For important meetings or negotiations between Chinese and foreign businessmen, an interpreter can play a vital role. In some cases, the Chinese side may provide one, whereas in other cases foreign businessmen may feel more comfortable hiring their own. Even in cases where one or both parties may be able to reasonably communicate in English and Chinese, there are still many advantages to having an interpreter:

• As explained in previous articles, there are many cultural differences between Western and Chinese societies in the meeting and negotiation process.  An interpreter on your side can help you sort through the formalities.
• Many examples and metaphors used in English, don’t translate directly into Chinese and vice versa.  A good interpreter can get the point across by also translating examples and metaphors into something more relevant that can be understood by the listeners.
• An interpreter can help you avoid making common faux pas, by correcting them for you during translation.  Common errors include addressing the listeners with the wrong titles, not displaying enough respect to your hosts or causing someone to lose face.

If you do choose to use an interpreter, here are some common Dos.

• Where there are interpreters for both sides, do let your interpreter translate your remarks and let the Chinese party’s interpreter translate their remarks.  Where there is only one interpreter, they will of course be expected to translate both sides.
• Do limit the interpreter’s role to translating only.  Many businessmen make the mistake of expecting the interpreter to also help out in the negotiating process.  This is also why it is best to use an interpreter who is not a part of your party to begin with, to avoid confusing their role.
• Do limit your remarks to give the interpreter time to translate them properly.  The longer and more complicated your speech is, the more likely there may be omissions or mistakes in the translation.
• Do speak in a clear tone, in the same manner that you would be speaking to someone else in English.  Many people slow down their speech, or raise their voices artificially.  This is usually not required when dealing with a good interpreter.  As well, the listening party will still be observing your body language throughout the process and will be able to read whatever passion and enthusiasm you have in your voice, so focus on those aspects.
• Do try to keep your points as simple and direct as possible, while trying to avoid slang, metaphors or examples that may not relate well in Chinese.  While some interpreters may be able to translate common slang and metaphors on the fly, it is better not to assume that the meaning will be interpreted clearly.
• When speaking, do phrase your lines and speeches at the listening party.  Many people make the mistake of addressing the interpreter, leaving the listening party feeling left out of the conversation.

While there are clear benefits to having a good interpreter working for you, it is also to important to realize that it can be extremely damaging to the meeting or negotiating process, if you have an ineffective translator.  Common ways to recognize a problem with your interpretor include:

• Frequent hesitation on the part of the interpretor when translating your comments
• Constant need on your part or the other party’s part to repeat statements or comments made earlier, due to lack of clarity from the other side
• Lack of understanding of technical terms by the interpreter, resulting in further explanation that slows down the dialogue process
• Frequent additions or clarifications of statements by either side, due to a feeling that their meaning isn’t getting across clearly

When faced with a situation like this, it may be more beneficial to halt the meeting and find a suitable replacement for the interpreter, rather than continue with an ineffective process.
For more detailed descriptions of the points in this article, read “Chinese Business Etiquette” by Scott D. Seligman.

Arranging and having meetings with Chinese counterparts can be a different process than you might see out West. The process is smoother if you already have a relationship with the people beforehand. If they aren’t familiar with you or your company, it is best to provide as much background information as possible. This allows them to decide whether to have the meeting as well as who should take part. This is important, since it means the proper decision makers can attend. Unlike Western meetings, it is in your interest to bring up the subject of the meeting and all issues to be discussed beforehand, so that no surprises are brought up during the meeting. Once again, this allows the other party to prepare their own views in advance of the meeting itself. Not following this protocol may result in your proposals being received with silence, as time would then be needed to consider them in private.

You may find that Chinese meetings are often scheduled at the last minute. Even where a meeting is proposed by either side well in advance of a particular date, the details are still not usually confirmed until just before the meeting. This is done to avoid last minute changes or cancellations.

Once the meeting begins, it is best to arrive on time - not too early and certainly not too late. If you do end up late, be sure to apologize profusely to avoid the impression that there was any intent in your tardiness. When entering a meeting room, it is common for Chinese delegates to follow a rank order with the highest ranking official entering first (especially for meetings involving government officials). Since one on one meetings are usually rare, there may be an entourage of participants. Assume that those not introduced are not part of the decision process, but just present as witnesses or assistants.

Like in Western meetings, it is wise to engage in some small talk in the beginning to build up trust, especially when the parties don’t know each other well. The Chinese prefer to do business with those they know, so it is worthwhile to cultivate this aspect first. You may notice that a few key individuals have been assigned to participate in the meeting, while the rest usually remain silent for the majority of the meeting. After the initial small talk, the host of the meeting will usually welcome the invitees and either present the topic at hand or invite the proposer of the meeting to do so.

The Chinese usually prefer to be on the defensive or receiving side of matters. This allows them to combine their preparation of the meeting beforehand, with time to react to the proposals brought forward by the other party. During the meeting, it is common for Chinese to use grunts or nods as signs of acknowledgment of what is being said during the meeting. Don’t mistake this for acceptance, as it is just a tacid acknowledgment and doesn’t necessarily suggest agreement. Unlike normal conversations, the dialogs in meetings tend to be more structured with each side taking turns. As a result, it is common to let the other party do the talking without interrupting until it is your turn, at which point you can go through their points one by one. During this portion, expect them to take detailed notes that may be referred to on later dates or shared with other parties who may have not attended the meeting. Like in all interactions with Chinese people, it is of crucial importance never to put them on the spot or allow them to lose face.

Towards the end of the meeting, it is best to summarize your understanding of the situation to make sure both parties are clear where things stand. At this point, you can set up a future meeting. The Chinese party’s response here, will let you gauge their interest in continuing things.

Note: For more detailed descriptions of the points in this article, read “Chinese Business Etiquette” by Scott D. Seligman.