed to give a small gift to each one, in the order in which they were presented to us. Remember that China’s precedence is very important and deserves much attention.

Gifts are given with both hands and received in the same way, as a ritual that represents an “offering.”

Although it is a custom in the West, photographs of the gifts should not be taken, not even as a souvenir. No photos are taken of the facilities (at least without asking permission). If a gift is given at a general level for the entire representation or company and you want to immortalize the moment, we can do it if the hosts grant permission.

Another recommendation, perhaps the most important, is never to give a gift of great value because it would embarrass the recipient. It always has to be of a moderate value. The reason? There is an order of reciprocity, implying that we force the other party to make the same monetary effort. Usually, an expensive gift will be considered offensive by our eastern counterparts.

Starting by giving away things of value is a significant misstep; Initially, small details are given away. When the negotiations have concluded and a good business relationship has been established, we can think about making some corporate gift of some value.

Another consideration: when going through customs, Chinese officials tend to carefully check all the packages that we try to introduce into the country, especially those that contain food, and they do so with considerable curiosity. If they ask: What is this? or how does this work? We must give as detailed an explanation as possible. They like these explanations.

Small objects almost never cause problems; however, objects of great value could be taken as contraband.

Likewise, wrapping the gift before arriving in China is not recommended, as we will surely have to open it at customs control. We will likely have to unwrap them to display their content. If you have to take the gifts packaged, make it an easy-to-open package. After passing the appropriate inspections, we will do the good packaging at the hotel.

And, in relation to the wrapping, it is as important as the gift. On the one hand, it shows the interest we have placed in it; on the other, the color can give the wrong message. You have to avoid black, white, or blue representing death.

The best color to wrap the gift will be red, which is the favorite and represents luck. Other colors safe from special connotations are pink and gold. If the wrapper is yellow with black letters, it also means something related to funerals and death. However, the colors may have a slightly different meaning depending on our location. With the rest of the colors, you have to be very careful because, in China, most colors have a special meaning.

One of the best options to avoid trouble is to have the gifts wrapped in a store or a hotel unit.

In addition, there are certain superstitions about numbers. A gift with the number eight (eight flowers, eight cups, eight saucers, etc.) symbolizes good luck. For them, the number 6 is the number of concords, which helps solve problems or setbacks and smooth out tense situations. In addition to 4, other prohibited numbers are 73, which means funeral, and 84, which means misfortune, prone to accidents. If you have any doubts about a number, it would be wise to ask to avoid any compromising situation.

As the Japanese (by the way, better not to talk about them, it is not uncommon for them to have a special dislike for them), the Chinese do not open gifts when they are received. Most gifts are not opened in the presence of the giver. They have a habit of opening them in private. However, many business people and executives who know Western customs could open them in our presence as a courtesy.

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Writer by Claudia STOHMANN R. de A. Communicator, speaker, writer, etiquette, and protocol expert. 

16 June 2022, Bolivia 

Category: Business Etiquette 

Reference: CS16062022BE    

“Somos una empresa de desarrollo de capacidades que conecta valores, culturas, organizaciones, individuos y sociedades en todo el mundo”

CULTURAL INTELLIGENCE IN AFRICAN BUSINESS

In my last article, I dwelt on how African businesses must ensure that they prioritize cultural intelligence in all their undertakings in such a manner that all employees understand that the beliefs, values, and communication styles of their global client base are key to maintaining a competitive advantage.

Many years ago, I was a Team Leader in the marketing unit of one of Nigeria’s biggest and most successful international financial institutions. My office was located in the heart of a bustling, oil-rich city, and this meant that our clientele cut across high net worth people and organizations of very distinct and varied nationalities and cultures. My team was a repository of some of the organization’s smartest young people with top-notch training and hands-on experience in sales and marketing. A very hardworking colleague of mine was constantly following up with a customer – an Indian executive, and this entailed regular conversations over the telephone almost on a daily basis.

My colleague was of the Yoruba ethnic stock in Nigeria. If you are conversant with folks from that part of Nigeria, you would have noticed their natural predilection for effusive introductory salutations during conversations. The typical Yoruba conversationalist would naturally spend ample time repeatedly inquiring after the general wellbeing of all your relatives. It is their unique way of expressing love and concern.

None of us knew that, for months, my colleague had persisted in communicating with the Indian manager in this manner to the point of complete exasperation. On the day he finally decided to put a stop to the obvious irritation, the man sternly and curtly blurted out to my colleague over the telephone to spare him the long intro and “tell me business only!”

