Cyber notes of Room 409: 2011

Greetings to my CV 4 students ! Yesterday we discussed the Culture, Customs and Etiquette of different countries in connection with Business, so I am now posting some information that could be useful for us in creating our dialogs and role plays for Lesson 4. There is a huge amount of information on Culture, Customs and Etiquette of many countries available in the internet, I am just posting some information about Culture, Customs and Etiquette in China, U.S.A and Germany . Of course you could surf around yourself and get more information about other countries ^^

PS. Tips for reading and understanding this rather long post : read this post slowly until the end, then you will have some idea/understanding of the content, if there are words or phrases you don't understand, you could look it up later or discuss it in class with me tomorrow.

CHINA

Chinese Etiquette and Customs

The Importance of "Face"

The concept of 'face' roughly translates as 'honour', 'good reputation' or 'respect'. There are four types of 'face':

Diu-mian-zi: this is when one's actions or deeds have been exposed to people.
Gei-mian-zi: involves the giving of face to others through showing respect.
Liu-mian-zi: this is developed by avoiding mistakes and showing wisdom in action.
Jiang-mian-zi: this is when face is increased through others, i.e. someone complementing you to an associate.

It is critical you avoid losing face or causing the loss of face at all times.

Meeting Etiquette in China

Greetings are formal and the oldest person is always greeted first.
Handshakes are the most common form of greeting with foreigners.
Many Chinese will look towards the ground when greeting someone.
Address the person by an honorific title and their surname. [If they want to move to a first-name basis, they will advise you which name to use].

Gift Giving Etiquette

In general, gifts are given at Chinese New Year, weddings, births and more recently, birthdays.
The Chinese like food and a nice food basket will make a great gift.
Do not give scissors, knives or other cutting utensils as they indicate the severing of the relationship.
Do not give clocks, handkerchiefs or straw sandals as they are associated with funerals and death.
Do not give flowers, as many Chinese associate these with funerals.
Do not wrap gifts in white, blue or black paper.
Four is an unlucky number so do not give four of anything. Eight is the luckiest number, so giving eight of something brings luck to the recipient.
Always present gifts with two hands.
Gifts are not opened when received.
Gifts may be refused three times before they are accepted.

Dining Etiquette

The Chinese prefer to entertain in public places rather than in their homes, especially when entertaining foreigners.
If you are invited to their house, consider it a great honour. If you must turn down such an honour, it is considered polite to explain the conflict in your schedule so that your actions are not taken as a slight.
Arrive on time.
Remove your shoes before entering the house.
Bring a small gift to the hostess.
Eat well to demonstrate that you are enjoying the food

Table manners:

Learn to use chopsticks.
Wait to be told where to sit. [The guest of honour will be given a seat facing the door].
The host begins eating first.
You should try everything that is offered to you.
Never eat the last piece from the serving tray.
Be observant to other peoples' needs.
Chopsticks should be returned to the chopstick rest after every few bites and when you drink or stop to speak.
The host offers the first toast.
Do not put bones in your bowl. Place them on the table or in a special bowl for that purpose.
Hold the rice bowl close to your mouth while eating.
Do not be offended if a Chinese person makes slurping or belching sounds; it merely indicates that they are enjoying their food.
There are no strict rules about finishing all the food in your bowl.

Business Etiquette and Protocol in China

Relationships & Communication

The Chinese don't like doing business with companies they don't know, so working through an intermediary is crucial. This could be an individual or an organization who can make a formal introduction and vouch for the reliability of your company.
Before arriving in China send materials (written in Chinese) that describe your company, its history, and literature about your products and services. The Chinese often use intermediaries to ask questions that they would prefer not to make directly.
Business relationships are built formally after the Chinese get to know you.
Be very patient. It takes a considerable amount of time and is bound up with enormous bureaucracy.
The Chinese see foreigners as representatives of their company rather than as individuals.
Rank is extremely important in business relationships and you must keep rank differences in mind when communicating.
Gender bias is nonexistent in business.
Never lose sight of the fact that communication is official, especially in dealing with someone of higher rank. Treating them too informally, especially in front of their peers, may well ruin a potential deal.
The Chinese prefer face-to-face meetings rather than written or telephonic communication.
Meals and social events are not the place for business discussions. There is a demarcation between business and socializing in China, so try to be careful not to intertwine the two.

