Why do you think we communicate differently with someone from another country

The problem with written communication is we lose some of the advantages of a face-to-face or even a phone conversation. We do not see the people sending or receiving the message, nor do we even hear their voice. This leads to a lot of opportunities to misinterpret the tone or intention of a message and even how the receiver interpreted it.

It doesn’t mean the email or IM has to be the weakest link in global communication, but it does mean it needs greater attention – especially when communicating across different cultures.

Alyssa Bantle, our Intercultural and Language Services Curriculum Manager, says: “Before writing or even reading an email, it is important to consider the culture of the person you are communicating with. What type of communication do they respond best to? How might their cultural background affect the way they read or understand an email? If English is their second language, how can you make the message clearer and easier to understand?”

Here are Alyssa’s cultural tips on how to write, receive and respond to emails across different cultures:

Writing global emails

1. In some cultures like Hong Kong, IM is the norm between colleagues – even if they are only a few desks away. Try not to see this as ill-mannered or an indication of what they think of you.

2. Also, in many Asian cultures a detailed email is preferred to a phone call. The written format gives them a chance to really understand the content, and pull in anyone they need to make the decision, get the information from, etc.

3. Many cultures prefer a pre-scheduled time or at least a quick check by IM or text to see if a phone call is not interrupting anything.

4. With very relationship-oriented cultures like Brazil, Colombia or Italy, treat your written communication more like a face-to-face interaction versus a transaction or task to be completed.

5. In many Latin American cultures like Mexico, communication is often wordy, indirect and formal. This is due to requiring more context and background when communicating. And also, indirectness and formality show respect and politeness in those cultures.

6. Most importantly, always remember: norms are not absolutes. Never forget to consider each person and situation as unique and “new.”

Reading and responding to emails

1. You will save yourself lots of time and stress if you just give the writer the benefit of the doubt. Remember, they might not be native speakers. Even if someone has great English, those cultural nuances of the tone and wording of a message are so difficult to master.

2. Tap into what you know about the communication norms of that culture and that person. If you do not know the cultural norms, look them up online (use a few sources and check they are reliable!) – or ask a friend or colleague who is from that culture or has worked with that culture.

3. Use a different medium: if it was a series of IMs or texts, try an email where you can carefully craft the message. Or maybe this culture prefers face-to-face interactions. In that case you could try a video call or even just a phone call.

4. If confused, admit it and ask for clarification. A great way of doing this is stating: “I want to make sure I understand correctly, could you explain/ do you mean?”

5. Many indirect cultures like India and Japan, value relationships, hierarchy and not losing face. As a result they tend not to give you a clear “no.” This is especially the case if you are the client, the boss or if they do not know you well.

6. Bring culture and personal preferences into the conversation: it can be so helpful to just share what your communication style is and that you realize there are other equally valid ways. For example, admitting to a relationship-focused colleague from Spain that you tend to communicate in a direct manner, especially where there is an issue to resolve, can do wonders in taking the emotion and frustration out of a miscommunication.

Misunderstandings are common between native speakers of the same language, Imagine what more it will cause to people with different language or cultural group. With continuous globalization, these kinds of problems may arise. That is why cross-cultural knowledge is now becoming a must. So, here we will discuss 4 important keys to effective cross cultural communication:

RESPECT

Respect is the first key to effective communication. Etiquette and good manners should never be forgotten. Do not be selective on who you give your regards to. This means that you should be respectful to everyone not just to people who you perceive as having a higher status than you. Keep in mind that we have different cultural values than others, but basic values of respect are universal. Just put yourself in their shoes and think how you would like to be treated in that situation and you’ll do just fine.

AWARENESS

Each culture greatly influences the way people think, see, speak, listen and understand. Even in the way they act, cultural values plays a big part. It is a huge advantage for you if you know a second language because it will be easier for you to understand that individual who belongs to a certain cultural group. If not, at least try to make an effort to learn their culture as much as you can. Our cultural differences plays a big role in this part. Some expressions and gestures differs from one cultural group to another. Some gestures we are accustomed to may be insulting to others. For example, many nationalities view eye contact as a sign of respect when talking to someone but for some it is not that important. Many differences like these may cause conflict especially in our workplace. That’s why it would be better if we understand how to manage these differences.

LISTEN

Hearing is not listening. When you listen, you have the intention or the conscious effort to process the meaning of the words that is being said to you. By doing this, you give the person you are talking to, the time for him to finish what he or she needs to say before you begin.

But it is also important to listen to him/her with an open mind. Keep his/her cultural background in mind. Does he/she mean what he/she says exactly or not. Most English speaking countries tend to be more specific and direct, these are called low-context communicators, while some are high-context communicators which tends to be more elaborate. It is better to be mindful of the non-verbal gestures or cues from high context communicators to effectively understand them.

ACCEPTANCE

Sometimes it is not enough to listen to someone. It is much better if you comprehend what they really mean. And accept the fact that we have cultural dissimilarity. If we accept these differences, the more we will be able to communicate to them properly. Many global leaders use interpreters when dealing with other nationalities but the potential for misunderstanding grows. That’s why adapting to this challenge is necessary. Cross cultural knowledge is essential to anyone’s growth and success. Accept that cultural disparity are not barriers, just challenges that we have to welcome and find ways to work with.

So, those are the 4 keys on effective cross-cultural communication. Remember those tips to guide you on resolving cultural conflicts, issues and problems. But remember, this does not stop in just learning a new language, it is a continuous acquisition of knowledge and skills in making good relationship to members of other cultural groups.

At English Express and other Crystal Learning language schools, we see language, first of all, as a tool.

Every small improvement makes a difference immediately. You may never be perfect, and that’s ok. Even native speakers make mistakes. But as you become more confident in your ability to communicate in English, you’ll see the benefits.

We strongly believe that confidence is built through doing. That’s why our teachers will always encourage you to take the next step. Speak out, and try to speak out faster.

Practice and application are more important. To improve your conversational skills in English, you need to “do more” and “understand less”. That’s why we focus on practical topics that you can apply at the office the next day.

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