That was a classical case of cultural intelligence gone so wrong. Cultural Intelligence demands that we recognize that business in today’s world is hinged squarely on a holistic appreciation of cultural differences, beliefs, and attitudes that are very different from our own. To avert the sort of unpleasant scenario that unfolded in my colleague’s dealings with the Indian client, we must conscientiously get better at understanding and operating in a wide variety of cultures. A lack of cultural intelligence can lead to the type of gaffe that will cause upset and/or embarrassment, and which could potentially derail a business deal or project. Professionals that possess a high cultural intelligence quotient are more adept and successful at their work and business.

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Written by: Noela UGWU, Image Consultant and a communication expert.

7 November 2021, Nigeria

Category: Cultural Intelligence

Reference: NU171121CI

“Somos una empresa de desarrollo de capacidades que conecta valores, culturas, organizaciones, individuos y sociedades en todo el mundo”

HOW AFRICAN BUSINESSES CAN BENEFIT FROM CULTURAL INTELLIGENCE

For decades now, the term “cultural intelligence” has become a buzz phrase. As the world comes to grips with the glaring consequences of IT and globalization and continues to find better ways of conducting businesses with people of diverse backgrounds, the expression has assumed a life of its own as an essential element of business growth and development. Of all the definitions of Cultural Intelligence I’ve come across, this one from a Harvard Business Review article resonates the most with me: “Cultural Intelligence is an outsider’s seemingly natural ability to interpret someone’s unfamiliar and ambiguous gestures the way that person’s compatriots would”. It goes beyond emotional intelligence.

African businesses are fast realising the huge implications of the global village which the business environment has become. They must, therefore, prioritize ensuring that the beliefs, values, and communication styles of their global target market are inculcated into every staff member in order to gain a much-needed competitive advantage. Cultural intelligence is such an important aspect of business, especially international business. Every business requires a different cultural approach so as to be on solid terms with the customers you have to interact with. This desired relationship cannot be built if African businesses fail to acquire the resources, talent, and knowledge presented by cultural intelligence. African businesses need to make the right investments in the quality of leaders and employees who have deliberately acquired cultural intelligence skills. These are the people that will cascade the culture down the rank and file, and ensure that colleagues adapt quickly to peculiar and changing environments in their daily dealings with other people.

The dynamism of global business will eventually compel African business entities to make their goods and services more adaptable to international clients from diverse cultural backgrounds. More and more African businesses are becoming aware of this reality as one of the most vital ways of enhancing competitiveness.

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Written by: Noela UGWU, Image Consultant and a communication expert. 

28 ST September 2021, Nigeria

Category: Cultural Intelligence 

Reference: NU280921CI

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DOING BUSINESS IN CHINA II

DOING BUSINESS IN CHINA I

CLOTHING

In Chinese culture, the corporate image has Western connotations: Businessmen wear suits in neutral colors such as grey or navy blue and ties in subdued and conservative colors. Such garments are not the rule, their use is not daily in business meetings, but they are mandatory in institutional meetings.

Women usually wear suits or dresses of conservative style and colors; high-necked, long-sleeved blouses; if the woman shows “too much skin,” it can be seen as an offensive attitude. Due to the emphasis on conservative style and modesty in clothing, the shoes have to be flat or with a low heel; the high heel in footwear for women – even more so if you are taller than the hosts – is only acceptable at official receptions offered by a foreign diplomat.

Men should wear a suit and tie at this formal event since the tuxedo or other Western Etiquette wearing is not part of Chinese culture.

It is common for entrepreneurs to wear dark-toned suits and classic models. Bright colors or any other non-traditional details will generally be viewed as inappropriate. As for informal clothing, it should be conservative, without attracting much attention. Jeans are acceptable within the range of casual clothing for both men and women. Shorts are reserved exclusively for exercise, regardless of the prevailing temperature.

GREETINGS AND INTRODUCTIONS

As a general rule within Eastern culture, the Chinese do not give access to physical contact at greeting time. Tapping on the back, touching the arm, kisses, or hugs is not part of good oriental manners. For them, it is not correct to express feelings in public.

Although reverence is no longer the most common of manners in China, there has been a symbiosis between the eastern and western ways in recent decades. Until Covid 19 era, the westernization of the greeting was accepted, admitting the handshake as normal in the business world. However, they perform said greeting when they agree to the handshake, slightly inclining their head. Unlike the Japanese greeting- the Chinese people revere the shoulders to the waist. If we are faced with this greeting, let’s remember this characteristic, and we will make a slight inclination of the body, throwing the shoulders forward. With the handshake, it is recommended to wait for the Chinese hosts to offer their hand first.

