unit 3

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

Unit 3
Intercultural Business Meetings

CROSS-CULTURE BUSINESS COMMUNICATION

Only those who have the patience to do simple
things perfectly ever acquire the skill to do
difficult things easily.

— Johann Christoph Friedrich von Schiller

At twenty years of age , the will reigns; at
thirty , the wit ; and at forty , the judgment .

— Benjamin Franklin

CROSS-CULTURE BUSINESS COMMUNICATION
Overview

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

Learning Objectives

To know the basic process and etiquette of intercultural business meetings

To understand the impact of culture on decision-making styles

To know how to organize / prepare an intercultural business meeting

To get the gist and necessary details of the reading and listening materials

To develop intercultural awareness in the practice of business meetings

To learn how to take meeting minutes in business meetings

3

2

1

4

5

6

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

Before
class

Ø 1. What is Cold Call?
Ø 2. What do you like to do with social media?
Ø 3. What is Video Teleconferencing?

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

Let's read

Let's explore

Let's extend

Let's share

Let's watch and talk

Exercises

CONTENT

S

Open Ended

List the key elements of a meeting

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

01

Let's read

Pre-reading

1. List the key elements of a meeting

A. meeting purposes
B. meeting time
C. meeting place
D. attendees / participants
E. Agenda
F. A chairperson

Tips

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

01

Let's read

Pre-reading

2. Describe the following pictures, you may choose a perspective
like meeting places, meeting /decision-making styles, chairperson,
as well as the dressing styles of members.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

01

Let's read

Read the paragraphs and discuss the questions below.

1. What do you see as the main advantages
and disadvantages of each decision-making
style?
2. What kind of decision-making style do
you personally prefer? Why?

Tips

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

01

Let's read

Q1. What do you see as the main advantages and
disadvantages of each decision-making style?

decision-

making style

advantages

disadvantages

A

quick decision

efficacy, haste makes
waste

B

efficient/ reliable

too much time

C

...

...

D

...

...

E

...

...

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

01

Let's read

Q2. What kind of decision-making style do you
personally prefer? Why?

A. I like A/B/C/D/E, because...

B. It depends. ...

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

Task 1 Watch the video about Different Meeting Styles
and decide whether the following statements are true (T)
or false (F).

A. Let's watch

( ) 1. This meeting is chaired by a Japanese manager.

( ) 2. The meeting of joint venture partners is hold in

Indonesia.

( ) 3. Every partner will be involved in discussion in

Australian culture.

( ) 4. In Japan, the role of “Meeting master”is often played

by a senior person.

F
T

T

F

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

A. Let's watch

（视频时长：0145）

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

A. Let's watch

Task 2 Watch the video again and contrast the
meeting styles of Japanese and Australian.

Japanese meeting style

Australian meeting style

1

A “meeting master”, usually a
younger person from the junior
Division Head level, will lead
the discussion at the meetings.

A chairperson, usually the most
senior Australian manager will
lead and be involved in the
discussion at the meeting.

2

Bowling style of
communication

Pingpong style of
communication.

3

Try to avoid conflicts

Expressing different views freely

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

B. Let's talk

Dialogue 1 A meeting for taking over a Russian local factory

Task 1: Listen to the dialogue and fill in the blanks.

1.visit 2. take over 3. feedback

4. confusing 5. disrespected 6. general

Keys

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

B. Let's talk

Task 2: Work in pairs and discuss the following questions.

Dialogue 1 A meeting for taking over a Russian local factory

1. Do you think it necessary to talk about the
successes of the ex-boss when you take over a
company? Why or why not?
2. What would you say if you were in the place
of Kevin?

Open answers

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

B. Let's talk

Dialogue 2 Telephone meetings
Task 1: Listen to the dialogue and try to fill in the following
blanks.

1. efficient 2. exchange 3. agenda

4. indispensable 5. eastern 6. cautious

Keys

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

B. Let's talk

Dialogue 2 Telephone meetings
Task 2: Listen to the dialogue again and try to answer the
following questions.

1. Do you like telephone meetings or face-to-face
meetings? Why?
2. What are the advantages and disadvantages of
telephone meetings?
3. What makes a good meeting? Share your ideas
with your friends.

