The Lighter Side of China: Business Meetings

“Pay attention to the weather. This serves as the icebreaker in any business discussion!” Early in my China career, this was the friendly tip given to me by a long-time China hand. My friend didn’t elaborate; he just smiled and offered this advice. Well, I soon found out what he meant. In almost every meeting I attended with government officials, the proceedings began with a discussion of the weather. It’s as if “weather icebreaking chit-chat” were a prerequisite skill that cadres are expected to perfect.

“It’s been a very hot summer,” they’ll say. Or: “We have not had enough rain this year.” Or: “The weather is beautiful where you come from.” The Chinese are very humble in discussing such topics, so rarely will the discussion of their local weather be too positive. There is always an element of “We must do better at …” On occasion, the air pollution is discussed, though this depends on the type of meeting. Weather may be apolitical but pollution levels are not.

So there I was in early 1996, preparing for my first government meeting. We approach a room in which very comfortable sofa-like chairs were organized in a U shape. I am briefed by my Chinese colleague in our talking points (none of which include the weather). We are escorted in, seated and asked to wait for our government counterpart to arrive. Moments later, the official shows us and is seated next to me at the top of the U. My colleagues are lined up on my side of the U, his assistants on his side. We’re there to talk about a partnership in helping Chinese companies with their branding efforts.

He sits, looks forward, then turns to me and proclaims, “It’s been a cold winter. How long have you been in China?” I answer, “I have been here seven months now. I am from Michigan, so this is only moderately cold for me.” The official goes on to explain which years in China had been really cold, and what years had been warm. This fills up the first several minutes of the meeting. I don’t really have a response for all of this, but I do finally understand what my friend meant by an “icebreaker.”

The discussion of the weather subsides, and the official asks me about our company. I describe what we do and for whom we do this, and then quickly cut to the point: “We would like to work with you to offer this to Chinese companies under your leadership.” The official reflects on my comments, says that the companies under his leadership need to improve, looks to his colleague to the right and says, “Lao He, please follow up to make sure this happens.” We were 45 minutes into the conversation and we had finally heard the crucial comment that flagged what would come next. It also marked the “wind down” point. “Thank you for coming and for suggesting such a partnership,” the official concluded. And then added, “And please do keep warm this winter.”

My official training for conducting meetings in China had not prepared me for discussions of meteorology. On the other hand, the failed weathermen and women out there may want to consider a business career in China.

I realized that Chinese business meetings would be unlike those I had experienced before and that I needed to be flexible.

For example, when my boss fell asleep on me repeatedly during my presentations, I told myself I must not take this personally. Certainly I needed to make my presentations more lively, but I saw him doze off when others presented as well – it wasn’t just me. In fact, one day, after watching him get very involved in the details of a colleague’s plan, I realized that his relaxation during my discussion was a gift. His comfort level served as a reassurance that he was comfortable with my plan. Now I have become fixated on lulling him into a trance during meetings. I begin my presentations very soft-spoken, just like I did with my kids when they were very young and I wanted them to sleep. I am thinking about inserting music into these sessions, the same stuff they use in spas: soft chirping birds, running water and a bit of a hum.

I also don’t get worked up when the people I am meeting with have their noses buried in their computers or answer their phones during my meeting. It has become standard fare, the corporate culture of many emerging Chinese companies; given the pace of China’s growth, many people seem to feel this is acceptable. I certainly don’t condone this behavior from my staff, but I am far from insisting that the others we are meeting with follow my rules. Again, flexibility here is important.

I do expect my staff to do the due diligence on who will be attending our meetings and the expected agenda. I have learned the hard way that if a client’s most senior representative will be present at a meeting, you either bring someone of equivalent stature or cause everybody to lose face. Getting people of equivalent levels sitting across from each other is of the utmost importance. I once failed to be present at a meeting which was attended by the president of the client company; he stormed out and my staff were scolded for wasting his time. When I showed up to the next meeting, he scolded me as well. The lesson: Eliminate the guesswork; simply ask in advance who will be attending the meeting.

I once attended a meeting with a Chinese state-owned enterprise to review a creative campaign. We entered a huge conference room where 50 people were seated around at a massive circular table. I nearly needed binoculars to see the people across the way. Between every two people was placed a microphone, and every person in attendance was given the chance to critique our campaign. Not even the best creative can stand up to the criticism of 50 managers, each of whom is hoping to find their place in their organization. Thick skin is important here.

The most important advice I can share, though, is to find out if a baijiu drinking session is in order. If a banquet has been planned to conclude the meeting, beware. You will probably be toasted with the famous Chinese liquor, which to my palate tastes like jet fuel, and it will only take a few “bottoms up” cheers to get you truly toasted. And trust me, a baijiu hangover is like none you have never experienced before. One thing is certain, though, at the end of an extended baijiu session and that is this: the weather outside will become irrelevant.

Photo: sereneindia.net