At the greeting time, the rule is to address those of older age or rank first, and, if you have a large group in front of you, we will usually notice that they will form a line with the most important or highest ranking at the head. Usually, the one with the highest rank will be the first to enter the room.

Formality governs if introductions are to be made, and formal titles should be used. The order is: last name plus first name, accompanying the job position. If the title or position of the person is not known, it is best to call them “Sir” (Xiānshēng), “Madam” (Tàitài), or Miss (Xiǎojiě); a contact from this region will never be called by name or just by the last name. For example, if we are introduced to Miss Lin Jinhao, we will call her “Miss Lin,” but never directly by her first name.

By tradition, the Chinese will write the last name first, the middle name, and the first. The second name is the one that is often used among family and friends. In certain business and diplomatic circles, the protocol imposes the pronunciation of the title or rank, as, for example, the “President X,” the “The parliamentarian Y,” or the “General Z.” It is part of the general protocol, not to refer to a Chinese businessman just by the surname. The last name must be accompanied by the position or job functions: “Secretary Ma,” “Director Chen.”

When introduced to someone, we might choose a short and easy-to-pronounce name as a particular recommendation. If they do not remember it, it is not uncommon to call us in ways that are easy for them to say or with nicknames that relate to our physical characteristics, such as “short redhead” or “tall skinny,” which probably, we would not like.

There are up to 12 different ways to say “Hello,” but in the business world, the formal and respectful greeting is 您好 (nínhǎo) or 喂. (Wéi). The word “pīnyīn” is the greeting used exclusively to answer the phone. The most used phrase is “Nǐ hǎo ma?” which has a significance similar to “How are you?” to which you must answer Hǎo! Xièxiè! (I am good, thank you!).

There are other casual forms of greeting, many proven Western greetings for informal circumstances, and if more is required, they can be found at this link: https://studycli.org/es/learn-chinese/the-top-12-most-common-ways-to-say-hi-in-chinese/ An un-common use in the western world occurs when a group of people receives us. If we go to a theatre, school, or workplace, and they give us welcoming applause, we should return the attention with the same gesture of a short clap.

If we are subject to present ourselves in public, the greeting and expression should show self-control, modesty, and politeness. In dealing with them, their shyness or introverted attitude could mislead our first impression. It is not rude, much less hostility. On the contrary, for them, it is a show of respect.

The first question to start a conversation is if we have eaten, and even if we have not, you have to say “yes.” 

BUSINESS CARD

As customary, it is suggested that it be presented in two languages: on one side, in our local language (or in English, which is the international language of business) and on the other, in Chinese; better still, in the dialect of the place of our contact. (For this, you can go to the local advisor who provides the necessary information). Our interlocutors will appreciate this elegant show of consideration and courtesy.

Another important consideration when printing our cards will be to take care of their color and ink. Do not use colored ink that could have a special meaning for them. One of the best choices is the golden types: for them, it means good luck, prosperity, and prestige.

For design, it is advisable to use black and white, understanding that, in Chinese culture, color does not mean the same in writing. For example, you should never write in red as it reminds them of the blood and the significant problems of their cultural revolution. As for the characters, it will be better to use the simple characters of the Chinese script and not the classic characters usually used in Taiwan or Hong Kong.

If you visit companies from Taiwan and Hong Kong in addition to the People’s Republic of China, it is better to have two different types of cards for Taiwan and Hong Kong. If we get confused when giving them, it could cause some setback or compromise.

Reporting on the prestige or position that one has acquired a lot of importance at the time of business; since they like to know with whom they speak and to know if we have any decision-making power in making final agreements. It would be better if a manager of an important rank attended an important meeting. In the same way, if the company being represented is one of the largest in the country or one of the oldest, it is recommended to include this information on the business card or indicate it in the presentations, as they are very detailed and valuable for them.

Within the Chinese Etiquette, business cards are exchanged at the beginning of any meeting, and it should be planned to have enough to give one to each person who attends it, considering that -in most cases-Chinese, delegations tend to be numerous.