Tips

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

B. Let's talk

Q1. Do you like telephone meetings or face-to-face
meetings? Why?

I like telephone meetings, because we can save a lot
of time spent on ...

I like face-to-face meetings, because we can judge
someone or something by their body language...

Open answers

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

B. Let's talk

Q2. What are the advantages and disadvantages of
telephone meetings?

Advantages

Disadvantages

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

02

Let's watch

and talk

B. Let's talk

Q3. What makes a good meeting? Share your ideas
with your classmates.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

C o n t e n t s

Intercultural business meeting

Decision-making style

Etiquette in intercultural
business meetings

Meeting agenda

Meeting minutes

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

Intercultural business meeting

Intercultural business meeting is a type of

international meeting held by representatives from
different countries to solve international issues in
business on the basis of joint discussions.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

What makes a good meeting?

Basic elements of a meeting include
meeting purposes, meeting place, meeting
time participants, chairperson, agenda.
And these will be embodied in title
header, subject line, call to order, roll call,
old business, new business, good of the
order etc..

Intercultural business meeting

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

Intercultural business meeting

General problems/barriers of intercultural business
meetings

A. meeting purposes are ambiguous
B. poor preparison
C. no / messy agenda
D. chairpersons arenot smart/ efficient
E. problems caused by different cultures /
culture shocks
...

Tips

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

Decision-making styles

Decision-making styles are influenced by different
cultures:

A. Cultural Dimensions

individualism & collectivism

power distance

uncertainty avoidance

B. HC & LC culture

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

Decision-making styles

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

Etiquette in intercultural business meetings

Etiquette in intercultural business meetings involves

meeting appointment, seating arrangement, greeting and
parting, dressing, etc..

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

Etiquette in intercultural business meetings

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

Meeting agenda

Agenda is a list or outline of things to be considered

or done. The meeting organizer or leader usually
prepares the agenda, but everyone can help by asking
for clarification if they need it. And when submitting
items for the agenda by making sure they’re clear. If a
specific contribution is called for, this will need to be
agreed with the presenter before the meeting. It helps
that the other participants also know what's expected of
them.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

（视频时长：0237）

Watch a video clip about Meeting agenda and you may have a
better understanding of the term.

Meeting agenda

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

Meeting minutes

Meeting minutes are detailed written records made
during a meeting. It is the responsibility of the note
takers to handle the post meeting stage. In general,
a meeting minutes should includes formatting of the
document, discussion topics, the decisions,
company logos, company letterhead, etc..

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

03

Let's share

（视频时长：0135）

Watch a video clip about Meeting Minutes and you may have a
better understanding of the term.

Meeting minutes

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

Let's explore

1. Describe the following pictures with 3-4 sentences.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

2. Prepare for the role playing game: read the following
drills and expressions you may use in the games.

Chairing and leading discussion
Opening the meeting
Thank you for coming ...
(It's ten o'clock). Let's start ...
We've received apologies from ...
Any comments on our previous meeting?

Introducing the agenda
You've all seen the agenda ...
On the agenda, you'll see there are three items.
There is one main item to discuss ...

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

Chairing and leading discussion
Stating objectives
We're here today to hear about plans for...
Our objective is to discuss different ideas ...
What we want to do today is to reach a decision ...

Introducing discussion
The background to the problem is ...
This issue is about ...
The point we have to understand is ...

2. Prepare for the role playing game: read the following
drills and expressions you may use in the games.

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

Chairing and leading discussion
Controlling the meeting
Sorry Hans, can we let Magda finish?
Er, Henry, we can't talk about that.

Summarizing
So, what you're saying is ...
Can I summarize that? You mean ...
So, the main point is ...

2. Prepare for the role playing game: read the following
drills and expressions you may use in the games.

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

Chairing and leading discussion
Closing the meeting
I think we' ve covered everything.
So, we' ve decided ...
I think we can close the meeting now.
That's it. The next meeting will be ...

2. Prepare for the role playing game: read the following
drills and expressions you may use in the games.

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

2. Prepare for the role playing game: make sure you
know the duties of each role.

Chair
• Decide objectives.
• What type of meeting
• Is a social element required?
• Prepare an agenda.
• Decide time / place / participants
• Study subjects for discussion.
• Anticipate different opinions.
• Speak to participants.

