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Business Meeting Guideline

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Specific Guidelines – regarding the topic “Business Meetings around the globe”

After getting familiar with the basics of business communication in general, pairs (groups) should concentrate on the specific country. This in-class activity discusses the topic on business meetings and can include: a) Country’s specific elements of business meeting, b) Resolving conflict among meeting participants; c) Ensuring active participation of all participants at the meeting, d) Presentations (be it within meeting or in general) and e) Written Correspondence.

The focus would be on what can be different on business meetings, considering certain cultural background.

Pairs (groups) should do the research on characteristics of business meetings in certain country, respecting the following elements of business meetings: a) approach to time; b) hierarchy; c) the purpose of meetings (getting down to business quickly or not, respecting schedule…Are meetings for business or are they seen as the arena for building personal relationships and strengthening bonds); d) meeting etiquette and mannerisms; e) expectations of meetings.

Furthermore pairs (groups) should present 'a typical business meeting'« in certain country, respecting the phases – upon which meetings are conducted (there are some additional tips below): 1. How carefully are meetings prepared (checking in advance if any resources or equipment you require are available, are the agenda and names of the attendees circulated in advance of the meeting?); Are presentations and meeting documents circulated in advance of the meeting, so that all attendees are able to review any materials that will need to be discussed? Moreover: When meeting someone for the first time – is it valuable to get some advance information about the company (be it your company or »visiting company«)? ➢ Delays; Is punctuality expected and appreciated? IF you arrive a few minutes late – what would happen (no one really minds or they do mind)? ➢ The traditional greeting (are people more reserved or open; how about physical contact apart from the initial handshake)? What about smiling (OK or not)? ➢ Documentation; are action items arising from the meeting documented and circulated to all attendees? 2. How meetings are conducted (is there a free flow of ideas and opinions or one person will do most of the speaking?; Are meetings formal? Do they have a clearly defined purpose and agenda? Are well-structured? Do they start with a brief amount of small talk before getting down to the business? Are meetings based on shorter presentations? Is there more focus to discussion and question and answer type activities or there is only one person who talks? Is it courteous in the country XY to allow other people to speak, and not to interrupt them while they speak? ➢ When you do not agree with someone at the meeting – Is it considered helpful to get others’ point of view or not? Should you lose your temper or let your behaviour become overly animated? ➢ The use of technology (video conferencing); some cultures may find unsatisfactory since this way of meeting does not allow face-to-face personal contact! ➢ Characteristics of business presentations ➢ Written correspondence 3. How meetings end? Is it common that meetings finish with an agreement for another follow up meeting with decisions on the current meeting’s main objectives not having been made? Reflection - is it common to obtain feedback after the meeting and establish what the attendees thought of the content and the discussion?

The content of the written and oral presentation of this short in-class activity (pair/group assignment) should (can) include interesting and new theoretical aspects of the multi-cultural business meetings in certain country, as well as examples from day-to-day practice. Where and when being in context, relevant practical demonstrations are very welcomed (ex. role playing etc.).

Note: A pair (a group) can feel free to tell more than it is suggested within guidelines above!
Written part - notes; Group/pair assignments (and presentations); 16th April
| |Students |
|COUNTRY |(pairs/groups) |
| |1. ________________________________ |
| |2. ________________________________ |
| |3. ________________________________ |
|(write down the country under investigation) |4. ________________________________ |
| |5. ________________________________ |
| |6. ________________________________ |
| |7. ________________________________ |

How carefully are meetings prepared?
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How meetings are conducted:
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

How meetings end:
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Characteristics of business meetings in ________________________(certain country), respecting the following elements of business meetings: a) approach to time; b) hierarchy; c) the purpose of meetings (getting down to business quickly or not, respecting schedule…Are meetings for business or are they seen as the arena for building personal relationships and strengthening bonds); d) meeting etiquette and mannerisms; e) expectations of meetings; f) order vs. flexibility; g) competitive vs. cooperative style of discussion; h) linear vs. systemic way of thinking.
_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________.

1. Group/pair assignments (and presentations); 16th April

|Theme (topic): Effective Multi-cultural Business Meetings |
|Country’s specific elements of business meeting |
|Resolving conflict among meeting participants |
|Ensuring active participation of all participants at the meeting |
|Presentations (be it within meeting or in general) |
|Written Correspondence |
| |Students |
|COUNTRY |(pairs) |
|China |1. ________________________________ |
| |2. ________________________________ |
|France |1. ________________________________ |
| |2. ________________________________ |
|Japan |1. ________________________________ |
| |2. ________________________________ |
|Russia |1. ________________________________ |
| |2. ________________________________ |
|India |1. ________________________________ |
| |2. ________________________________ |
|Korea |1. ________________________________ |
| |2. ________________________________ |
|Germany |1. ________________________________ |
| |2. ________________________________ |
|Italy |1. ________________________________ |
| |2. ________________________________ |
|The USA |1. ________________________________ |
| |2. ________________________________ |
|Brazil |1. ________________________________ |
| |2. ________________________________ |
|The UAE |1. ________________________________ |
| |2. ________________________________ |
|Finland |1. ________________________________ |
| |2. ________________________________ |

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