When they are handed in, they must be given with both hands and with the Chinese design visible (that is, on the face that is written in Chinese or the local dialect), and we must be accepted with both hands at the corners, showing interest in it (that is, we must look closely at what the card shows). With that, they assume that we are showing interest, as a duly courteous attitude, to confirm that we are interested in the detailed information. Crucial care is to never cover the name with our fingers (the name on the card we are being handed), as it is considered an offense (It is attributed to the fact that the name printed on the card is a physical representation of their spirit).

We don’t put the card directly into the purse, wallet, folder, or cardholder without looking, throw it on the table, or worse: put it in our pocket; they will be considered rude acts. Keeping cards below the waistline (jacket pockets, pants, back pocket, etc.) is also assumed to be disrespectful, as is writing on a business card. All of these are attitudes that go beyond the established rules of Etiquette for doing good business in that country.

It is clarified that the ancient Chinese tradition indicated giving and receiving these cards with head’s reverence, but as said, it is no longer common; however, if it is done, it will gain the respect of the contacts.

At the moment of initiating contact, these first steps will help us open the doors in this eastern world. The following publications will provide more information about this culture of demanding behavior.

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Written by: Claudia STOHMANN R. de A. Communicator, speaker, writer, etiquette and protocol expert, and ProtocolToday writer. 

14 September 2021, Bolivia 

Category: Cultural Intelligence

Reference: CS140921CI

ProtocolToday is an expert organization, Founded by professionals with years of experience in Cultural Intelligence and Soft Diplomacy. They offer well-researched training programs to help you prepare for the international presence. Enhance your abilities to dine, converse, and present at an international stage.

Become discreet and make your mark!

DOING BUSINESS IN CHINA I

Under cultural and global intelligence criteria, we start a compendium that involves essential details for contact and business relationships in China, a country of ancient culture and traditions.

It is common knowledge, in many respects, their customs are diametrically opposed to Western customs, and unlike many cultures that are dissipating in modernity, China is a country that has taken root in it, which makes it a wonderful and interesting option to get to know, but at the same time, “a complicated group” to access, if you don’t know them at least in a basic way in terms of their paradigms, environment, traditions and even superstitions.

This is one of the most extensive contents because many topics must be deepened for proper development and correction and thus not make mistakes that can be transcendental so as not to lose the course of a good contact or business relationship.

CALENDAR

Ideally, an invitation to do business in China is required and, inevitably, has to be planned for several months. After reaching an agreement, sending the necessary documentation to start the negotiations is feasible.

To make appointments, it is advisable to go to our country’s embassy or consulate to help us prepare for the negotiation visit and guide us on the main steps to follow. Generally, they are willing to provide useful contacts and a list of addresses to get an interpreter to collaborate with details before, during, and after contacts or meetings, since, being a very special culture, it could be very useful to understand the subtleties of everything that is discussed during the meetings.

It is recommended, practically in an unfailing way, to seek the services of a local consultancy to guide in the steps to follow (China is considered a very bureaucratized country). The consultants admirably streamline the necessary procedures and the many issues that arise to reach a successful conclusion in business in this country. Additionally, they will help to prevent fraud, and, on the other hand, their hiring transmits greater reliability for Chinese interlocutors.

These mediators also facilitate the task of getting a good “guanxi,” whose literal translation is: “establish relationships,”; which has become a concept of great relevance in Chinese business culture since establishing a good “chain of relationships” that helps in the development of good negotiations, understanding that they are very ceremonious. It takes patience and tranquility to advance “step by step” at their own pace. They help make it without as much effort as it would take to do it in an isolated way (not to say it would be practically impossible).

Business hours have changed after the pandemic, and a great effort to return to normal life. In some companies, 2.5 – days weekend has been established. Therefore, it will be necessary to coordinate a meeting or visit with anticipation.

The usual office hours were from 8 in the morning to 5 in the afternoon from Monday to Saturday. However, in the larger cities, the westernization of their customs has resulted in working hours from Monday to Friday.

Usually, about schedules and dates, the best business hours are from the morning until lunchtime, and the best dates to arrange interviews and meetings are from April to June and from September to October.

In general, workers have approximately 2 hours at noon to eat (between 12 pm and 2 pm hours). Under a strict and hermetic system, all commercial services and companies remain closed at this time (Even the most necessary).

Under normal conditions, commercial premises are open from 9 in the morning to 7 at night, but, as with offices, the most commercial capital cities could remain open until ten at night.

Fridays are dedicated to internal political issues in most offices and government agencies, and it is not a good date to set up any meeting with these authorities. It is a time known as “political study,” and office workers are unsuitable for other activities.

