Business Correspondence: Topic-Cross Cultural Communication

Business Correspondence
Topic- Cross Cultural Communication
Name Of the students
Kirti Katara (17)

Yash Deorah (32)
Keshav Maheshwari (33)
Gaurav Jhawar (36)
Atishay Bansal (52)
Aman Maheshwari (55)
Harshvardhan Tyagi (63)
Submitted To-
Dr. Shweta Awasthi
Introduction
• Cross cultural communication refers to the communication
between people who have differences in any one of the following:
styles of working, age, nationality, ethnicity, race, gender, sexual
orientation, etc. Cross cultural communication can also refer to the
attempts that are made to exchange, negotiate and mediate
cultural differences by means of language, gestures and body
language. It is how people belonging to different cultures
communicate with each other.
Continued…
• Cross cultural communication has been influenced by a variety of
academic disciplines. It is necessary in order to avoid misunderstandings
that can lead to conflicts between individuals or groups. Cross cultural
communication creates a feeling of trust and enables cooperation. The
focus is on providing the right response rather than providing the right
message.
• When two people of different cultures encounter each other, they not
only have different cultural backgrounds but their systems of turn – talking
are also different. Cross cultural communication will be more effective and
easier if both the speakers have knowledge of the turn taking system
being used in the conversation (For example: One person should not
monopolize the conversation or only one person should talk at a time).
Importance of Cross Cultural Communication
• Globalization
• Business Opportunities
• Job Opportunities
• Improves the contribution of employees in a
diverse workforce
• Sharing of views and ideas
• Talent improvisation
• An understanding of diverse market
LarayBarna’s Sources of Miscommunication
in Cross Cultural Exchanges
1) Assumption of similarities : This refers to our tendency to think
how we behave and act is the universally accepted rule of behaviour.
When someone differs, we have a negative view of them.
2) Language Differences : Problems occur when there is an inability

to understand what the other is saying because different languages
are being spoken. Talking the same language itself can sometimes
lead to discrepancies as some words have different meanings in
various contexts, countries or cultures.
3) Nonverbal Misinterpretation : The way we dress, the way we

express ourselves through our body language, eye contact and
gestures also communicates something. A simple gesture like
nodding the head is considered to be YES in certain cultures and NO
in other.
Continued…
4) Preconceptions and Stereotypes : Stereotypes involves putting people
into pre-defined slots based on our image of how we think they are or
should be. It may consist of a set of characteristics that we assume that all
members of a group share. This may be true or may be false. But
stereotypes may lead to wrongful expectations and notions. A
preconceived opinion of another can lead to bias and discrimination.
5) Tendency to evaluate : Humans tend to make sense of the behaviour

and communication of others by analyzing them from one’s own cultural
point of view without taking into consideration why the other person is
behaving or communicating a certain way.
6) High anxiety : Sometimes being confronted with a different cultural

perspective will create an anxious state in an individual who does not
know how to act or behave and what is considered to be appropriate (For
example: A Japanese man and an American having a business meeting
where both are unsure of the other’s cultural norms).
Blocks to Cross Culture
Communication
• Ethnocentrism
– Inability to accept another culture's world view, "my way
is the best."
• Discrimination
– Differential treatment of an individual due to minority
status, actual and perceived. e.g., "we just aren't equipped
to .Serve people like that."
• Stereotyping
– Generalizing about a person while ignoring presence of
individual difference. e.g., "she's like that because she's
Asian – all Asians are nonverbal”.
• Cultural Blindness
– Differences are ignored and one proceeds as though
differences did not exist. e.g., "there's no need to worry
about a person's culture.
• Cultural Imposition
– Belief that everyone should conform to the majority; e.g.,
"we know what's best for you, if you don't like it you can
go elsewhere."
• Tone Difference
– Formal tone change becomes embarrassing and off putting
in some cultures.
Precautions In Cross Culture Communication
• Slow Down
• Separate Questions
• Avoid Negative Questions
• Take Turns
• Write it down
• Be Supportive
• Check Meanings
• Avoid Slangs
• Watch the humor
• Maintain Etiquette
How to resolve Conflict
• The parties must specify what they find offensive
in each other behavior
• They get an understanding of other party’s
cultural perception
• They learn how the problem would be handled in
the culture of the opponent.
• They develop conflict solution.
• Learn about other cultures.
• Altering organizational practices and procedure.
STYLE OF CROSS CULTURE
COMMUNICATION
• HIGH CONTEXT- High context implies that a lot
of unspoken information is implicitly
transferred during communication. People in
a high context culture such as Saudi Arabia
tend to place a larger importance on long-
term relationships and loyalty and have fewer
rules and structure implemented.
• LOW CONTEXT- Low context implies that a lot
of information is exchanged explicitly through
the message itself and rarely is anything
implicit or hidden. People in low context
cultures such as the UK tend to have short-
term relationships, follow rules and standards
closely and are generally very task-oriented.
BUSINESS AT HIGH CONTEXT-
• Misunderstanding when exchanging information

• Impression of a lack of information
• Large amount of information is provided in a non-
verbal manner, e.g. gestures, pauses, facial
expressions
• Emphasis on long term relationships and loyalty
• ‘Unwritten’ rules that are taken for granted but
can easily be missed by strangers
• Shorter contracts since less information is
required
BUSINESS AT LOW CONTEXT-
• All meaning is explicitly provided in the

message itself.
• Extensive background information and
explanations are provided verbally to avoid
misunderstandings.
• People tend to have short-term relationships.
• People follow rules and standards closely.
• Contracts tend to be longer and very detailed.
COMMUNICATIONAL SKILLS
Here are some simple tips to help you improve cross-cultural
communication:
• Slow Down- Even when English is the common language in a cross-cultural
situation, this does not mean you should speak at normal speed.
• Slow down, speak clearly and ensure your pronunciation is intelligible.
• Separate Questions-Try not to ask double questions such as, "Do you want
to carry on or shall we stop here?"
• In a cross-cultural situation only the first or second question may have
been comprehended. Let your listener answer one question at a time.
• Avoid Negative Questions- Many cross-cultural communication
misunderstandings have been caused by the use of negative questions and
answers.
In English, we answer 'yes' if the answer is affirmative and 'no' if it is
negative. For example, the response to "Are you not coming?" may be 'yes',
meaning 'Yes, I am not coming.'
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Business Correspondence

Topic- Cross Cultural Communication

Name Of the students

Kirti Katara (17)

2) Language Differences : Problems occur when there is an inability

3) Nonverbal Misinterpretation : The way we dress, the way we

5) Tendency to evaluate : Humans tend to make sense of the behaviour

6) High anxiety : Sometimes being confronted with a different cultural

• Misunderstanding when exchanging information

• All meaning is explicitly provided in the

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