Doing Business in China - Making the most of the free trade agreement

In this section:

› Understanding meeting protocols
› Understanding seating arrangements
› Understanding speaking protocols
› How to end a meeting
› Where to from here?

Understanding meeting protocols

Meetings normally begin with small talk such as your positive experiences in China and of Chinese people, the weather and travel. Once people feel comfortable with each other, talk turns to more formal business matters.

It's helpful to have prepared some notes on your hometown, city and company. You should also arm yourself with knowledge about China and the places you're visiting. You can share this knowledge during conversation, perhaps by seeking confirmation about something you've read or heard.

Understanding seating arrangements

Formal meetings in China usually take two forms - participants either sit in a semi-circle in armchairs, or around a conference table. Meetings where participants are seated in armchairs tend to be less work orientated. The armchairs are arranged in a horseshoe shape (see diagram below). If the Chinese side is hosting, the Chinese host will take the seat at the left hand side at the centre of the horseshoe, while other Chinese participants will be seated on the left hand side of the semi-circle.

The most senior New Zealand guest will be escorted to the right hand side of the centre of the horseshoe, and the remaining New Zealand guests will be seated on the right hand side of the semi-circle.

Interpreters normally sit behind the host and chief guest and interpret for their respective side.

If you are the host, consider hiring a formal meeting room in a hotel. This can be expensive, so make sure the meeting warrants the expense.

If you are the meeting host, you should arrange to have your delegation sit on the left hand side of the semi-circle, like this:

Where there is formal business to discuss, meetings will often take place around a conference table. Seating will normally be allocated by name cards. Generally, the delegation leaders face each other at the centre of the table and other participants alternate in order of seniority toward each other, like this:

Understanding speaking protocols

Discussions are primarily between the two leaders, although either may elect to include others in the exchange. Select one person - usually a senior team member - to be your group spokesperson.

Meetings begin with the introduction of the delegations. The Chinese side (if hosting) will then launch into a reasonably long and formal introductory presentation. The discussion normally begins with general issues, before turning to more specific topics.

The New Zealand delegation is expected to reciprocate, and the chief guest should prepare key messages for delivery.

Some Chinese people are not used to directly saying “no”. Instead, they may respond with “I'll look into it” or “I'll see what I can do on this”. Certain phrases such as “It can be inconvenient”, “I am not sure” and “maybe”, may in fact mean “no”.

Think about your own strategies for saying “no”. You don't have to come out with direct answers. Be non-committal or evasive if the situation calls for it.

The key messages from the Chinese side may be delivered rather late in the meeting.

How to end a meeting

If the Chinese side is hosting, they will normally signal the end of a meeting by referencing the busy schedule of your delegation, or an appreciative remark about how good the discussion has been. Your interpreter and senior leader should listen carefully for those comments.

If you're not the host, then there is generally no need for you to take the initiative to bring the meeting to an end (unless the discussion is dragging on unproductively or you have another commitment to go to).

At the end of a meeting, a simple handshake and goodbye ('zaijian' in Chinese) is enough. If it is the first formal meeting, gifts may be exchanged at this time or at lunch/dinner if there is one. Guests are expected to leave before the hosts.

Where to from here?

Learn how to negotiate in China.