How to communicate with someone who doesn’t speak your language well
As managers increasingly employ people from diverse cultural backgrounds and pursue global markets, they will inevitably be required to communicate across language barriers. Learning to speak the languages of one or two other countries would certainly help but would never eliminate the problem. Here are some helpful hints to increase your flexibility when having to communicate with someone from a foreign culture…
1. Do your homework.
If you have advance warning of an important meeting, find out all you can about expected attendees - their cultures, their languages, their companies. No one expects you to be an expert, but you could buy a book on the culture and language of the other country. You will impress your guests or hosts when they see that you have made the effort. Although interpreters may be available, think carefully about introducing a third party - particularly without the consent of the people you are planning to meet.
2. Test for understanding.
The people you are meeting may have developed ‘survival skills’ and may use common phrases in your language. Ask them whether they do - either in your language or theirs. You can, of course, create a favourable impression if you at least attempt to use their language, even in the most elementary way. Many books are available containing the most commonly used sentences and phrases.
3. Be patient.
Meeting and communicating will be equally as challenging for the other person, so progress slowly to avoid confusion and frustration. Remember, most meaning will be communicated nonverbally; impatience will be easily detected. The speed at which you progress will be dictated by the other person, and you will become aware of that speed if you’re patient.
4. Note the responses.
The response to your communication will indicate the meaning the other person attaches to what you’ve said. If the response is not what you expect, your message has probably not been understood. Begin again, speaking slowly and clearly, making certain that you do not raise your voice.
5. Avoid jokes.
An attempt at humour may be misunderstood; it may even be taken as a joke at the expense of the other person. Seek eye contact with him or her, smile, use open-hand gestures, mirror posture, but never attempt to provide comedy. When in doubt - don’t.
6. Chunk-down.
Break instructions into smaller, more manageable pieces. Provide the information slowly enough for it to be understood. It is far better to get your communication right the first time than to have to repeat it.
7. Seek feedback.
Don’t be afraid to stop occasionally and ask, ‘Do you understand what I am saying?’ or ‘Is what I am saying clear?’ A blank response will convey information about the meaning attached to your communication efforts. Remember, response is meaning.
8. Be aware of your nonverbal messages.
You can’t not communicate, so ensure that your nonverbal messages - gestures, eye contact, use of space - harmonise with your message. All people are acutely aware of incongruence between what is said and what is communicated non-verbally. Remember too that, in some Asian countries, making eye contact could be considered disrespectful. Staring or pointing could also be regarded as offensive. And in some countries, our simple thumbs-up signal for 'A-OK' is an obscene gesture. Be aware!
9. Avoid the no-no's.
If you've done your homework, you will be aware of some of the ‘no-nos’ for particular cultural groups. Avoid our jargon and slang, and certain topics of conversation - religion, politics, and personal issues.
As well, interaction can be difficult. We can sometimes be seen as rude, pushy, assertive, and impatient. In other cultures, people may prefer to hint at what they mean, will not communicate bad news or rejection, and will tell you what they think you want to hear rather than what they actually believe. Competition is valued in some cultures, collaboration in others. It is difficult to encourage people to behave in ways that contradict their cultural conditioning. Be prepared to learn, adapt, and adjust.
10. Consider taking lessons.
If you find that expanding business interests require you to hold frequent meetings with business people whose first language is different from yours, or if many of your employees are from another country, consider learning their language and their culture. You will be pleasantly surprised at the developments that have occurred in language teaching - even since your school days. So try it.
