James Adams Chinese Business Meetings

Hosting Chinese Business MeetingsBy

James L. Adams Jr. 2010©

Chinese History

• Evolved from several dynasties over thousands of years.

• Confucionism 5th – 6th Centuries BC

• Cultural Pride, Honor & Heritage

• Invaded by other civilizations

• The collective over the individual

• Survialists

• A mesh of business governmentinterests.

Modern Day Historical Characteristics

• High regard to customs

• Avoiding direct « No’s » during negotiations

• Conservative in respect to risks

• Great listeners & reserved on responses

• Blank affleck

• Skeptical about agendas

• Relationship oriented

• Highly respectful of authority & rank

• Time is of less importance

• An interest in The Downside vs. The Upside

Organizing Resources

• Interpreter fluent in Mandarin in the particular portion of China such as Mainland, Hong Kong, or Taiwan, they differ.

• A location that does not involve long travelthat is not near the 13th Floor.

• A conference room with the head chair facing the door.

• Greenleaf Tea, White tea, Black Tea & Coffee

• Porcelain cups and pots.

Organizing Resources

• Business cards for your team with titles.

• Power Point presentation done in appropriatelanguage. ( Use the interpreter to assist with thistask).

• Schedule a time between 9am and 11am preferrably with special consideration to the Chinese delagation’s needs or constraints on time.

• Send both email and written confirmation about the time and purpose of the meeting.

Written Confirmation

• Refer the confirmation to and individual’s Job title and last name. – eg: Information Technology Director Yee

• State the date, day and time professionally.

• Open the confirmation conveying your team’sgratitude to have the honor of meeting witht hedelegation.

• Mention some of the pleasures your team has experienced from the host team.

• Close with the anticipation of being honored to meet them.

Chinese Business Etiquette

• Get into the practice of referring to someoneonly by their official job title and surname.

• Try to set up your team so that the most senior member of the delegation is about the sameheight as his / her Chinese counter-part.– This may mean taking someone in the team and

placing them in charge due to this consideration.

• Men should honor the most senior member of the team first, meaning that a female in the delegation of lower rank may not get the initial attention as in the Western nations.

Chinese Business EtiquettePower Point Presentations

• Get into the practice of avoiding grand hand-gestures, especially during Power Point Presentations.

• Face the audience during the presentationwithout turning your back to them whilespeaking.

• Address inquiries as they are raised during the presentation, unlike in the Western nations when questions are asked at the end.

• Open the presentation with gratitude for the Chinese Team Lead and his/her delegation.

Chinese Business EtiquettePower Point Presentations

• Simplify the presentation to no more than 3 to 4 items per slide to allow the interpreters to follow along easily.

• Avoid raising your voice or making loud noises to wake a sleeping member of the Chinesedelagation.

• Minimize the amount of animation or long introductions for the slides.

• Try to make them no longer than 15 – 20 minutes. If larger break it up into segments.

Chinese Business EtiquetteCultural Self-Check

• Practice not using slang in any language.

• Practice smiling and work on positive ethos.

• Condition yourself to avoid stereotypes.

• Practice again using formal title and surname.

• Develop a modest handshake, not too strong or weak.

• Practice communicating without staring.

• Always face the person you are speaking to.

• Soften your tone when upset or impatient.

• Practice on not using hand gestures.

Chinese Business EtiquetteGreetings for the Meeting

• Initial greetings begin with a smile.

• Acknowledge the senior Chinese team-memberupon introduction by liason.

• Use title and surname when addressing him/her.

• Thank the liason for the opportunitycomplimenting both the liason and team leader.

• After acknowledging the team leader and liason, do the same with other team membersrespectfully.

• Prepare for the Business Card Exchange.

Chinese Business EtiquetteGreetings for the Meeting - Gifts

• A gift such as a book that’s relative to the team leader is appropriate.

• The Gift must have the following characteristics:– Good Quality and not insulting.

