Meetings and behaviour in business context in China

Expect fanfare.  Do not expect to get right down to business.  There might be many events organised for you, such as luncheons, dinners, excursions to cultural sites or places of interest, late night karaoke, and even tours of the organisation’s site, buildings, and the city itself.  It may not be very interesting (tours) but is the Chinese way of showing you the best that they have – just as when they serve meals there are many courses to indicate their prosperity in being able to share with you as their honoured host.  So, when planning a business trip to China, don’t be in a hurry to get in and get out – you might be there longer than expected – and if you don’t stay, you won’t be building the necessary trust needed for any business relationship to succeed.
 
Also, you may be tired, catch up on some work, or need some alone time for regrouping.  Don’t forgo social events with your host – you must make yourself available to engage in the relationship building that takes place during these events.

It’s always a good idea to pack small yet meaningful gifts to give to key people.  Pack many of them.  If you give a gift – make sure you give it to the main person in charge (the most senior person present) even though you may have done most of your work through a manager or even assistant.  That person will then decide (later) who to give it to.  If you wrap the gift do not expect that the person receiving it will open it.
 
Types of gifts could be a nice pen or pen set (especially if it has your company logo on it); a commemorative coin; something from your hometown (e.g., if you are from Philadelphia in the USA, maybe you could purchase small metal Liberty Bells that come in a box) and explain the significance to your host.  If you are from Amsterdam in the Netherlands, perhaps a small tin (with a picture on it) of specialty cookies would demonstrate the nature of your culture. The gifts should not be expensive (no more than $20) because of tightening anti-corruption laws.  It is especially nice if the token of your appreciation comes in a small box.
 
Some things not to give because of what they symbolise:  white flowers (death); clocks (death is coming); green hats with your company logo (your wife is cheating on you).

Begin to develop a number of relationships with key people.  Often it is through an intermediary (someone with whom you’ve developed a trusting rapport) who will help to “seal the deal.”  In China there is a complex system of mutual obligation called guanxi.  This is more than simply networking in the Western sense.  Guanxi is an intricate web of connections that one builds up over time.  You may do something to benefit a friend who will remember this and reciprocate years later when you need help.
 
Make sure you follow up with your contacts – don’t necessarily expect to follow up with business meetings – it will be necessary to have many lunches, teas, dinner, or karaoke parties so that your hosts can get to know you.  Often meeting one-on-one when you begin to develop trust is the way for you to later work on negotiations.
 
Friendliness and elaborate entertainment does not mean you got the deal.  It is primarily the way that the Chinese business person conducts business.  Reciprocate in small ways  - a thank you e-mail or letter; invitations to come to your home base to see your headquarters, etc.  And when your counterparts come, you must plan some meaningful events to keep them busy.  This is your way of reciprocating the growing relationship.

Knowing a little bit of the Chinese language can go a long way.  Try to learn a few basic greetings (you can learn how to pronounce them by listening online to audio versions of translations).

 

Handshakes are common – bowing less so (and more for Japan).  Sometimes people make a fist with their left hand and then place the right hand over it – this is a nonverbal way of saying thank you.

Listen and watch for what is not said.  China is a low-context culture which means that people observe with all of their senses to figure out what was meant.  The Chinese character for listening (ting) is made up of several characters that indicate you listen not only with your ears, but your heart, and eyes, and mind.
 
In China, it is customary to use dialogic versus diametric communication.  Dialogic communication is a way of listening and then responding – there is never a cut-and-dry way of looking at things (such as in the diametric ‘either-or’ thinking in the West).
 
With that regard, don’t put anyone on the spot – will cause to lose face – choose words carefully and find an alternative solution if there is a problem or disagreement.
 
Smiling, lavish hospitality, and drinking together does not mean you have gotten the business.  This is simply a way to show social manners.  A smile could also mean someone is uneasy.

You will sit at a large round table with a round turntable in the middle.  It is common to have 10-13 different dishes served one right after the other.  Usually, someone will take a small portion from one of the dishes on the turntable, offer it to you, and put it on your small plate or in your bowl.  It’s not appropriate to “dig in” and serve yourself and fill your plate.  The meal will go slowly with everyone taking portions of the dishes that they prefer and eating those small portions bit by bit.
 
Fried rice and noodles are usually served last.  If white rice is served in the beginning – you should put a little bit in your bowl and then put some of the delicacies from the round turntable dishes on top of your rice.
 
When using chopsticks – don’t grip them in the middle – it is easier if you can hold them as far back as possible.  Never stick your chopsticks straight into your bowl (eg if there is rice in the bowl) because this is bad luck (it looks like incense in a funerary offering); rather rest them on the chopsticks holder that will be near your utensils.  Usually the servers will provide serving spoons or special serving chopsticks for the main dishes.
 
One other symbol of bad luck is “flipping the fish”.  If you are trying to take small pieces of the whole fish, don’t try to flip it – it symbolizes a fisherman’s boat being flipped, which can bring death.  Forgo the tempting morsel that might be hiding underneath. And, don’t’ eat the crudités (the vegetable embellishments created to make the dish pretty).  They are not meant to be eaten.
 
If there is something that is distasteful to you – simply decline – you could ask what it is – and say thank you – “thank you – you are surely providing the most delicious and special delicacies – but I have health issues and have to watch my cholesterol.”  Declining for a simple health reason is sufficient (or say you are mostly vegetarian).  But don’t go into detail.