HOSTING VISITORS FROM ABROAD?
Here are the top ten culture tips everyone in business — or friendship — should know.
Business today, regardless of your location in the US, can be instantly global. Every day we are crossing cultures; on the phone, in emails, and in person. And often, the “in person” part means you will receive people from other cultures who have traveled in for a meeting, conference or reception in your hometown. Depending on their culture, you may need to do things a little differently in order for that meeting, conference or reception to be the success you want it to be. And no matter the reason for the visit, you’ll want to show your guests understanding and sensitivity to differences, right?
Tip #10: Make sure the hotel your Chinese guests are staying at does not book them in a room on the fourth floor. In China, most hotels do not have a fourth floor, as the #4 is very unlucky (similar to #13 in the west). Better yet, make sure there is no #4 in their room number at all. Don’t schedule meetings for 4pm, or on the 4th day of the month. Alternately, #8 is VERY lucky, so ask the hotel to put your guests on the 8th floor, in the 8th room, and schedule your meeting for 8am on the 8th day of the month.
Tip #9: Your Saudi colleagues will definitely NOT appreciate that delicious pulled pork barbecue, or bacon and eggs breakfast (make sure no pork is served at any meal, even if it is in a buffet), nor will they be comfortable with wine or alcohol at the cocktail reception (some Muslim cultures are more flexible with these rules, but Saudis typically are not). Never serve or pass food (or pass important documents) with your left hand to any Muslim, as the left hand is considered unclean (the left hand was traditionally used for personal hygiene). It is important that wait staff in the hotels know this! Do not schedule important meetings for Friday, as Friday is the Muslim Sabbath, and do not schedule visits during the holy month of Ramadan, when most observant Muslims fast from sunrise to sunset (a challenge to getting any serious work done during the day).
Be humble. Differences abound, and they are neither wrong or right, just different. Be a good host, and do things according to what makes your guests comfortable. You will earn their respect, and perhaps even their business!
Tip #8: Make sure that when your Japanese (or Thai, Malay or Filippino) guests are entering the car or taxi that they do so according to the following rigid hierarchy: the senior person enters first and sits in the back seat behind the front passenger seat; the #2 person sits in the back seat behind the driver; the #3 person (least important person) sits in the front passenger seat.
Tip #7: At the meeting with your Japanese, Korean or Chinese guests, make sure the seating is planned as follows: the leader of the meeting sits in the middle on their side of the table, flanked in descending order, with #2 person on their right, #3 person on their left, #4 person to the right of #2, etc., with the least important person at the very end of their side of the table, closest to the door. Your team should mirror this on their side of the table, so that peers can easily speak with peers directly across from them.
Tip #6: With your East Asian (Chinese, Korean, Japanese) colleagues, always exchange gifts, business cards, money, credit cards, etc with TWO hands. And you MUST exchange business cards immediately the first time you meet. Hold the card with two hands, in the upper right and left-hand corners. Gifts to Asian colleagues must ALWAYS be wrapped (red paper, for health, or gold paper, for wealth, are the best colors), and be prepared to give your gift (and receive theirs to you) at the beginning of the first meeting of the visit. When receiving a gift, always take it with two hands, and do NOT unwrap it in front of the giver, unless they indicate to do so; simply put it aside to be unwrapped after they leave. (This avoids any sign of disappointment in front of the giver).
Tip #5: At the end of the meeting, your German colleagues might rap their knuckles on the table. This is a sign of approval and thanks, similar to applause. When your German colleague is finished making their presentation, do the same.
Tip #4: Sign language: If your Russian colleague strokes the side of their neck during the meeting, this is a non-verbal sign that they need to speak with you privately (take a break: in Russia, it would involve a shot of vodka, hence the sign language!). AND, do not make the thumb-to-forefinger “OK” sign of approval to your Brazilian guests after they’ve spoken; for Brazilians, this is a VERY obscene gesture and definitely does NOT mean OK. Equally, if you make the “V-for-Victory” gesture to your British guests, NEVER do so with the palm facing inward; the palm must face outward, otherwise it is a VERY insulting gesture for your British guests. To be safe in general, sit on your hands!
Tip #3: Most guests from abroad will probably dress more formally than typical American business casual (unless industry-specific dress codes rule otherwise); therefore, let your guests know what your dress code is before they pack for their trip; otherwise, they’ll be in suits and ties, while you’ll be in jeans and a polo shirt.
Tip #2: Anticipate the level of English-language competency of your guests. Most people under 35 from non-English speaking countries have achieved some level of English language reading and writing competency in school (but NOT speaking); older folks probably haven’t. Speak, therefore, to younger members of their team, but build in some time for them to “translate” in their local language for the older members of their team (the real decision-makers, in many cases) before action can be taken. Because of this, meetings can take a lot longer.
Tip #1: Be humble. As you can see from the above, differences abound, and they are neither wrong or right, just different. If you want to succeed with your guests from abroad, be a good host, and do things according to what makes THEM comfortable. They will be grateful, and you will earn their respect, and perhaps even their business! And if your competition knows this, and you don’t, guess who gets the business?