Business Meeting Etiquette

Appointments are necessary and, if possible, should be made between one-to-two months in advance, preferably in writing.
If you do not have a contact within the company, use an intermediary to arrange a formal introduction. Once the introduction has been made, you should provide the company with information about your company and what you want to accomplish at the meeting.
You should arrive at meetings on time or slightly early. The Chinese view punctuality as a virtue. Arriving late is an insult and could negatively affect your relationship
Pay great attention to the agenda as each Chinese participant has his or her own agenda that they will attempt to introduce.
Send an agenda before the meeting so your Chinese colleagues have the chance to meet with any technical experts prior to the meeting. Discuss the agenda with your translator/intermediary prior to submission.
Each participant will take an opportunity to dominate the floor for lengthy periods without appearing to say very much of anything that actually contributes to the meeting. Be patient and listen. There could be subtle messages being transmitted that would assist you in allaying fears of on-going association.
Meetings require patience. Mobile phones ring frequently and conversations tend to be boisterous. Never ask the Chinese to turn off their mobile phones as this causes you both to lose face.
Guests are generally escorted to their seats, which are in descending order of rank. Senior people generally sit opposite senior people from the other side.
It is imperative that you bring your own interpreter, especially if you plan to discuss legal or extremely technical concepts as you can brief the interpreter prior to the meeting.
Written material should be available in both English and Chinese, using simplified characters. Be very careful about what is written. Make absolutely certain that written translations are accurate and cannot be misinterpreted.
Visual aids are useful in large meetings and should only be done with black type on white background. Colours have special meanings and if you are not careful, your colour choice could work against you.

Presentations should be detailed and factual and focus on long-term benefits. Be prepared for the presentation to be a challenge.

What to Wear?

Business attire is conservative and unpretentious.
Men should wear dark coloured, conservative business suits.
Women should wear conservative business suits or dresses with a high neckline.
Women should wear flat shoes or shoes with very low heels.
Bright colours should be avoided.

Business Cards

Business cards are exchanged after the initial introduction.
Have one side of your business card translated into Chinese using simplified Chinese characters that are printed in gold ink since gold is an auspicious colour.
Your business card should include your title. If your company is the oldest or largest in your country, that fact should be on your card as well.
Hold the card in both hands when offering it, Chinese side facing the recipient.
Examine a business card before putting it on the table next to you or in a business card case.
Never write on someone's card unless so directed.

U.S.A

American Society and Culture

Diversity
America is ultimately a nation of immigrants and as a result is a cultural mish-mash in every sense of the word. Not only is the country populated by people from foreign countries but all Americans in one way or another trace their ancestry back to another culture, whether Irish, German, Italian or Scottish.

Informal and Friendly

Most people who come to the United States may already know a few things about the people through TV and about American friendliness and informality. People tend to not wait to be introduced, will begin to speak with strangers as they stand in a queue, sit next to each other at an event, etc. Visitors can often be surprised when people are so informal to the point of being very direct or even rude.

Time is Money

In America, time is a very important commodity. People 'save' time and 'spend' time as if it were money in the bank. Personality characteristics and values are based on how people use time. For example, people who are on-time are considered to be good people, reliable people who others can count on.

The Family

The family unit is generally considered the nuclear family, and is typically small. Extended family relatives live in their own homes.

Individualism is prized. People are proud of their individual accomplishments, initiative and success.

