Meeting Preparation and Etiquette in China

Cultural Adaptation and Pitfall Avoidance for Business Negotiations. By integrating these guidelines, you can navigate China’s business etiquette with cultural sensitivity, enhancing the likelihood of successful and respectful negotiations.

Ⅰ. Meeting Scheduling

1. Avoid Monday Mornings for Critical Meetings
   • Chinese companies often hold internal meetings or weekly planning sessions on Monday mornings. Scheduling major external meetings during this time may lead to unpreparedness or rushed discussions. Opt for Tuesday to Thursday instead.
2. Space Out Consecutive Meetings
   • Refrain from arranging back-to-back meetings. Chinese business meetings prioritize thorough communication, and breaks between sessions allow participants to stay focused and demonstrate respect for each other’s time.
3. Build in Flexibility
   • Include buffer time between meetings (e.g., 30 minutes). Discussions may naturally extend due to detailed exchanges, and flexible scheduling prevents conflicts.
4. Preferred Timing
   • Prioritize weekday mornings (Monday–Thursday) and avoid Friday afternoons (some companies leave early) or pre-holiday periods.

Ⅱ. Seating Arrangements and Business Card Etiquette

1. Seating Principles
   • Left or Right Precedence: In China, the left side (facing the door) is often considered prestigious, though regional variations exist. Follow the host’s lead.
   • Host-Guest Separation: Hosts and guests sit on opposite sides of a rectangular table, with the main negotiator in the center and senior executives seated to the left.
   • Round Tables: The seat farthest from the door is usually reserved for the most senior participant.
2. Business Card Exchange
   • Presentation: Offer and receive cards with both hands, ensuring the card faces the recipient. After receiving a card, place it in a cardholder or inner jacket pocket—never leave it casually on the table, in a trouser pocket, or folded—to show respect.
   • Card Design: Use bilingual business cards with the Chinese side presented face up to demonstrate cultural awareness.

Ⅲ. Cultural Adaptation of Presentation Materials

1. Language and Format
   • Provide materials in Chinese or include Chinese summaries with key data to facilitate understanding.
   • Use simple charts and real-case examples to highlight collaboration benefits, avoiding overly technical jargon.
2. Colors and Symbols
   • Incorporate red (auspicious) for headings or accents, avoiding white (mourning) or black (solemnity).
   • Steer clear of religious or political symbols (e.g., crosses, national flags).
3. Content Focus
   • Emphasize long-term partnership visions and mutual benefits rather than short-term gains.
   • Reference Chinese proverbs or idioms (e.g., “合作共赢” for win-win cooperation) to build cultural rapport.

Ⅳ. Pitfall Avoidance Tips

1. Sensitive Topics to Avoid
   • Refrain from discussing politics, religion, or Taiwan-related issues; focus strictly on business.
   • Avoid criticizing Chinese policies or social practices to maintain neutrality.
2. Non-Verbal Communication
   • Maintain a friendly smile and moderate eye contact, but avoid prolonged stares.
   • Use restrained gestures; never point at others or make discourteous hand movements.
3. Building Relationships
   • Chinese business culture values “Guanxi” (relationships). Plan informal gatherings (e.g., dinners, tea sessions) before or after meetings to foster trust.
   • Be patient in nurturing partnerships; avoid rushing into agreements without establishing rapport.