Writing effective
intercultural business communication involves knowing your audience well.
Effective business communication
directed at an intercultural audience typically includes a review process to
mitigate misunderstandings due to linguistic and cultural differences. Cultural
stability, complexity, composition and attitudes all affect communication. Your
message may need adjustment for different groups of people. Consult with other
people who have done business in cultures you are unfamiliar with to learn
about its history, religion, politics and customs.
Step 1
Create an outline for the business
communication you need to generate. This might be an email message, technical
proposal, policy document or customer service report. Select the method of
organization, based on your audience need. Choose order of importance,
chronological or alphabetical depending on your content. List items of interest
from the specific to general or general to specific depending on what makes the
most sense for your intercultural audience.
Step 2
Write your text in under six lines.
Each paragraph should focus on a single topic. Avoid using long sentences that
may be difficult to read if English is not the reader’s primary language. Make
sure your purpose is clear. Avoid using jargon and check your work for
spelling, grammar and formatting errors to maintain a professional image.
Step 3
Anticipate the reader’s questions,
based on his background. Supply visual images if they complement your written
text. Acknowledge different social values and status symbols in your writing.
Be aware that not all cultures like to make decisions quickly so consciously
avoid asking for immediate action in your business communication. Recognize
that some cultures rely on circumstances and implied meaning.
Step 4
Check your business communication to
ensure it does not violate any legal or ethical protocol, or any rules of good
manners in the culture you are speaking with. Get expert advice, if necessary.
Step 5
Take responsibility for communicating
to a diverse audience. By withholding rash judgments, showing respect,
empathizing with others and being patient, you can increase your cultural
sensitivity.
Intercultural Communication in the Global Marketplace
Learning to communicate
across cultures is important for business success.
Ethnic diversity
in the workplace is growing and more small enterprises are expanding globally.
Different cultures do business differently; when those from one culture fail to
understand differences in communications practices of another, confusion and
conflict occur. When all parties communicate well across cultures, it results
in more satisfactory negotiations and better solutions.
Learn the Basics
When planning to
conduct business with someone from another culture, familiarize yourself with
the basics of that culture. A culture's concept of authority, its history and
its social structure affect its business communications. For example, in France
and Belgium, authority figures make the decisions. If your rank is perceived to
be higher than others at the table, stating your opinion may cut off
discussion. On the other hand, participatory decision-making is a norm in
Israel and Sweden; you could be seen as rude if you make a decision
unilaterally.
Watch Gestures
One of the
biggest intercultural variables is nonverbal communication, such as body
language, clothing choices, eye contact, physical contact and personal space.
In the age of video conferencing, researching these norms is important even
before your first phone call. For example, a common Western practice of sitting
with one foot resting on the opposite knee is offensive in the Middle East.
Small Talk
Cultures also
differ in the amount of time devoted to building relationships before actually
conducting business. In Asian cultures, trust must be built before a successful
business partnership can take place. In Korea and Japan, for example, good
etiquette requires dining and drinking together. In China, an ancient concept
still important today is "face." An American business owner in China
can give "face" by attending meetings, accepting invitations and
providing suitable expensive gifts. In any culture, take your cue from others
in the room and avoid cutting off chitchat.
Be Reserved
Erring on the
side of being too reserved is generally better than being too informal too
soon. Act as if you are meeting with a dignitary. Avoid slang, which can be
considered disrespectful as well as be misunderstood by someone whose native
language isn't English. You can always switch to a more animated and informal
style later.
source: http://smallbusiness.chron.com
Comments