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Follow the Protocol when Visiting a Chinese Supplier

16 February, 2008

Succeed in making business in China go throught the fact of knowing how to control technical aspects of the operations as well as the knowledge and active participation to a local protocol that has his specificities. 

 

At a time when the whole world is watching it and when all experienced buyers remark that it has entered an intense phase of modernization, China still remains a country that is deeply attached in its traditions, its cultural habits and its relational protocols, reflects of an identity and a mentality built on misknown basis in our european societies. Taking it from there, who says industrial and social modernization cannot talk about a westernizations of the customs. Moreover, in a current context that pushes us all to try the commercial chinese adventure, Chinese suppliers are facing an important number of potential customers, and are therefore now allowing themselves to choose their clients upon criterias that are nowadays no longer only financial criterias. The one who ignores Chinese cultural differences and doesn’t really care about the protocol obligations will then gain with lots of difficulties its favorite position in his supplier’s eyes. Finally, for all buyers going to China, there is indeed the official protocol, but there exists as well the informal relationships that sometimes have equal importance for the Chinese people, which we will see here too.

 

First of all, when you meet up with a Chinese person, he will always appreciate that the first word you say is in its language because that will simply make him… laugh !! Say to him a joyful « Nihao ! » that means « hello ! », he will surely respond that you Chinese language is perfect and that he is very surprised that you speak so well his language that is so difficult for foreigners ! You can shake hands at the same time, as Chinese people who are used to working with foreigners also have taken this habit, however do not be surprised if some of the Chinese who are not so used to meeting foreigners have a very shy hand-shake, as they are more used to simply say hi ! and lifting a hand up. 

 

Then comes the famous ritual moment of business cards exchange. Think about coming to China with a big pack of business cards to distribute over without moderation. If you are in China, you’ll be able to be provided with simple business cards for a few euros at all printing shops. Giving and receiving business cards must always be done while standing, with two hands and by slightly bending over, as a sign of respect. If possible, your card – if given simultaneously of receiving the one from the Chinese person – must be presented under his, once more to show him deep respect. Commonly speaking, business cards shall be exchanged according to each company hierarchic order, from the top management to the others.

 

Next, it becomes more and more common that the Chinese call their foreign visitors by using « mister », « madam » or « miss », nevertheless their habit among themselves is to call each other by their title or position in the company if their title is high enough ranked, followed by their last name. In example, we would call mr Zhang who is the manager of the company’s factory « Manager Zhang », but we would call the commercial staffs « Miss Wang » or « Mister Li » if not directly by their first name. Etiquette being a major element of protocol and presentations, it is therefore even more important that you rank in the company is high, and on the other hand you will frequently hold business cards with the most improbable titles that would not even exist in our country, as they are based on the typical chinese concept of task over-sub-division. You will find in example a pyramid made of the Factory ‘s director, followed by the vice-director of the factory, the right-hand of the factory’s director, the chief of production, the vice-chief of production, the first assistant of the chief of production, etc. In Europe, not all of us write down his title on his business card, but if you go to China it is recommanded to have bilingual (or at least English) business cards so that the Chinese can read the position you occupy in your company. 

 

Then, you’ll probably be directed to the meeting room of your potential supplier. In modern factories, you’ll be offered sodas and bottled water, or traditional tea; in other factories, you’ll be offered hot water or tea only. Good manners in China require that even if you’re not thirsty or even if you dislike what you are offered, you must at least accept to receive it and thank them for that, and then pretend you’re drinking it or just drink one sip of it (except if it is in a bottle). Thank you is said « xiexie ». Drinking Chinese tea remains however a very peculiar part of the protocol if it is served with a traditional tea set (composed among other items by tiny cups in which you can drink only one to two sips). The host generally spends the whole duration of the conversation drinking, preparing and pouring tea for himself and for you, as the little contenance of the cups must make him extremely active and hard-working on the process, to show you how much he cares about you as a client and guest. As long as your cup is full, you’re spared. If your cup is empty, tea will be poured again within the instant. If your cup is half full, tea will be poured again so that all remains warm. It is quite frequent that you have to cheer (…with tea !!) with your host, this can absolutely not be the object of a polite refusal. Although when the Chinese person pour tea again in your cup you can drink whenever you feel like, but when he invites you to cheer you can’t escapte the obligation.  

 

If youare visiting your manufacturer in the morning time, it is more than obvious that he is going to invite you over for lunch at exactly twelve o’clock. Meals and time for meals are the main activities that give the rythm to the day of a Chinese person, and it is seen as crazy to jump over one meal. You shall therefore accept to go for lunch with your manufacturer, and actually it is a very good opportunity to learn more about him on a more unformal level. Indeed it is the occasion to talk a bit about work, but also about their family, their big car, their vision of Western people and customers,e tc. In other words, anything that could feed the conversation with more intimacy the next time you have to meet up. It is nice to chat with humour with the Chinese, however avoid jokes and funny dtories as we definitely do not have the same level of humour neither the references, and you would risk to create an embarassing atmosphere. 

 

The food will be chosen by the host, as for the drinks you may have no other choice but tea and local beer. According to your resistance to alcohol, you shall make a decision beforehand on whether you feel like spending the afternoon flying over our planet or you prefer keeping your feet firmly down on earth to catch all details of the afternoon business talks. Same as for the tradtional tea, the Chinese person who entertains you will always have the extreme politeness to never let your glass empty, and to invite you to cheer a huge number of times to welcome you in China ! If you want to show him that you are interested in the local culture, there exists a very simple way to do so, which is « verify » something that you think you have learnt. In example, when a Chinese is serving you a drink, you can replace the word thank you by the fact of hitting one or two fingers on the table several times, when your host is watching you of course. Then ask him whether it is the right way to express thank you in China, and try to find a comparison with something similar in your country, if you know anything like that. In general, the Chinese guy will appreciate your “wide knowledge about China and its customs!!

 

If you just concluded a deal, or if you just solved big issues, or simply if you have to stay over night in the city where your supplier works, you will probably be invited to spend your evening in a typical Chinese karaoke, or in a bar or club. As well for lunch as for dinner or the night in a bar, you can try with all your strength to pay the bill, but you will never succeed ! The Chinese people will always be faster to jump on the bill and will never let you have any access to your wallet. Nevertheless, give it a try for being polite, this will create a new game between you and him. If you smoke, accept to smoke one of his cigarettes, and offer back one of yours on the next turn. When offering a cigarette to a Chinese person, one shall not offer it in the pack but one shall actually take two cigarettes out of the pack and present them to the Chinese, one for him and one for you, but taken out together. 

 

Try to remember all these Chinese habits when you visit a supplier, but do not worry too much as he will guide you all the way through his customs step by step. The most important thing is to do all that is possible so that he likes you, and that has to go through accepting all the rituals.

Sophie Rebibo - Consultante Objectif Chine - sophie.rebibo@objectif-chine.com

 

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One Response to “Follow the Protocol when Visiting a Chinese Supplier”

  1. test | Objectif Chine on April 22nd, 2008 16:59

    […] Follow the Protocol when Visiting a Chinese Supplier Ici […]

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