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

Secretary
• Obtain agenda and list of

participants.

• Inform participants and check:
room, equipment, paper,
materials, refreshments, meals,
accommodation, travel.

2. Prepare for the role playing game: make sure you
know the duties of each role.

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

Participants
• Study subjects on agenda, work

out preliminary options.

• If necessary, find out team or

department views.

• Prepare own contribution, ideas,

visual supports, etc.

2. Prepare for the role playing game: make sure you
know the duties of each role.

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

3. Work in groups, and Role Play for an intercultural
business meeting

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

04

Self-

assessment
Advices from classmates

4. Summary of the role playing

Let's explore

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

05

Let's extend

Discussion

Pre-reading

What makes a good chairperson in Chinese culture?

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

05

Let's extend

2. Structure of the text

Part 1
Para 1-2:
Significance of a chairperson

Para 3-7:
Detailed jobs of a chairperson
Part 2

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

05

Let's extend

3. Critical thinking

1) Which of the following roles does a chairperson

probably play in a meeting?

A. Decision-maker B. Directer / Boss

C. Secretary D. Meeting organizer

E. Reporter

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

05

Let's extend

Critical thinking
2. Define chairperson in your own words, and illustrate
the importance of a chairperson.
A. Chairperson is a person who presides over a meeting,
committee, etc., or heads a board or department.
B. A chairman is a man who is in charge of a meeting or
debate.

3. The roles of a chairperson varies in different cultures.
Share what you know and tell which one you prefer to.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

I. Decide whether the following statements are true
(T) or false (F).

1. T 2. F 3. F 4. F 5. F

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

II. Underline the correct word to complete the
sentences.

1. say
2. sorry, move to
3. agenda
4. talk
5. interesting

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

III. Case Study

Case 1

1.Mexicans are featured with being emotional,
sensitive, uncompromising, and attaching great
importance to face. In this case, the Mexican
manager felt offended because he interpreted the
American manager’s words as a personal insult.
2.(Open answers)

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

III. Case Study

Case 2

Hierarchy is significant in the Japanese culture, in
which challenging or disagreeing with elders’
opinions would be considered as being
disrespectful and is often condemned.
In this case, the grandfather, as a respectable
senior member of the family and the former leader
of the company, obviously overpowered the
inexperienced young chairman.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

III. Case Study

Case 2

In other words, he’s an absolute authority for the
young chairman. On the one hand, the young
chairman must have had his own ideas about how
to manage the company; on the other hand, when
encountered with his grandfather’s dissenting
opinions, he dared not to take a stand against him.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

III. Case Study

Case 2

Apparently, Kyle knows little about the Japanese
culture in this aspect. In many Western cultures,
particularly American culture, seniority seldom
matters much in such situations, and young people
are usually encouraged to challenge authority and
voice their own opinions.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

1.F 2. T 3. T 4. F 5. T

IV. Reading comprehension

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

V. How to organize an effective meeting? Watch a
video, and then answer the question.

（视频时长：0505）

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

06

Exercises

VI.What makes an effective meeting minute?
Watch the video clip and answer the question.

（视频时长：0235）

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

07

Self-assessment

Directions: Use the checklist below to evaluate your performance.
(A-Always; B- Frequently; C- Sometimes; D- Rarely)

Knowledge

A B C D

I know what is intercultural business meeting.

I know the basic elements and etiquette of a
business meeting.

I can illustrate the importance of agenda and a
chair person.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

07

Self-assessment

Directions: Use the checklist below to evaluate your performance.
(A-Always; B- Frequently; C- Sometimes; D- Rarely)

Skills

A B C D

I can get the useful information quickly from a
meeting agenda.

I can make a clear distinction among different
decision-making styles.

I can make a meeting minute in English.

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

07

Self-assessment

Notes for improvements

Draw a face to show how confident you are about this Unit
● Smiley face= ready to move on

● Neutral face = fairly confident

● Sad face = not confident, need to review

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

08

1. Work in groups and discuss different decision-making

styles you experienced.

2. Prepare a meeting agenda for a theme class meeting.

3. Preview unit 4

Assignments

CROSS-CULTURE BUSINESS COMMUNICATION CROSS-CULTURE BUSINESS COMMUNICATION

THANKS