Keep to the facts to reach your goal

In terms of business, the Dutch are very similar to Germans. You will always score with friendly, businesslike behavior. But the following rules of etiquette should be especially heeded:

• Appear punctually to your business meetings
• Prepare well
• Make sure you proceed in a well structured and goal-oriented manner
• Do not bargain when negotiating, but make clear, well founded statements
• Dress appropriately; elegant and conservative clothing is recommended for business meetings
• Distribute business cards only if requested

In addition, it should be noted that Dutch companies have flat hierarchies and that teamwork in companies is highly valued – including teamwork across hierarchical levels. This can be felt as far as the negotiating table.

Retaining the appropriate level of distance

Even the shift from a reserved to a more casual form of address – which often takes place quite early on in a business relationship – is not meant to eliminate distance in business affairs, but only to simplify communication. And invitations to a business lunch or dinner are not necessarily invitations in the sense that they may be in other countries. In the Netherlands, each person frequently pays for his or her own meal on such occasions. And small talk during meals or similar circumstances – especially when made by Germans – should skirt topics like World War II. It goes without saying that unfriendly remarks about Dutch royalty should never be made.

AirPlus-Partner Europcar has collected an overview of basic rules of etiquette when dealing with Dutch business partners. It is available under:

http://www.europcar.de/EBE/module/render/businessknigge

The following situation still irritates Jörg Wuttke – despite his 18 years of experience in China: at a business meeting, it was reported that a common friend had just died. His Chinese business counterpart broke into laughter. “Even though I knew,” says Wuttke, who is now the President of the European Chamber of Commerce in Beijing, “that laughing can be the Chinese way of expressing embarrassment, and that this man’s reaction was an honest attempt at defusing a delicate situation.”

A manager at VW tells another anecdote – this one amusing – about a meeting he had in China with some business partners five years ago. He met them in a restaurant and ordered “white wine”, or in Chinese, “bai jiu”. A major error! For one, it’s important to know that in China, a glass must always be full – i.e. it is constantly refilled. For another, one must always follow the command “peng” – roughly “cheers!” or “chin chin!” – and drink along with everyone else, in order not to offend one’s table-mates. Above all, however, one must not be deceived by the still common translation in many dictionaries of “bai jiu”: “white wine” is actually schnapps, which is drunk in great quantities especially in Northern China. And here, reports the manager, it is not unusual in the least that every Chinese person at the table wants to “peng” individually with a Westerner.

“China has a culture that – if one is unfamiliar with it – has a myriad of pitfalls that can block successful investments,” explains consultant and China-expert Engelbert Boos from The China Management Network in Beijing. In addition to formal and legal questions, table manners and negotiations are the first hurdles.

Nobody should be annoyed, for example, when Chinese slurp and chew their food loudly – while simultaneously smoking a cigarette or talking with their mouths full, for example. But they react exceptionally repulsed to see someone blowing his nose and then putting the handkerchief back in his pocket. While loud noises when eating, or the custom of filling one’s plate with so much food that it can’t possibly be finished are meant to signalize courtesy and wealth, cleaning one’s nose is considered so improper that it is best done in the bathroom. And another thing that should be avoided at all costs is crossing ones chopsticks, putting them down separately, placing them in the rice bowl – or worse – waving them.

Chinese culture is oriented to harmony. Punctuality is thus a factor that is decisive for business success. In addition, one should have an adequate excuse if one only wants to eat certain things or does not wish to drink alcohol. Reference to a medication that does not permit one to consume alcohol with, for example, is a good argument for getting around (often extensive) rounds of drinking without offending the host. Whoever smokes must never neglect to offer everyone present a cigarette before lighting up one of his own.

Drinking to the health of others – as in most cultures – also has important ritual significance. A polite person holds his own glass somewhat lower than that of his counterpart. In addition, he holds it with two hands (especially when toasting with older or superior persons). One hand holds the glass normally, while the other hand is placed underneath the bottom of the glass.

Maintaining harmony is also the reason that the Chinese will passionately discuss just about all possible subjects (except politics), but are always careful in the end to make sure that everybody is right. In addition, it is taken for granted that every form of criticism is formulated diplomatically. If the interpreter has done badly, it would be emphasized how many other responsibilities he most definitely has. If a business idea doesn’t go over well, it is accentuated how many other (good) ideas the initiator has had until now. One should generally avoid looking one’s counterpart too persistently in the eyes (as is common in Western countries), or shaking hands too forcefully. These behaviors are not considered as an expression of strength and decisiveness, but as impolite.

Normally, business cards are exchanged before the beginning of a meeting. This should be done with a slight bow while handing the business card to the partner with both hands. The lettering, incidentally, should be facing up. When taking a card, nothing should be written on it, and it should likewise not be put in a pants pocket. This could be interpreted as an insult.

It is also important to heed the symbolism of colors, objects and numbers! The number 4, for example, is associated with death, while 8 is a lucky number. Red packing or envelopes are favored because they express luck. Just as in other cultures, gifts are always welcome. No flowers should ever be presented, however, because they are only brought in cases of death.

Chinese businesspersons are very oriented to hierarchies. When one appears as a delegation, it should be clear who the group’s spokesperson is. One can generally recognize the hierarchy of a Chinese negotiating group by the order in which its members enter the room. A strong negotiator is someone who shows determination and even toughness – without risking that his counterpart loses face.

Harmony is decisive in negotiations as well. Businesspersons should thus avoid saying “no”, and first answer by emphasizing the positive. Smiling can be classified at most as a signal for listening; it does not necessarily indicate assent.

And one last tip: anyone to talks to Chinese business partners must have a lot of patience. Because directness is disapproved of, managers must frequently put up with torturously slow negotiating rounds.