Business Communication: Etiquette, Impressions & Hofstede Models

This essay explores the nuances of Chinese business etiquette, emphasizing the importance of understanding cultural differences for successful international business ventures. It covers key aspects such as greetings, business card etiquette, conversation topics, and dining customs, highlighting the need to adapt to Chinese practices. The essay also examines strategies for making a favorable first impression, including punctuality, appropriate dress, and effective communication. Furthermore, it delves into Hofstede's cultural dimensions model, analyzing potential cross-cultural miscommunications between an Australian businesswoman and a Chinese counterpart, focusing on power distance, individualism, masculinity, uncertainty avoidance, and long-term orientation. The essay concludes with practical adjustments to enhance meeting success, such as planning, emotional control, and encouraging participation, underscoring the significance of well-planned and culturally sensitive business interactions. This document is a student contribution and is available on Desklib, a platform offering a wealth of study resources for students.

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BUSINESS COMMUNICATION
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Business Communication 2
Chinese Business Etiquette
Globalization is on the rise hence there is more need for different people to do business with the
Chinese. Language is vital in bridging international relationship. Expectations on culture and
etiquette in the language are more necessary. Prakash Sethi (2014) asserts that increasing
understandings of the Chinese business culture, their social etiquette aid in averting
miscommunication and misunderstanding. An important rule in understanding and applying the
Chinese business etiquette is when in China, do as the Chinese do (Vollmer, 2012).
On greetings, a handshake is commonly used, but it’s important to wait for the counterpart to
initiate the greeting. When addressing using titles, then it should be done with the title first,
followed by the surname. Exchanging business cards in China is part of introductions since it is
observed as part of the person. While entering meeting rooms, it should be in hierarchical order,
and an assumption is made that the first person walking in the room is the delegation’s head. The
business card should be presented or received by both hands. Shrivastava (2012) denotes that in
China, business cards are treated with great respect, hence while receiving it, it should be placed
in a business card holder and not pocket or wallet. It is advisable that the business card one side
be in English and the other in simple Chinese.
Chinese people open conversations by breaking the ice, using small charts. During
conversations, it is essential to give a favorable impression of and strictly to avoid political
discussions like those related to Tibet, Taiwan, and human rights. In China, it is essential to stay
calm, collected and controlled in body language and movements. The body posture should be
formal and attentive which exhibits respect and control. On decision making according to
(Prakash Sethi 2014), Chinese like lengthy negotiations past the agreed deadline for their

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advantage, therefore the counterpart’s patience is essential. For business meetings, in China,
conservative suits are preferred for the dress code, while bright colors aren't considered. Rank is
critical in China therefore during eating the seniors are expected to dig in first, and clearing plate
is considered that you are not satisfied. Always expect to be served about twenty or more courses
of meals. Therefore, overeating at once will not be possible. Premium delicacies in China may
include dog meat, scorpions, blood, locusts, and snake hence don't be surprised. Shrivastava
(2012) notes that when invited for drinks, don’t be hesitant because during business meetings, it
is part of building a personal relationship and it implies taking part in their drinking culture.
During eating avoid sticking the chopstick straight into the bowl, because such actions are done
at funerals. The person who made invitations pay bills. Chinese people prefer giving a face and
not losing it. It is vital to be keen while commenting using strong negative statements like using
a blunt “No,” it’s better to use “maybe.”
Steps to make a favorable first impression
Business entrepreneurs are aware that growing their businesses are more than just their good
business ideas. According to some studies, the first seven seconds in meeting somebody, that’s
when the first impression is made. No matter how good a business idea or product is according to
Holtz (2015), if a good impression is not made in the first business meeting, then there are high
chances of losing potential business partnerships or investors. Managing personal image and
being aware of business etiquette is a skill to be mastered by those seeking business partnerships
or financing.
Mary should be punctual at the meeting. It will ensure that she doesn’t waste Mr. Lau’s time.
Arriving late to business meetings make the counterpart uncomfortable. On meeting with Mr.

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Lau, Mary should give the right handshake. Diliberto and Brewer (2012) denote that
internationally, handshakes are a professional sign of being polite and when proper, it expresses
confidence. Handshakes in China are accepted with brief eye contact since when too much it’s an
indication of a challenge. Mary should dress appropriately and professionally. Appropriate
dressing codes give a look that you are capable of progressing and make you feel comfortable
and confident. It will make Mary feel presentable and at ease, therefore be in control. Smiling is
important; subsequently, facial impressions are significant while making the first impression.
Through smiling, Mary is capable of associating her brand with positivity, and it will also make
her counterpart feel comfortable around her. Making a small talk put those you meet with at ease
before the meeting starts (Ainsworth, 2014).
Mary should break the ice since this is also a practice of the Chinese business etiquettes. Before
attending and during the meeting, Mary should be informed, upfront and confident. Business
counterparts find you trustworthy if there is an indication that you know something about their
businesses. Researching on your business counterpart submerges you in their business world.
Mary should be capable of being abreast of Mr. Lau’s business to be able to bring common
issues on the table, such as business standards, competitors, and challenges so that to improve
her counterpart’s trust. According to Mann and Ferguson (2015), taking notes during the
business meeting means that you won’t leave out important issues discussed and it also builds
the counterparts confidence. Mary taking notes will be an indication of taking her counterpart’s
words seriously, ensure that they are on the same page and that she’s focused. Speaking clearly
and making eye contact enhances confidence and averts getting overlooked. Speaking clearly
will enable Mary to portray herself in a positive light hence give Mr. Lau reasons to listen to her.
Potential Cross-Cultural Miscommunication (Using Hofstede Models)