When scheduling visits and appointments, the Chinese calendar will have many dates that do not usually coincide with the Western calendar. One of the most important dates, for example, is May 1st, when it is customary for shops and companies to remain closed for a week, and the start date depends on the official announcement by the authorities.

Among the holidays established by law are New Year’s Day (January 1st), with a day of rest; the Spring Festival, New Year of the agricultural or lunar calendar, with three days of vacation; the International Day of the Working Woman (March 8th); Arbor Day (March 12th); International Labor Day (May 1st), China Youth Day (May 4th); International Children’s Day (June 1st); China People’s Liberation Army Foundation Day (August 1st); Teacher’s Day (September 10th) and the National Holiday (October 1st), with three days of suspension of activities.

As for the great traditional festivals in China, the Spring Festival, the Lantern Festival, the Purity and Clarity Festival, the “Duanwu” Festival, and the Mid-Autumn Festival stand out.

Ethnic minorities keep their festivals: The “Throwing Water” festival of the Dai ethnic group, the great Nadam festival of Mongols, the “Torch” festival of Yi, the “Danu” of Yao, the “March Fair” of the Bai ethnic group, the “Geyu” of Zhuang, the “Losar” (Tibetan New Year) and the “Ongkor” (the Harvest Festival) of Tibetan ethnic group, and “Tiaohua” (dance with flowers) of Miao.

Finding exactly these dates to plan a business appointment will prevent us from facing “lost time” or other difficulties to negotiate in good time; even more so if the cancellation of an appointment or lateness is considered an offense for the company and person or persons are waiting. We must be punctual in starting relations in the eastern country to start on the right foot. As always, in these cases, the best way will be to arrive sometime in advance and make a subtle prelude until the indicated time. (For them, it is better to come a little earlier than to be late).

DOING BUSINESS IN CHINA II

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Written by Claudia STOHMANN R. de A. Communicator, speaker, writer, etiquette, and protocol expert.

26 August 2021, Bolivia

Category: Cultural Intelligence 

Reference: CS260821CI

ProtocolToday is an expert organization, Founded by professionals with years of experience in Cultural Intelligence and Soft Diplomacy. They offer well-researched training programs to help you prepare for the international presence. Enhance your abilities to dine, converse, and present at an international stage.

Become discreet and make your mark!

CULTURAL INTELLIGENCE GLOBAL MIND-SET

The world is changing faster than ever before in the past. At the moment we are all posing new challenges than any other generation has faced, with Covid-19 around; it’s imperative we evolve faster and adapt robust ways of working, connecting, and interacting with people not just nationally but internationally.

Hence, it’s important for Entrepreneurs/Executives/Diplomats and everybody else who is willing to create their presence internationally must possess and showcase a growth mindset that is more global. Working with people from different cultures/countries necessitates additional skills. To consummate important business deals, projects that need international funding, government projects, and everything else that is directly or indirectly requires interacting and exchanging ideas with people from diverse cultures that is not from your own; requires extra abilities.

Something that seems appropriate and graceful in one culture could mean the opposite in another culture. For e.g. presenting a Chrysanthemum flower bouquet exhibits loyalty and devoted love in Japan, In America it symbolizes longevity and joy, in Europe, it is associated with death. Therefore, being aware of differences in cultures, learning a few words of the local language or any distinctive characteristics of those countries/cultures will help break barriers; build strong and long-term allies around the world.

While understanding elements of Cultural Intelligence helps build bridges, it’s important to also showcase the best of our manners and etiquette, refined communications skills, follow proper Protocol and appear elegant/ classy to create that first and everlasting impression on others. One must always remember we are not only presenting ourselves but representing our company and country.  Based on which other people will make impressions about us. A positive impression could lead to meaningful associations and can open doors for bigger opportunities.

ProtocolToday is an expert organization, Founded by professionals with years of experience in Cultural Intelligence and Soft Diplomacy. They offer well-researched training programs to help you prepare for the international presence. Enhance your abilities to dine, converse, and present at an international stage.

Become discreet and make your mark!

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Self-reflection written by Kruti SHAH, licensed Global Mindset skills trainer in India for ProtocolToday Academy

01 May 2021, INDIA

Category: Cultural Intelligence 

Reference: KS010521IC

ProtocolToday is an expert organization, Founded by professionals with years of experience in Cultural Intelligence and Soft Diplomacy. They offer well-researched training programs to help you prepare for the international presence. Enhance your abilities to dine, converse, and present at an international stage.

Become discreet and make your mark!