Utah Business

When I first started planning international meetings more than 20 years ago, “going global” was the catchphrase of the day. Companies sought new markets outside of the United States and associations sought new membership. When I started planning meetings abroad, my focus was strictly on logistics: freight forwarding, negotiating in foreign currencies, collaborating with airlines, tax deductibility, choosing activities for attendees to enjoy while they were in the destination, and producing a positive experience that would not be forgotten … all important aspects of international meetings.

I didn’t realize I was overlooking one of the most critical parts of the international meeting experience: protocol. As an international meeting planner, I also needed to assume the role of protocol officer without the title. I quickly learned that it was my job to understand cultural expectations to get the job done. Here are some protocol tips I share from my hard-earned experience:

Communication Styles

Communication is not the same all over the rest of the world as it is in the United States — and I am not referring to obvious language differences. Americans like to “get to the point” and to know definitively what is going to happen at each step of the way. Our communications, both written and verbal, are more hurried. We often use “shorthand English,” thinking the other party will understand our meaning. For example, responding to questions from a Japanese meeting planning team, one U.S. hotel sales executive said, “No problem,” which was interpreted as “No, there is a problem.” The hotel lost the business.

In Asia, the Middle East, and in many part of Europe, communication is more looped. It starts with social chat, may include a mention of the work at hand, and then goes back to social chat. Americans may become frustrated with the time it can take to get consensus on a point, but should not try to hurry the process. Understand that the relationship between the parties is more important than the contract. In negotiations with vendors, “no” doesn’t mean no most of the time; it means maybe. Sometimes, as in Asian countries, “maybe” means no.

Dress

How you dress sets the tone for your business relationships overseas. Fortunately, the conservative navy or grey suit for men and women is proper just about everywhere. It conveys a sense of professionalism. For women, a modest neckline is just as important.

You may not have thought about it, but colors have a strong influence in how you are perceived abroad. While red is a power color in the United States, in parts of Africa it is a color of mourning. In Asia, it is a lucky color, while in Russia and many countries of the former Soviet Union; red still stands for communism and the blood of revolution. In Latin America, the color purple is associated with death. In Asia, white is the color of mourning. Color consideration must be given to gifts as well as dress.

Business Cards

You will need to hand out twice as many business cards overseas as you would expect to hand out during a meeting at home. In almost every office meeting, you will give one to the receptionist as well as to your contact. Always give your business card with your right hand or both hands. The left hand is historically the “dirty” hand, reserved for personal hygiene, so refrain from using it to offer gifts or your business card. Don’t forget to have the other side of your business card translated in the language of the country in which you are doing business if English is not the primary language spoken there.

Eye Contact

Meeting one’s gaze is revered in the United States. We determine if the other person is honest and trustworthy by whether s/he establishes eye contact with us. But don’t hold your gaze too long in Asia. A steady gaze is considered to be aggressive and even hostile. The rule to abide by is if you feel that your eye contact is making someone uncomfortable, look away. In most cultures, intermittent eye contact is acceptable.

Greetings

Greetings can be tricky. Handshaking is firm and relatively short (three seconds) in North American and Northern European business. However a lighter (limp) but lingering handclasp (10-12 seconds) is the norm in Asia. To make a great impression, go along with cultural norms. Observe. What you get should be what you give in return.

Gifts

In the United States, gift giving in business is regulated by Congress. There are limits to the value of gifts you receive from other American organizations. Other countries generally don’t have those limits and gift giving is an important part of business relationships. But there is an art to giving gifts. Knowing when to give, what to give, to whom to give it, and how to wrap it are equally important.

In Asia, at your first meeting with a new client or supplier, exchanging gifts will be the norm. There are mandatory gift-giving holidays around the world. In Japan, gifts are exchanged July 15 or mid-year and at year’s end, on Jan. 1.

Gifts representing your company, industry, or country should be made in your country. Some suggestions of appropriate gifts that work almost anywhere are picture books of your town or country, high-quality writing instruments, Native American artifacts, travel accessories such as candles, air purifiers, compasses (Muslims need to know the direction of Mecca), and zoom binoculars. Any intellectual gift — books, music and handicrafts (art) — will be appreciated.

Some taboos:

[bullet] leather gifts given to Hindus

[bullet] alcohol and any product which includes it as an ingredient given as gift to a Muslim

[bullet] giving knives, which represent severing relationships (so forgo giving that lovely carving set)

[bullet] a gift made in China given to a Japanese client.

