Asian business etiquette. How to conduct successful negotiations with Chinese companies?
Communication etiquette has always been a feature which differentiated one culture from another. What is considered good manners may vary significantly depending on the country’s geographical location. Knowing what is considered good manners in our interlocutor’s country position us as well-educated people who have social experience and respect their partners, which is particularly important in China.
How to negotiate with Chinese companies?
Must-do prep steps
Before you start any negotiations, you should prepare in advance. The first important stage is your outfit. The Chinese consider that the only proper way to dress up for a business meeting is to wear an elegant black or dark outfit, which applies for both women and men. Having your own business card is another must: not only does it facilitate further contact, but it also is an important element of the ritual. – You should have a sufficient number of business cards – if you run out of them, it will be considered a faux pas. Your business card must include your name and surname, job title and your company name. It is recommended that business cards be printed double sided, with the English version on one side and Chinese on the other, as English is not widely spoken there. It is good if the card is in a color which Chinese people associate with luck, such as gold. A business card prepared this way will let the Chinese party identify his/her interlocutor’s place in the social hierarchy – says Bartosz Sosnowski, Vice President of the Management Board of International Fairs Poland (MT Polska), co-organizer of the China Expo – China Brand Show Poland 2016 fair, which focuses on cooperation between Poland and China.
Get to know your interlocutor
One of the biggest faux pas you may make at a business meeting is “humiliating” your interlocutor, namely saying something or behaving in a way which could suggest that he/she holds a lower social position than he actually does. In order to avoid this kind of situations, there are special recommendations which transform a business meeting into a ritual where every step has a symbolic meaning. A business meeting may start with a normal handshake though we should remember that not all Chinese like this way of greeting: a nod or a bow is more natural. Nevertheless, the best thing you can do is leave the initiative to the other party. After the meeting commences, you should introduce yourself using the information printed on the business card. Then the Chinese party does the same and it is crucial to remember all his/her particulars. If your interlocutor holds a high-ranking position in the company, e.g. a director, you should address him/her by his/her job title. Moreover, in business contacts you should always call your interlocutor by his/her surname. Using first names is out of the question.
Business cards and gifts
After the introduction, we move on to the ritual of business cards exchange. Once you get one, you need to study it carefully while holding it in both hands. – If you do not read the business card or if you put it into your pocket (especially a back trouser pocket), it will be taken as a very serious offense— Bartosz Sosnowski adds. During a business meeting, especially at its end, you may receive or give a gift (a bottle of good cognac is a good example of an appreciated gift). However, in order to do so, you need to have a special conversation with the other party where your interlocutor has to refuse, even several times, to accept the gift before finally giving in. It is advisable not to unpack the gift in the presence of the person who gave it, you should do it later. It is also better not to give the gift in the presence of third parties.
Restraint in negotiations
During the negotiation itself, you should follow some basic rules of behaving towards the Chinese. You need to be punctual and very polite (behavior such as touching your interlocutor or pointing at something with your finger is unacceptable). A very serious faux pas which may result in ending the negotiations is criticizing the other party, their project or proposals. If the negotiations are held between groups, then the group members may not be critical of the position of their team leader. When negotiating with the Chinese, there is no room for being expressive. – More often than not the Chinese speak ambiguously, they are not very emotional and the result of the negotiations may remain unknown until the end of the process. You should also remember that in the Far East an oral agreement is much more binding than a written one. After signing the documents, the Chinese party may suggest introducing additional amendments – Bartosz Sosnowski says.
China Expo – China Brand Show Poland is a cyclical event focused on business cooperation with China. The Ministry of Commerce of the People’s Republic of China is engaged in the organization of the 6th edition of the fair which takes place in the Trade Fair and Congress Centre MT Polska in Warsaw on September 15-17 this year. The event is held under the honorary patronage of institutions such as the Polish Ministry of Development, Polish Chamber of Commerce or the National Chamber of Commerce. More information on the event is available at: http://www.china-expo.pl/.