Growth Strategies
International Business Etiquette
You might be a young entrepreneur seeking to expand your business. Finally you get a chance to travel to another country for networking or better yet, the investors could come to your country and invite you over for a business meeting. Question is, have you been to that country or even just traveled out of the country?
Most people never take time to research on the different cultures and etiquette existing in the countries they are traveling to. On arrival is when you get a culture shock. You feel left out, weird and embarrassed because you have no idea of what is going on and have no clue on how to conduct yourself around the people you have traveled to meet or vice versa.
Business etiquette in a nutshell, is about building relationships with other people. Etiquette does not translate to rules & regulations but is about providing basic social comfort and creating an environment where others feel comfortable and secure.
Business etiquette differs from country to country. This therefore creates a complex situation for people as it is hard to balance the focus on both international business etiquette and other business activities at the same time.
These are only three out of thousands of different customs, business protocols and social mores throughout the world. International business can be tricky and if you aren’t prepared, your business deal can go down in flames.
It is vital you understand and observe etiquette and culture of the country you are travelling to or the country coming to visit and so I am going to make your work easier by putting everything under one roof for you.
The old adage “When in Rome, do as the Romans do” still holds true. Business clients and colleagues who are visiting any country should be treated with sensitivity and with an awareness of their unique culture. Not doing your homework to put your best international foot forward can cost you relationships and future business.
Here are a few tips:
Building relationships
A few people are as eager to get down to business as we Kenyans. So take time to get to know your international clients or investors and build rapport before you rush to the bottom line. Business relationships are built on trust that is developed over time, especially with people from Asia and Latin America.
Dressing conservatively
Kenyans are very conservative people and most parts of the world but maybe for Americans, who like to dress for fashion and comfort. Your choice of business attire is a signal of your respect for the other person or organization. Just to play it safe, leave your trendy clothes in the closet on the days that you meet with your foreign investors or clients.
Observe the hierarchy
It is not always a simple matter to know who the highest-ranking member is when you are dealing with a group. To avoid embarrassment, lean on the side of age and masculine gender, only if you are unable to discover the protocol with research.
If you are interacting with the Japanese, it is important to understand that they make decisions by consensus, starting with the younger members of the group. By contrast, Latin people have a clear hierarchy that defers to age.
Understanding the handshake
With a few exceptions, business people around the world use the handshake for meeting and greeting. However, the Kenyan style handshake is that of a firm grip, two pumps, eye contact and a smile which is not universal. Variations in handshakes are based on cultural differences, not on personality or values.
- The Japanese give a light handshake.
- Germans offer a firm shake with one pump
- The French grip is light with a quick pump.
- Middle Eastern people will continue shaking your hand throughout the greeting. Don’t be surprised if you are occasionally met with a kiss, a hug, or a bow somewhere along the way. Shaking hands is mandatory in a business setting for them; but touching women in the traditional western dress is forbidden.
- In India, men and women shouldn’t make physical contact in public other than handshaking.
- In Japan, older generations may not be comfortable shaking hands with people from different cultures and it’s important that you don’t get too close to them.
- In Argentina, women should initiate handshakes with men.
Using titles and correct forms of address
First and foremost, give others respect by knowing their names which will increase goodwill and communication. It is also important that one takes time to acknowledge people individually for their good work as this will enhance their self-esteem and increase motivation.
Knowing their names is not just enough, know how to address them. Kenyans have an informal tendency of addressing people by their first names. It is essential that you approach first names with caution when dealing with people from other cultures.
Use titles and last names until you have been invited to use the person’s first name. In some cases, this may never occur. Use of the first names is reserved for family and close friends in some cultures.
Titles are given more significance around the world other than in Kenya and also in the United States, and are another important aspect to observe when addressing business people.
Earned academic degrees are acknowledged. For example, a German engineer is addressed as “Herr Ingenieur” and a professor as “Herr Professor”. Listen carefully when you are introduced to someone.
Exchanging business cards
The key to giving out business cards in any culture is to show respect for the other person. When given one and you put it away, place it carefully in your card case or with your business documents. Sticking it haphazardly in your pocket is demeaning to the giver.
In most cases, wait until you have been introduced to give someone your card. Present your card in a way that the other person does not have to turn it over to read your information.
Use both hands to present your card to people from Japan, China, Singapore, or Hong Kong. When you receive someone else’s business card, always look at it and acknowledge it, the more time you spend looking at it indicates the more respect you have for the person. Exchanging business cards is extremely important to them, it’s almost ceremonial.