Women in Business

In many cultures, women are not as easily accepted in the role of competent business people as the United States. Because of their cultural norms, it takes more time for international business contacts to trust a woman’s knowledge and competency. Be patient and maintain your professionalism. Often women are ignored at business meetings if they are there with male colleagues; historically they have been seen as assistants, not the ones in charge. It often is important for the group to overtly refer to the women and solicit their opinions on matters to keep all parties included in the meeting.

Promptness

Still another concept to grasp in order to successfully conduct business in the international arena is one of time. In all of Northern Europe, Scandinavia, the Netherlands, Germany, Switzerland, and Belgium, there is a high regard for promptness. Being 10 minutes early is appreciated. In the United States, Canada, United Kingdom, France, and Australia, promptness is appreciated. However, in Southern Europe (Spain, Italy, Greece), most of the Mediterranean, and Arabian Gulf Countries, a meeting may be scheduled for 2 p.m. and actually begin between 2:30 p.m. and 3:30 p.m. (except for banquets).

In most of Latin America and Asia, it is even more lax, and appointed times are just estimates. You can’t go wrong by being on time; just bring a book to read or work to occupy you while you wait.

Keep in mind that Americans are almost the only adults on earth who eat dinner at 6 p.m. Assume you will eat later than you are accustomed and keep that in mind when planning group dinners which include local colleagues.

When you do business online there are many different social media sites that you will need to use to market your business. Social marketing is one of the more effective marketing methods available online.

Not only can this advertising at the drive more visitors to your website you can also keep you in touch with potential business contacts. Many people use these sites to help them build a better relationship with their customers.

By using the different media sites effectively you will be able to use them to build your business to success. Some of the top media sites include:

1. Squidoo – This is a very big site that is used by many online business owners because it is very effective. Plus it is free to get started no matter what business you are promoting.

You can even build more than one Squidoo lens about your business using different angles. That is a very effective way to use this media site to build your business. This will help people start seeing you as an expert in your niche.

2. Facebook – This is another very popular site that you want to use for your marketing. Many people use Facebook for personal reasons but also for business building.

It is always a good idea to remember that you need to learn how to use these sites effectively. If you don’t learn how to use them from the beginning then you will always struggle to get good results.

The smart way to use this site and any other is to educate yourself about them and then put into action what you have learned. This will provide the maximum results for your business building.

3. YouTube – This is a social site that everyone has heard of before. Because it works this site is being used by many Internet marketers were building their online business.

You can use on a video on the site to promote your business and people love videos because it benefits them without all the work of reading. You certainly want to be using this site for successfully building your business.

These are not all of the social media sites that can be found and used online to build your business but they are the biggest ones and most effective. Always remember that social marketing is one of the most effective methods available so you definitely want to take the time to learn how to use it successfully.

If you perform a Google search on any big company’s name with the word Facebook at the end, chances are the top result will be the company’s own official Facebook page. The same goes for Twitter and YouTube. CocaCola and Pepsi, Apple and Microsoft, Target and Walmart—they all have a presence on some social media platform.

Last week we reported on the recent statistics highlighting the social media revolution. The Internet was buzzing about the future of social media, media marketing, and how businesses can use social media to their advantage. This week, the results from a survey were released, detailing even further just how much social media has affected business and brand marketing. Within the next year, an astonishing 82 percent of brand marketers will be using social media to promote their brand, said Equation Research’s 2009 Marketing Industry Trends Report.

Now more than ever, it is essential to have a handle on social media. Not every platform needs to be explored, however. It’s about efficiently using your time while creating the most impact. Currently, many brands struggle with engaging users once the space is established. While the Equation report listed some great stats about social media, it also said that 37 percent of brands don’t know enough about social media to know where to begin.

Social media connects businesses to customers and clients in a unique way, engages them in meaningful conversation, and opens doors to options that couldn’t have been explored just a few years ago. One of the biggest doors social media has opened is the ability for businesses to promote social causes and missions, and the emerging trend of social entrepreneurship. Uniting users through a cause built around your brand is incredibly valuable–as it engages them on a high, meaningful level. Through this, the communication can make an impact and also send a message to customers that the company is interested in more than just making a profit.

Here are just a few examples of how social media is leading the way for social good:

Target: For years, the company allocated a certain percent of their profits to charities chosen by the company. This past year, Target announced that they were handing the power of giving to the people. For two weeks, Target opened a poll on its Facebook fan page allowing users to vote for the charity of their choice. At the end of the voting period, the company split up…

To read more about brands and social media, go to Sparxoo, a digital marketing, branding and business development blog.