Whether you have been a participant in many international meetings or looking to host your first one, there is always a chance for improvement. An international meeting usually represents a valuable opportunity for your business, but there is also a great deal that could go wrong. This guide is here to help you learn all you need to know to host a successful international business meeting.
1. Use Transcription Software
Communication can be a challenge that is even more complicated when holding an international business meeting. Using translation and transcription software can help you to improve the quality of communication in your international business meeting. Having this technology up and running in a meeting allows you to record everything that is being said so you can accurately refer back to it when you are working later.
2. Think About Time Zones
One of the biggest challenges you will face when you are trying to organize an international business meeting is finding a time that works for all parties. One way to get around the difficulties of time zones is to send out a survey to find out what time would work best for everyone. Finding out what time works best for all parties will help you to organize more easily, to suit everyone’s preferences. Alternatively, you might find that there are conflicting preferences, which can be solved by alternating future meeting times.
3. Be Culturally Aware
Running a successful international meeting does not only involve making the right practical arrangements but taking the time to be culturally aware too. This is because businesses run differently across the world, with individual countries and cultures having their own preferences and traditions.
You must take the time to research a little bit about how different cultures conduct business meetings. Learning more about cultural differences and increasing relevant cultural awareness will help you ensure that you can develop the most respectful business relationships.
4. Set Up Your Technology Early
Sometimes technological breakdowns cannot be avoided, but the chances of frustration and communication breakdown can be reduced by preparing your technological set-up early. Before your international meeting starts, you should take the time to check your network connection, your video, and audio to avoid any technological issues.
5. Find the Right Video Software
Finding the right video conferencing software is vital for ensuring the success of your international business meeting. There are a few factors that go into finding the right video conferencing software. For example, you should consult with other parties to find out what software they prefer using. If you use a video conferencing software that other parties are not familiar with, you risk potential technological issues as people try to work out how to use the new system.
Taking the time to find out what your international partners prefer, what time works for them, and what they are comfortable with will pay off. Remember that an international business meeting takes longer to prepare for than a local meeting, so make sure you properly set up arrangements for success.