– Relevant

– From your home country

– A brief acknowledgment to the team leader.

– Others gifts to the staff should be of good quality, but not as lavish as the team leader.

• Gifts may be exchanged the same way eitherbefore the meeting or after the meeting.

Chinese Business EtiquetteThe Business Card Exchange - Giving

• The Business Card Exchange is very important to the Chinese.

• Practice using the term « Name Card » as it isreferred to in business.

• Place your business cards in the breast pocket of your coat closest to your heart.

• When you retreive your card, handle itdelicately with two hands so that the receivercan visibly read it in front of you if desired.

• White with black print is desired.

• Name & Job Title is important.

Chinese Business EtiquetteThe Business Card Exchange - Receiving

• Business Cards are an extension of Personality.

• Receive the business card with both hands.

• Read the title and use the surname.

• Handle it delicately and place it into your breastpocket closest to your heart.

• If you do not have a breast pocket, lay it gentlyin front of you on the table where you will beseated.

• Do not put it in your wallet, portfolio etc. (This isconsidered grossly offensive.)

Chinese Business EtiquetteSaving Face

• Saving Face – This means avoiding bringingembarrassment or shame. This includes all parties involved during negotiations.– Outbursts

– Reprimands

– « Throwing People Under the Bus »

– Inflections of irritation or shouting

• If this occurs the delegation may not care to negotiate, but treat the meeting as a comedyact of sorts.

Chinese Business EtiquetteNetworking

• As in many Western nations, Networking is vital and required for doing business in China.

• Treat everyone as a potential partner or source to a valueable liason.

• Avoid any negative verbal or non-verbal comments or gestures toward anyone in the delagation.

• Pay close attention to members that have ties to Ministries in the Chinese Government or withAssociations.

Chinese Business EtiquetteProper Business Attire

Men

• Dark Business Suit

• White Shirt

• Tie

• Dark Socks & Shoes

• Hair-cut to Neckline

• Light Cologne or None

Women

• Dark Business Suit

• Blouse covering neck area.

• Knee-Length Skirt

• Modest Pumps

• Shouder Strap Hand-bag

• Light Perfume or None

Chinese Business EtiquetteSaying « No » Without Saying « No »

• Getting a direct No as in the West rarely occurs.

• No’s are implied through modest gestures, subtle objections, or even questions.

• The tendency to push an issue will evenutallylead to « No »

• A nebulous response can also siginify « No »

• The most common is a change of subject-matter.

Chinese Business EtiquetteMeeting Strategies – First Meeting

• First Meeting with Clients

• Establish relationships

• Forge a mutual trust & respect

• Focus on common interest

• Become acquainted with all parties.

• Use the opportunity to network.

The goal is to break the ice and establish credibilityon a personal level. Mention the product or service but do not allow it to overshadow unlessthe other parties express interest.

• Do not try to close the deal here.

Chinese Business EtiquetteMeeting Strategies – Second Meeting

• More formal meeting

• Presentations & Hand-outs

• Mention Benefits using Titles & Last Names

• Address Downside Risk First then UpsideBenefits

• Structure united effort for prosperity and making money.

• Answer questions as requested and do not confront the individual.

• Thank all parties for attending.

Chinese Business EtiquetteMeeting Strategies – Interim Period

• Email or Fax information pertaining to the otherteam leader’s interest and concern withdiscipline.

• Thank the members for their time and the leader for guidance.

• Make sure that your Full name and job title and email address, and phone number is on eachdocument sent.

• Do not become a time sensative zealous sales man or woman.

Chinese Business EtiquetteMeeting Strategies – Third Meeting

• It is not uncommon for this meeting to be heldmonths or even a year after meeting one, depending on the circumstances.

• If the meeting has advanced to this level, thereis a good chance that there is some interest in your product or service.

• The focus should address any concerns and begin talks about an Equity Joint Venture (EJV).

• If the talks advance to this level, there are somethings to understand about Chinese EJV Law.

Chinese Business Etiquette

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