In Italy, do not exchange business cards at social occasions; it is the norm at business functions and meetings.
Valuing time
Not everyone in the world is time conscious. Don’t take it personally if someone from a more relaxed culture keeps you waiting or spends more of that commodity than you normally would in meetings or over meals.
Stick to the rules of punctuality, but be understanding when your contact from another country seems unconcerned.
Honoring space issues
Some countries like America have a particular value for their own physical space and are uncomfortable when other people get in their realm.
If the person from another country seems to want to be close, accept it. Backing away can send the wrong message. So can touching. You shouldn’t risk violating someone else’s space by touching them in any way other than with a handshake.
Whether the world comes to you or you go out to it, the greatest compliment you can pay your international investors or clients is to learn about their country and their customs. Understand differences in behavior and honor them with your actions.
Don’t take offense when someone behaves according to their norms. People from other cultures will appreciate your efforts to accommodate them for who they are and you will find yourself building your international clientele.
‘Thank You’ Note
If you want to differentiate yourself from others then never forget to write a ‘Thank You’ note to your potential investors or client. This will leave a good impression and also reflect well on your company.
Observe the ‘Elevator’ or out of the ‘Boardroom talk’ Rule
Be mindful of saying appropriate things to an investor or a client after a meeting. Don’t start discussing business with them as soon as you step out of the lift. By doing so, you avoid the risk of damaging your reputation.
If you’re on business in Germany, leave the trade talk at the boardroom door. Business matters are usually discussed before or after the meal; never during.
Conversely, in China, it’s OK to discuss business as long as it’s not the main topic of conversation. Personal exchanges about children, spouses or other personal information are encouraged and welcomed.
Focus on the Face, Not the Screen
Never forget to switch off your phone and try not to use any other device just to prove you are a multitasking individual. In fact, in the world of business, this is considered bad manners. Concentrate on the meeting and listen to what people are saying.
Don’t Judge
Everyone is unique in their own way and uses a different approach to deal with situations. Therefore, if you disagree with another person’s approach instead of criticizing try to understand it from their point of view. By doing so, you create a friendly environment. Always remember you get respect by giving respect.
Character, Behaviour, Honesty
Your character reflects your individuality and your behavior exhibits your personality. Business etiquette encourages revealing your positive qualities. This helps your company’s reputation.
Always be honest and remember that it takes a long time to develop trust and a good reputation and only one small mistake to lose it. Business etiquette provides a framework for stating the boundaries of terms & conditions, contracts and promises.
Sensitivity & Diplomacy
A key pillar of business etiquette is sensitivity, meaning giving careful thought to every business aspect before making a judgement. This gives a strong foundation to your business. Also, thoughtless words and actions lead to a negative outcome. Being aware of business etiquette encourages careful thought.
Alcohol at meals
In Australia, alcohol is discouraged at business luncheons. Drinking moderately at business meals is acceptable in Germany. In Russia, you are expected to drink to establish closer relationships, though again, in moderation. In France, avoid drinking hard liquor before meals or smoking cigars between courses the French feel it compromises the taste of the meal.
Gifts
A standard to keep in mind for any gift you select is quality. If you give gifts with your company logo, it’s better if the logo is discreet. Never give company logo gifts in Greece, Spain or Portugal. In general, be safe rather sorry and choose non-logo gifts.
In China and Japan, it’s considered rude to open a gift in front of the person who gave it. Gift-giving must be reciprocated through certain presents are seen as bringing bad luck.
In Saudi Arabia, gifts are only given to the most intimate friends and always received with the right hand. In Africa, gifts are opened immediately upon receipt.
Before you go
- Prepare. Do plenty of research on the business and personal etiquette of the particular country you are planning to visit. Purchase a travel book for the country you are going to visit and remember: The Internet is your friend.
- Learn key phrases. It’s always a smart move to learn several key phrases in the language of the country you’ll visit. It’s a nice way to bridge the gap between cultures because the natives will always appreciate the attempt.
- Leave your attitude at home. Kenyans sometimes assume inferior attitudes when interacting with foreign cultures for them it is “your way is the best way.” Ditch this stance quickly, you could be ignored or met with disapproval due to lack of confidence or even overconfidence.
- Blend in. In general, Kenyans dress differently, speak a bit loud and have distinct accents so it’s best to try not to stand out more than you already will.
