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Business Meetings It is a good idea for the most senior person on your team to enter first so that he or she is the first to greet the most senior Malaysian. This gives face to both parties as it demonstrates respect towards the Malaysian and shows that you respect hierarchy within your company. It is customary for leaders to sit opposite each other around the table. Many companies will have their team seated in descending rank, although this is not always the case. Expect the most senior Malaysian to give a brief welcoming speech. You need not reciprocate. There will be a period of small talk, which will end when the most senior Malaysian is comfortable moving to the business discussion. Meetings may be conducted or continue over lunch and dinner. Meetings, especially initial ones, are generally somewhat formal. Treat all Malaysian participants with respect and be cautious not to lose your temper or appear irritated. At the first meeting between two companies, Malaysians will generally not get into in-depth discussions. They prefer to use the first meeting as an opportunity to get to know the other side and build a rapport, which is essential in this consensus-driven culture. http://www.kwintessential.co.uk/resources/global-etiquette/malaysia.html

Business Etiquette and Protocol

. Business in Singapore is more formal than in many western countries. . There are strict rules of protocol that must be observed. . The group (company or department) is viewed as more important than the individual. . People observe a strict chain of command, which comes with expectations on both sides. . In order to keep others from losing face, much communication will be non-verbal and you must closely watch the facial expressions and body language of people you work with. Building Relationships & Communication . Personal relationships are the cornerstone of all business relationships. . Business is a matter of being tied into the proper network, which is the result of long- standing personal relationships or the proper introductions. . This is a group-oriented culture, so links are often based on ethnicity, education or working for the same company. . Once you are recognized as part of the group, you will be accepted and expected to obey the unwritten rules of the group. . Relationships take time to develop. . You must be patient as this indicates that your organization is here for the long-term and is not looking only for short- term gains. . Always be respectful and courteous when dealing with others as this leads to the harmonious relationships necessary within business. . Rank is always respected. The eldest person in the group is revered. . Most Singaporeans are soft-spoken and believe a calm demeanour is superior to a more aggressive style. . Watch your body language and facial expressions. Business Meeting Etiquette . Appointments are necessary and should be made at least 2 weeks in advance, whenever possible. . The most formal way to schedule a meeting is to write to the person concerned, although most Singaporeans will schedule an appointment by telephone, fax, or e-mail. . Do not try to schedule meetings during Chinese New Year (late January/early February), since many businesses close for the entire week. . You should arrive at meetings on time. Punctuality is a virtue. . There will be period of small talk before getting down to business discussions. . Since questioning authority is a taboo, it is important to encourage questions when after making a presentation and then smile when a question is eventually asked. . Presentations should be accompanied by backup material, including charts and figures. . Never disagree or criticize someone who is senior to you in rank as it will cause both of you to lose face and may destroy the business relationship. . Pay attention to non-verbal communication.

Negotiating . Always send a list of people who will be attending the negotiations and their title well in advance. . Always wait to be told where to sit. There is a strict hierarchy that must be followed. . Business negotiations happen at a slow pace. . Singaporeans are non-confrontational. They will not overtly say 'no'; likewise, their 'yes' does not always signify agreement. . Singaporeans give a respectful pause of up to 15 seconds before answering a question. Do not start speaking too quickly or you will miss the answer. . Be prepared with a mental list of concessions you would be willing to make that would not injure your own business. . Singaporeans are tough negotiators on price and deadlines. . Decisions are consensus driven . Avoid losing your temper or you will lose face and damage your relationship. . If you are signing a contract with ethnic Chinese, the signing date may be determined by an astrologer or a geomancer (feng shui man). Business Cards . Business cards are exchanged after the initial introductions. . Business cards are exchanged using both hands. . If you will be meeting ethnic Chinese, it is a good idea to have one side of your card translated into Mandarin. Have the Chinese characters printed in gold, as this is an auspicious colour. Hand your card so the typeface faces the recipient. . Examine business cards carefully before putting them in a business card case. . Treat business cards with respect. This is indicative of how you will treat the relationship. . Your own business cards should be maintained in pristine condition. Never give someone a tattered card. http://www.kwintessential.co.uk/resources/global-etiquette/singapore.html

Eye Contact: Looking a person in the eyes while they are talking is often considered the ultimate form of respect. Eye contact, or lack thereof, is the first telltale sign of whether you think a person is worthy of your attention. By looking someone in the eyes, you are telling them that what they are saying is important and understood. Body language: How many of us have ever held a meeting to find the other team members slouching in their chairs with their arms folded? This communicates that the recipients are uninterested and may not be paying attention even if that is untrue. The folding of arms says that you are not open to what others have to say, and slouching says that you are bored or discouraged. Tone: This is communicating with your voice when not using words. Through pitch, volume, and inflection, tone of voice provides powerful clues into your true feelings. For example, tone of voice is a quick indicator of sarcasm, confidence, frustration or agreement. Time: Respecting the time of co-workers could be the most important aspect of nonverbal communication in the workplace. Being on time shows respect for others time and contributions. The way a person treats time can show how organized they are or how they regard others. http://thepersimmongroup.com/blog/newsletter/nonverbal-communication-is-powerful-tool-inthe-workplace/

Eye Contact

Employees need to give fellow workers the respect they deserve. By looking someone in the eye, the speaker feels as though the message is being carried through to the recipient. Eye contact promotes understanding and honesty. Often times, if someone does not look the other person in the eye, there may be a feeling of insecurity or dishonesty.