Gift Giving Etiquette

In general, Americans give gifts for birthdays, anniversaries and major holidays, such as Christmas.
A gift can be as simple as a card and personal note to something more elaborate for a person with whom you are close.
Gift giving is not an elaborate event, except at Christmas.
When invited to someone's home for dinner, it is polite to bring a small box of good chocolates, a bottle of wine, a potted plant or flowers for the hostess.
Gifts are normally opened when received.

Dining Etiquette

Americans socialise in their homes and ‘backyards’, in restaurants and in other public places.
It's not at all unusual for social events to be as casual as a backyard barbecue or a picnic in the park.
Arrive on time if invited for dinner; no more than 10 minutes later than invited to a small gathering. If it is a large party, it is acceptable to arrive up to 30 minutes later than invited.
Table manners are more relaxed in the U.S. than in many other countries.
The fork is held in the right hand and is used for eating. The knife is used to cut or spread something. To use the knife, the fork is switched to the left hand. To continue eating, the fork is switched back to the right hand.
If you have not finished eating, cross your knife and fork on your plate with the fork over the knife. Indicate you have finished eating by laying your knife and fork parallel across the right side of your plate.
Feel free to refuse specific foods or drinks without offering an explanation.
Many foods are eaten by hand.
Food is often served family-style, which means that it is in large serving dishes and passed around the table for everyone to serve themselves.
Do not begin eating until the hostess starts or says to begin.
Remain standing until invited to sit down.
Do not rest your elbows on the table.
Put your napkin in your lap as soon as you sit down.
Leave a small amount of food on your plate when you have finished eating.

Business Etiquette and Protocol

Greetings

The hand shake is the common greeting.
Handshakes are firm, brief and confident.
Maintain eye contact during the greeting.
In most situations, you can begin calling people by their first names.
Most people will insist that you call them by their nickname, if they have one.
In formal circumstances, you may want to use titles and surnames as a courtesy until you are invited to move to a first name basis, which will happen quickly.
Business cards are exchanged without formal ritual.
It is quite common for the recipient to put your card in their wallet, which may then go in the back pocket of their trousers. This is not an insult.

Communication Styles

Americans are direct. They value logical thinking and expect people to speak clearly and in a straightforward manner. To them if you don’t “tell it how it is” you simply waste time, and time is money. Try to get to your point more quickly and don’t be afraid to be more direct and honest than you are used to. Americans will use the telephone to conduct business that would require a face-to-face meeting in most other countries. They do not insist upon seeing or getting to know the people with whom they do business.

Business Meetings

Arrive on time for meetings since time and punctuality are so important to Americans.It is a sign of disrespect for someone to be late for a meeting or appointment. To be safe, always arrive on time, although you may have to wait a little before your meeting begins.

Meetings may appear relaxed, but they are taken quite seriously. If there is an agenda, it will be followed. At the conclusion of the meeting, there will be a summary of what was decided, a list of who will implement which facets and a list of the next steps to be taken and by whom. If you make a presentation, it should be direct and to the point. Visual aids should further enhance your case. Use statistics to back up your claims, since Americans are impressed by hard data and evidence.

With the emphasis on controlling time, business is conducted rapidly. Expect very little small talk before getting down to business. It is common to attempt to reach an oral agreement at the first meeting. The emphasis is on getting a contract signed rather than building a relationship. The relationship may develop once the first contract has been signed.

Business Dress

What is considered appropriate business attire varies by geographic region, day of the week and industry.
In general, people in the East dress more formally, while people in the West are known for being a bit more casual.
Executives usually dress formally regardless of which part of the country they are in.
Casual Friday is common in many companies. High technology companies often wear casual clothes every day.
For an initial meeting, dressing conservatively is always in good taste. Women can wear business suits, dresses or pantsuits. Men should wear a business suit unless you know the firm to be quite casual.

