Sooner or later, all professionals face the task of attending a business meeting. It’s part of the job. There are always things to discuss, problems to solve, ideas to share, and projects to carry out. But it’s not always easy, especially if we’re talking about an international meeting.
We get it! This international meeting probably means you’re growing your business and your career. And that can be scary; you don’t want to ruin it.
You’ll be talking about important matters with fellow experts from other countries, languages and cultures. It’s totally normal to be nervous. But just know that there are things you can do to conduct the meeting in a great way and to be more prepared for it.
Here are some tips on how to prepare for an international meeting. You’ll impress fellow attendees and feel more comfortable during the whole gathering.
Choose the Language
If it’s an international meeting it means the attendees will be from different countries and, most likely, speak different languages. If this is the case you must choose the language in common, so everyone can communicate effectively and understand everything.
It’s very possible that the language will be English, because it’s a very common language for business. After all, it’s one of the most spoken languages in the world. So, many people know it and many use it for their work life.
It would also be nice if you ask the people that will attend for ideas on which language should be spoken in the meeting. Maybe most of the attendees are Japanese, and you also know the language, so that would be an option.
Make sure every single person in the meeting knows whichever language you’re choosing. So no one feels lost and overlooked.
If you give out resources during the meeting, like brochures, they could be in the native language of each attendee. Just for better understanding and comfort.
For example: If there’s a French, a German, and a British, the meeting could be in English. But the resources and material you give them could be in their mother tongue.
Research the Work Cultures
During an international business meeting, it can be hard for everyone to be on the same page when it comes to work culture. Because there are many different views on this matter and cultural differences. But by researching each one, you can come to a middle point where everyone feels comfortable.
So, we recommend you research the cultures of all the attendees, especially the work culture. Of course, you won’t become a professional of their cultures, but you can learn the most important things.
Such as how they greet people at work, how they say goodbye, their stand on punctuality, things they find disrespectful during office hours…
This way you may be able to greet and dismiss everyone in a respectful way for them. And not say anything you know they won’t like at all. For example: If they really despise unpunctuality, avoid arriving after the set time and preferably get there 5 minutes before it.
They’ll feel more respected and will see that you care.
We encourage you to email all the information you find on work cultures to each attendee, so everyone gets informed. Of course, let’s still keep in mind that everyone is different. And, for example, maybe someone says “hi” as a greeting, and it doesn’t mean they’re being unserious.
The main focus is to keep cultural sensitivity and cultural awareness throughout the whole gathering.
If the meeting is in a different country to yours, this step is a must.
Plan, Organize and Give Structure
For any business meeting you need to plan properly and organize everything. Even more so when it comes to international meetings. Because there will be different people from different countries and languages.
International meetings can often mean there are many people, not just a couple of entrepreneurships.
So you need to organize in great detail, so it’s not a chaos and everyone is listened to and understood. And, especially, you can achieve all the objectives you have for that meeting.
This is also part of planning a meeting: Always create one or more objectives for the meeting. What do you want to achieve, discuss, get out of that business session? But make sure they’re not a lot of goals, so they’re achievable in the time that you have.
You must also organize the structure of the meeting. What are the main points you’ll talk about? What’s the beginning, middle and end of the presentation? What’s the introduction going to be about? How much time do people have to talk?
This way, even though there can always be inconveniences, you’ll have a handle on the meeting. And it won’t be messy.
Prepare Your Resources
Are you going to give a presentation? Give out some supplies, like booklets, documents, or printed graphics? Or use any kind of material and resources? Then, prepare them with anticipation!
If you leave that to the last moment, you run the risk of forgetting something, not doing the right research, or producing low quality material. You don’t want to give a bad impression, right? So better be prepared.
Review the Topics
During a meeting there can be one or more topics to be discussed. And since there are many different experts, maybe each one will take the lead in a different talking point.
Even if you’re already an expert in your area, it never hurts to study your subject matter more. Or review the notes you’ve created to support you during the meeting.
This is just so you’re more than ready for any questions and debates that may emerge.
This is especially important if the gathering is going to be hosted in your second language. Because even if you already know it very well, sometimes we can mix words, forget vocabulary, and stutter.
So practice business jargon and the terminology of the topic you’ll present. As well as the vocabulary from your notes. So your presentation and the conversation flow.
Research the Names and Roles of Everyone Involved
If you’re attending a business meeting, you probably already know the names of the people that are going to be there. But don’t take it for granted. If it’s an international meeting and there are going to be many professionals, you might not know a few.
Always ask who is going to attend, and research their full names and what they do. This way, you can greet them formally and with the proper business etiquette. They’ll feel respected.
Most importantly, if there’s a name you don’t know how to pronounce, research that and practice the pronunciation.
Practice the Language
So you all just chose the main language you’ll be communicating in during the meeting. Perfect! Now make sure to practice it before the actual meeting. If it’s not your first language, of course.
If you do this, you’ll be able to handle conversations and debates more easily. You’ll have better fluency when it’s time to speak, and your vocabulary will be wider.
We’re sure you already have those skills in your second language. But if you don’t practice it daily or commonly, it can get rusty. And that’s okay just practice your speaking, listening, reading, writing, and vocabulary every day before the meeting. Especially your conversation skills. You’ll sharpen your skills.
You must also make sure that the employees under your charge that will also attend the meeting also practice the language. This way, they’ll also make a good impression and will be able to share their ideas.
So practice, practice, practice.
Conquer Your Next International Business Meeting with Great Language Skills
If you’ve crossed your to-do list all the steps above, you’re almost ready for your international meeting. But you still have to practice your second language, so you sound truly fluent while doing business. Good news! Fluency Corp is ready to help you and your work team!
We offer corporate language classes with native teachers for you and your employees! That means that all of our lessons are customized to your job and language needs.
Tell us, do you need words and phrases for the corporate world? Or is it preparation for a business presentation? Do your employees need accent training? Cultural understanding, maybe? Or do you need to learn some idioms? Whatever it is, we can help!
Plus, through the Bellieu Method in which we base our classes, we encourage students to speak using what they’ve learned. IN EVERY SINGLE CLASS! This is the best way you’ll achieve language fluency.
But what about the languages? Is your meeting in English, Spanish, French, Mandarin, or any other? Don’t worry, we have classes in more than 10 languages!
Just choose between our online or onsite lessons. Then, contact us for a free consultation!
