GB4800 German Language and Culture Tools

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GB4800 GermanLanguage and Culture
ToolsBusiness Communication

• Jutta Ulrich

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Business Communication

• I. Social Conventions
• II. Meetings
• III. Speaking / Discussion Styles
• IV. Oral and Written Presentations
• V. Written Correspondence
• VI. Telephone Interaction

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I. Social Conventions

• 1. Appointments
• 2. Introductions
• 3. Dress Code, Posture
• 4. Offices and Space
• 5. Refreshments
• 6. Gifts
• 7. Making Conversation

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1. Appointments (1)

• The Calendar
• 2. April 2002
• Tuesday Week 14
• Office / Visiting times
• Monday Friday 8-5 (8 17 Uhr)
• Lunch 1213 Uhr or 13-14 Uhr
• Making Appointments
• In advance confirmation not necessary
• Specify agenda

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1. Appointments (2)

• Vacation Times
• Winter 24 Dec.-3 Jan.
• Summer June / July / August
  6 weeks staggered
• Holidays
• Easter Monday, Pentecost Monday, 1st and 2nd
  Christmas day, New Years 1 January
• 1 May (Labor), 3 October (German Unity)

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2. Introductions (1)

• Names, Titles
• Mr./Mrs. academic title family name
• Frau Krause Frau Doktor Müller
  Herr Schmitt Herr Professor Lange
• Formal forms of you and verb
• Haben Sie Zeit? Wie geht es Ihnen?
• Informal address for children, friends, family,
  animals, God. Other uses are insulting. Hast du
  Zeit? Wie geht es dir?

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2. Introductions (2)

• Introducing oneself
• Family name, handshake
• Business card often later
• Personal Space
• Northern European, North America close enough
  for handshake, but not closer
• No touching of body other than hand

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3. Dress Code, Posture

• Dress Code
• Neat, modern, business casual
• Colorful and varied, esp. for women
• Industry specific
• Posture
• Conservative, closed legs crossed at knee (not
  at ankle), arms below shoulders
• Standing / sitting straight

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4. Offices and Space

• Offices
• Open, with or without dividing walls
• Doors closed, locked at night
• Receptionist / guard at entrance but often no
  receptionist in departments or on different
  floors knock / walk in
• Space
• Visitors should not adjust chairs or other
  furniture (even if awkward)
• Decorative items can be admired.

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5. Refreshments (1)

• Snacks
• Coffee, water, juice no water fountains
• Vending machines, cafeteria
• Alcohol
• With meals (beer, wine)
• Sparkling wine (Sekt) to celebrate
• Smoking
• Widespread observe no smoking signs

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5. Refreshments (2)

• Lunch
• Company cafeteria (Kantine)
• Local restaurant (short lunch)
• Restaurant
• Regional specialty
• Small talk, cultural topics
• Private Invitation
• Rare informal or formal

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6. Gifts (1)

• Business Meeting
• Small company memento (pen)
• Book, cultural/regional item (more established
  relationship)
• Private Invitation
• Cut flowers
• Wine specialty from home
• Customers
• Company memento (calendar, pen) or memorable
  item meals

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6. Gifts (2)

• Media, press
• Gift / memento
• Employees
• Formal arrangements / contractual a year end or
  Christmas bonus 13th salary
• Company wide gift / memento
• Personal choice for boss, secretary
• Personal choice for co-workers

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7. Conversations (1)

• Small Talk
• Limited in the business environment no German
  word
• Greetings, perfunctory check on journey, hotel,
  arrival
• At meals little conversation about business
• Company information
• History, location
• Size, products

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7. Conversations (2)

• Topics
• Local and regional culture and history
• Events, customs, holidays
• Foods, weather
• Traveling, destinations
• Museums, exhibitions
• Local sights

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II. Meetings

• 1. Location
• 2. Length
• 3. Seating
• 4. Agenda
• 5. Moderator
• 6. Interaction

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Meetings (2)

• 1. Location
• Office, conference room
• Tour of the premises
• Restaurant
• 2. Length
• Predetermined
• Structured

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Meetings (3)

• 3. Seating
• Side by side cooperative
• 90 degree angle/corner conversational
  appropriate for problem-solving
• Opposite sides of table competitive, inhibits
  problem-solving
• 4. Agenda
• Predetermined
• Structured

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Meetings (4)

• 5. Moderator
• Participates in discussion
• Calls on speakers if necessary
• Responsible for agenda and timing
• 6. Interaction
• Lively, can get loud and seemingly heated
• All can speak, speaker can address anyone
• Issue focused, questions, criticism

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III. Speaking Styles

• 1. Polite language formal address, family name,
  subjunctive verb forms
• 2. Frequent use of please (bitte), thank you
  (danke), excuse me (Entschuldigen Sie)
• 3. Lively, can get loud and seemingly heated
• 4. All can speak, speaker can address anyone
• 5. Issue focused, questions, criticism

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IV. Presentations

• 1. Oral presentations
• Media
• Style formal, serious,
• Content details, history,
• Audience Interaction
• 2. Written Documents