Slouching in the chair signifies a person who may not care about the message being sent. A sloppy posture says that the recipient may not be paying attention or may be purposely trying to distract the speaker. Leaning back in the chair or rocking back and forth shows boredom and a distinct lack of interest in the message. In contrast, sitting up straight and leaning in slightly tells the speaker you are interested in the communication that is occurring.
Office Appearance

Believe it or not, the state of an office also signals communication to co-workers. If a desk is messy and strewn with paperwork, a person glancing at the office may believe the occupant has a cluttered mind and is harried when it comes to work. Saving only the paperwork that will be needed in the future can cut down on the paperwork stack that many people experience. In addition, it is important to remember that only the things that are needed throughout the day need to be on the desktop itself. For example, a stapler, tape dispenser and pencil cup can be permanent fixtures on a desk. Correction fluid, sticky notes and extra notepads can be kept in a draw and pulled out only when needed. An uncluttered, clean desk communicates an organized and neat individual.

Respecting the time of other workers is also a nonverbal form of communication. For those that attend meetings with co-workers, being on time is of utmost importance. Arriving on time shows respect for others time and contributions. Employees who are continually late for meetings and other appointments with co-workers signal that they may not respect their fellow employees time or jobs. For example, someone who is continually several minutes late for an 8 a.m. production meeting shows other employees that it is okay to arrive late and that the employee may not believe his or her time is as important as their time.

Examples of Nonverbal Communication

Jones emphasizes that in our culture eye contact is very important. We learn display rules as children about how to appropriately express emotions and respect. These expressions come into play in the workplace, such as in a job interview. Someone who makes eye contact has open eyes and blinks appropriately, and in our culture this expresses that she is paying attention, Jones says. Preening gestures such as quickly patting your hair or your shirt, are also perceived positively. Behaviors such as gesturing or fidgeting express nervousness, while speaking loudly and quickly expresses aggression.

Power and Dominance

Supervisors display power and dominance by having a larger office or having more space. How a supervisor communicates power and dominance has a huge impact on job productivity, Jones says. For example, if a boss communicates in a distant manner, such as through email, or calls employees into her office and has them sit far away, this can be perceived negatively. In small businesses, the connections among people are far stronger than in a large corporate setting that has more formality, Jones says. People usually work better when they know they are part of the business.

Success as an Employee
As an employee hoping to succeed in your workplace, you should observe the behaviors of other people in the office and try to emulate or conform to them. Also observe how people dress and how fast they walk, says Jones. Notice how people display emotions and what is considered appropriate for the workplace. People with successful careers are really good at maintaining relationships with other people, she says. These people know how to observe and engage other people in a work environment where being able to perceive the feelings and thoughts of others is key.

Nonverbal Communication With Clients - BUSINESS

With clients, the key to good nonverbal communication is observing what the client needs and wants, Jones says. Also, it is important to remember that in the U.S. politeness and friendliness are key behaviors in a business interaction. It is the businesspersons job to pick up on nonverbal cues and facial expressions, or note when a client is increasing physical distance or using blocking gestures, she adds. Clients are satisfied when you can perceive what they want by their unsaid communication, such as posture, tone of voice, voice speed or body position http://smallbusiness.chron.com/nonverbal-communication-workplace-interactions-844.html

Why non-verbal communication is important in Workplace Nonverbal communication is critical to the success of any workplace. It starts from the moment an employee applies for a job and continues through the employment of that particular employee. Realizing the importance of nonverbal communication can promote teamwork, respect and efficiency in any workplace. http://heather-rothbauer-wanish.suite101.com/nonverbal-communication-in-the-workplacea105458

Improve non-verbal communication

To improve nonverbal communication, learn to manage stress

Learning how to manage stress in the heat of the moment is one of the most important things you can do to improve your nonverbal communication. Stress compromises your ability to communicate. When youre stressed out, youre more likely to misread other people, send off confusing or off-putting nonverbal signals, and lapse into unhealthy knee-jerk patterns of behavior. Furthermore, emotions are contagious. Your upset is very likely to trigger upset in others, making a bad situation worse. If youre feeling overwhelmed by stress, its best to take a time out. Take a moment to calm down before you jump back into the conversation. Once youve regained your emotional equilibrium, youll be better equipped to deal with the situation in a positive way.
How emotional awareness strengthens nonverbal communication

In order to send accurate nonverbal cues, you need to be aware of your emotions and how they influence you. You also need to be able to recognize the emotions of others and the true feelings behind the cues they are sending. This is where emotional awareness comes in. Emotional awareness enables you to:

Accurately read other people, including the emotions theyre feeling and the unspoken messages theyre sending. Create trust in relationships by sending nonverbal signals that match up with your words. Respond in ways that show others that you understand, notice, and care. Know if the relationship is meeting your emotional needs, giving you the option to either repair the relationship or move on.