GERMANY

German Society and Culture

A Planning Culture

In many respects, Germans can be considered the masters of planning.
This is a culture that prizes forward thinking and knowing what they will be doing at a specific time on a specific day.
Careful planning, in one's business and personal life, provides a sense of security.
Rules and regulations allow people to know what is expected and plan their life accordingly.
Once the proper way to perform a task is discovered, there is no need to think of doing it any other way.
Germans believe that maintaining clear lines of demarcation between people, places, and things is the surest way to lead a structured and ordered life.
Work and personal lives are rigidly divided.
There is a proper time for every activity. When the business day ends, you are expected to leave the office. If you must remain after normal closing, it indicates that you did not plan your day properly.

German Etiquette and Customs

Meeting Etiquette

Greetings are formal.
A quick, firm handshake is the traditional greeting.
Titles are very important and denote respect. Use a person's title and their surname until invited to use their first name. You should say Herr or Frau and the person's title and their surname.
In general, wait for your host or hostess to introduce you to a group.
When entering a room, shake hands with everyone individually, including children.

Gift Giving Etiquette

If you are invited to a German's house, bring a gift such as chocolates or flowers.
Yellow roses or tea roses are always well received.
Do not give red roses as they symbolize romantic intentions.
Do not give carnations as they symbolize mourning.
Do not give lilies or chrysanthemums as they are used at funerals.
If you bring wine, it should be imported, French or Italian. Giving German wines is viewed as meaning you do not think the host will serve a good quality wine.
Gifts are usually opened when received.

Dining Etiquette

If you are invited to a German's house:

Arrive on time as punctuality indicates proper planning. Never arrive early.
Never arrive more than 15 minutes later than invited without telephoning to explain you have been detained.
Send a handwritten thank you note the following day to thank your hostess for her hospitality.

Table manners

Remain standing until invited to sit down. You may be shown to a particular seat.
The fork is held in the left hand and the knife in the right while eating.
Do not begin eating until the hostess starts or someone says 'guten appetit' (good appetite).
At a large dinner party, wait for the hostess to place her napkin in her lap before doing so yourself.
Do not rest your elbows on the table.
Do not cut lettuce in a salad. Fold it using your knife and fork.
Cut as much of your food with your fork as possible, since this compliments the cook by indicating the food is tender.
Finish everything on your plate.
Rolls should be broken apart by hand.
Indicate you have finished eating by laying your knife and fork parallel across the right side of your plate, with the fork over the knife.
The host gives the first toast.
An honoured guest should return the toast later in the meal.

Business Etiquette and Protocol in Germany

Relationships & Communications etiquette

Germans do not need a personal relationship in order to do business.
They will be interested in your academic credentials and the amount of time your company has been in business.
Germans display great deference to people in authority, so it is imperative that they understand your level relative to their own.
Germans do not have an open-door policy. People often work with their office door closed. Knock and wait to be invited in before entering.
German communication is formal.
Following the established protocol is critical to building and maintaining business relationships.
As a group, Germans are suspicious of hyperbole, promises that sound too good to be true, or displays of emotion.
Germans will be direct to the point of bluntness.
Expect a great deal of written communication, both to back up decisions and to maintain a record of decisions and discussions.

Business Meeting Etiquette

Appointments are mandatory and should be made 1 to 2 weeks in advance.
Letters should be addressed to the top person in the functional area, including the person's name as well as their proper business title.
If you write to schedule an appointment, the letter should be written in German.
Punctuality is taken extremely seriously. If you expect to be delayed, telephone immediately and offer an explanation. It is extremely rude to cancel a meeting at the last minute and it could jeopardize your business relationship.
Meetings are generally formal.
Initial meetings are used to get to know each other. They allow your German colleagues to determine if you are trustworthy.
Meetings adhere to strict agendas, including starting and ending times.
Maintain direct eye contact while speaking.
Although English may be spoken, it is a good idea to hire an interpreter so as to avoid any misunderstandings.
At the end of a meeting, some Germans signal their approval by rapping their knuckles on the tabletop.
There is a strict protocol to follow when entering a room : The eldest or highest ranking person enters the room first. Men enter before women, if their age and status are roughly equivalent.