How NOT to manage an international meeting

Effective communication and management in international meetings are crucial for achieving the desired outcomes and building successful business relationships. However, there are several common mistakes that can reduce the effectiveness of these meetings, so in this article, I’m going to relate to a few points highlighting how NOT to manage a meeting with overseas participants. 1. 𝐍𝐞𝐠𝐥𝐞𝐜𝐭𝐢𝐧𝐠 𝐂𝐮𝐥𝐭𝐮𝐫𝐚𝐥 𝐃𝐢𝐟𝐟𝐞𝐫𝐞𝐧𝐜𝐞𝐬: One of the biggest mistakes is ignoring the diverse cultural backgrounds of your foreign business contacts. Different cultures have varying communication styles, norms, and expectations. Failing to understand and respect these differences can lead to misunderstandings and discomfort. To avoid this, take the time to research the cultures of your overseas partners and adapt your approach accordingly. 2. 𝐏𝐨𝐨𝐫𝐥𝐲 𝐓𝐢𝐦𝐞𝐝 𝐌𝐞𝐞𝐭𝐢𝐧𝐠𝐬: Scheduling a meeting at a time that is inconvenient for some participants due to time zone differences is a surefire way to create frustration. Always consider the time zones of your overseas contacts and choose a time that accommodates as many of them as possible. If that's not possible, consider rotating meeting times to distribute the inconvenience fairly. 3. 𝐈𝐠𝐧𝐨𝐫𝐢𝐧𝐠 𝐋𝐚𝐧𝐠𝐮𝐚𝐠𝐞 𝐁𝐚𝐫𝐫𝐢𝐞𝐫𝐬: If your meeting involves non-native English speakers, don't assume that everyone is equally proficient in the language. Using complex jargon or speaking too quickly, particularly over an internet platform such as Teams, Zoom or Skype, can lead to misunderstandings and disengagement. Speak clearly, avoid idiomatic expressions, and provide materials in advance to help participants prepare. 4. 𝐎𝐯𝐞𝐫𝐥𝐨𝐨𝐤𝐢𝐧𝐠 𝐓𝐞𝐜𝐡𝐧𝐨𝐥𝐨𝐠𝐲 𝐂𝐡𝐚𝐥𝐥𝐞𝐧𝐠𝐞𝐬:  Following on form the previous point, distant participants might encounter technical issues such as poor internet connections, incompatible software, or language support problems. Ignoring these challenges can disrupt the flow of the meeting, so always perform a technical check ahead of the meeting or have a technician on hand, to offer support for issues as they arise. 5. 𝐃𝐨𝐦𝐢𝐧𝐚𝐭𝐢𝐧𝐠 𝐭𝐡𝐞 𝐂𝐨𝐧𝐯𝐞𝐫𝐬𝐚𝐭𝐢𝐨𝐧: In some cultures, it is customary for the meeting leader, senior personnel or chairperson to dominate the conversation. However, in multicultural meetings this approach may discourage others from sharing their valuable insights. Encourage all participants to speak and actively engage in discussions. In conclusion, managing meetings with international participants requires a careful and considerate approach. By taking the above points into account and adopting a more inclusive and adaptable approach, you can ensure that your international meetings are productive and fruitful for everyone involved.