Working together with Asian companies has become more and more popular in recent years. For a lot of companies, being present at numerous exhibitions is the only chance to connect and discuss business face to face with their Asian clients and prospects.
We all know that good relationships with your business partners can lead to golden business. But, what if you suddenly cooperate with partners from another country, with a different culture, language and norms? You don’t need to take a language course right away, but showing your counterpart that you adapt easily to their culture is a big step to closing a deal. Do you need help with that? Find below five important matters to consider if you are planning to work together with Asian companies.
1. The Etiquette of Business Cards
Exchanging business cards is a very important ritual in Asian culture. Print your business cards before the start of the exhibition, in English on one side and in the local language on the other (if possible). When you exchange business cards you must hand them over with both hands and with your name facing the other person. It is also a form of respect that you take a look at the business card of your potential client whenever you receive it. Don’t put it away without looking at it or handle it disrespectfully by throwing it directly into your briefcase!
2. Friendship Before Business
Building a relationship with your clients before you start talking about business it’s crucial. The most common mistake Western people make when doing business with Asian companies is getting straight to the point and closing the deal in a single meeting. This is not the way of doing business in Asia as it usually takes a little longer to come to an agreement.
Asian businessmen may also wish to socialize before having a business meeting. Propose a dinner with enough time in advance to ensure your clients haven’t made any plans. Pick a nice location and make a reservation as it can get crowded in hospitality during a large expo. When invited to a meal, take your time to get to know your Asian counterparts.
What is also common in the Asian culture is to bring family members or friends who are unrelated to the dinner, so…do not be surprised! You will be asked a lot of personal questions as your companions will try to get to know you. Use this chance to befriend their family and friends and share your personal life too.
3. Use of Hierarchical Structure
Asian companies usually adhere to the hierarchical structure and decisions are made in a top-down manner. If you meet several people from the same company, it is important to consider this. Start by greeting the most senior person and continue down the line. The same goes for your clients or prospects: they must greet the eldest person first. Don’t be afraid to introduce them to the eldest person present as it is a well-seen gesture.
Speak to the person who is in charge of making decisions within the company. You may sometimes need to talk to a company representative who will then convince their boss to meet you. Don’t reject these team members as Asians are more inclined to trust people around them.
4. Punctuality & Client Recognition
Western people tend to be more understanding when it comes to arriving late, they know that certain inconveniences may happen. Asians, on the other hand, see it as a mark of disrespect to keep them waiting. They will create a negative image of your company which would make it difficult to move forward in terms of business. Being on time, or even being too early, shows respect and interest in the other party.
If you are at your booth in the exhibition and you have planned a meeting with one of your Asian clients, make sure you are punctual on your meeting schedule and have finished your previous meetings when they arrive at the booth. Inform all your staff members that an important client is about to arrive, so they are not confused with a regular expo visitor. You can also share a picture or description of the client so your team can easily spot them and direct them to the meeting room whenever they arrive.
5. The Art of Gift-giving
A meeting with your Asian counterpart is an opportunity for golden business! For that, seize the opportunity and get some branded items ready. Make sure your client is well served with coffee, drinks and snacks during the meeting. If the exhibition is held in a foreign country, research what is traditional in the city where the event takes place and offer it. If the event takes place in Brussels, you will win your client over if you offer some chocolates!
In Asian culture, gift-giving is an art. Giving gifts stands for the desire for a meaningful and long-term business relationship. If you want to make a good impression, it is certainly advisable to bring some gifts for the clients you will meet, ideally from your home country.
Nevertheless, handing in presents is not as easy as it sounds, especially if the person receiving them is of Asian origin. There are some things you should take into account such as superstition in numbers and certain objects that bring bad luck. Find below some of the basic rules you must follow in some Asian countries.
Rules of gift-giving in Taiwan, China and Singapore:
- Clocks and watches represent the countdown of the recipient’s death.
- Scissors or knives symbolize breaking a relationship.
- Go for red flowers instead of white ones because they have a strong connection with the idea of death.
- The number 4 is seen as unhappy so never gives 4-part gifts.
- Keep in mind that many Malaysian are Muslim and therefore do not drink alcohol or meat that is not Halal.
- Before accepting the gift, it is the norm to refuse it a couple of times.
Rules of gift-giving in Vietnam:
- Never give handkerchiefs or black objects, this can be interpreted as a bad omen.
- Don’t give yellow flowers or chrysanthemums because they symbolize death.
- Wrap your gifts in colorful paper because most bright colors stand for enthusiasm, love, balance and happiness in Vietnam.
Rules of gift-giving in Thailand:
- Marigolds or carnations are associated with funerals.
- Do not use green, black or blue wrapping paper because these are used at funerals and in mourning. But choose gold and yellow instead, as they are considered as royal colors.
Rules of gift-giving in Japan:
- Do not give white flowers as these are associated with funerals.
- Give gifts in odd numbers, but not 9 because that is an unlucky number.
Last but not least… Take off your shoes! If you get an invitation to visit your newly gained client in their home country or you go to close the deal post-event remember to take off your shoes! Outdoor shoes are considered unclean. When entering a house or sometimes even an office, it is usual to take off your shoes at the door. There are often slippers provided to walk around in but make sure your socks and tights do not have holes in them.
It’s time for you to apply all the described tips if you want to do business with an Asian company. Impress your Asian clients with your culture-knowledge and… close that deal!
Read more about another culture and Impress your Latin-American Business Event Partner!