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Hofstede’s theory of cultural dimensions entails a basis that surrounds cross-cultural
communication formulated by Geert Hofstede. De Mooij (2010) denote that according to
Hofstede, culture is combined programming that distinguishes a category of people and members
from another. The group of people entails ethnicities, religions, and regions within or across
nations, organizations, occupations, and gender. Hofstede studies identified and validated five
dimensions that were independent. These included power distance, individualism, masculinity,
uncertainty avoidance and long-term orientation.
Power distance - It is the degree of inequality that is accepted and exists between people who
have or don’t have power. Munley (2011) asserts that the main issue is how various societies
handle disparities among people. Between Mary and Mr. Lao, there is power difference and
inequality. Individualism – It is the strengths of ties people have within their community. It is
the inclination for a social framework that is loosely-knit in which people are anticipated only to
take care of themselves plus their close family members. Individualism is characterized by
adopting contractual relationships that revolve exchange of fundamentals. Through Mary’s visit
to China and her intention to do businesses, there will be a contractual relationship that she’ll
create before calculating his profits or loss. In individualism, it is perceived that Mr. Lao would
be more assistive to those he is close to like the Chinese. Hence, Mary would not receive enough
help. Masculinity – It is the distribution of roles among men and women. According to Huang
and Lu (2017), masculinity is characterized by men being tough and concentrating on material
achievement.
Understanding issues related to wealth are considered to be connected to the husband by
women. Men are expected to show their success, be strong and fast. There is a clash of culture in
that Mary is supposed not to be concentrating on material achievement which is investing in

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Australia and China. Uncertainty avoidance – It defines how individuals can cope with anxiety.
It is the extent to which individuals from a society manage forthcoming uncertainty without
undergoing stress. Mary’s plan to meet her counterpart is bound with uncertainty avoidance in
that she isn’t aware if Mr. Lao will turn up or turn down the meeting. Carrying out her business
in China is also not known if it will come to pass. Mr. Lao is not aware if the meeting will
materialize until it does. Long-term orientation – It is whereby the society is trying to maintain
links with their past and at the same time deal with the present and future challenges. It is evident
in life such that, there is existence of unequal relationship among people ensure a society that is
stable. It entails tasks in life that are concerned with virtues such as working hard, acquiring
skills, and being wise. It plays out in Mary’s situation in that she seems to be more persistent
than her counterpart. She also appears to be more futuristic and dynamic mentality the way she
has ventured in business locally and is trying to do it internationally. A mismatch occurs in that
Mr. Lao only does business in China.
Suitable Adjustments to Increase the Success of the Meeting
Meetings can go wrong if nothing gets accomplished during them which may result in
frustrations. Carrying out business meetings involves time and money hence they should be
made a priority for business success (Pickett, 2014). Actions that make business meetings a
success require management before, during and after the meeting.
Mary should plan the meeting. Through planning, she should identify what she intends to
accomplish and establish goals for the meeting. She should ensure she stays on topic that is
supposed to be addressed. She should be calm and polite during the meeting. Diliberto (2014)
asserts that controlling emotions, paying attention to body language and not being rude and

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anxious enable a fruitful meeting. Mary should keep the meeting short and precise by discussing
important issues and asking relevant questions. She should encourage participation during the
meeting by creating a friendly atmosphere for Mr. Lao to feel comfortable. Results are
accomplished when a team pulls together than when an individual tries to push the other, hence
the need for encouraging participation. She should create meeting norms such as switching off or
silencing the phone and respecting her counterpart’s opinion.
Conclusion
In any national cultures, there are numerous subcultures within different regions, industries, and
organizations. It is significant to understand where the different culture falls to tailor
communication appropriately. While carrying out first business meeting, it is vital to leave an
encouraging and first lasting impression. Carrying out business meetings is a useful tool for
enhancing businesses hence the need to make them successful by creating agenda, being
attentive and keeping it short. Well-planned business meetings present achievable results.

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List of references
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Diliberto, JA, & Brewer, D 2012, 'Six Tips for Successful IEP Meetings', Teaching Exceptional
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