Conduct a Meeting of People from Different Cultures

Conducting Cross-Cultural Meetings 🌍

Cultural Dimension	Example Behaviors in Meetings	Possible Impact on Participation
Communication Style	Direct debate vs. indirect suggestions	Some may feel attacked or unheard
Attitude Toward Hierarchy	Juniors silent unless asked vs. open contributions	Voices of junior members may be missed
Approach to Time	Strict punctuality vs. flexible start/end times	Frustration or confusion about timing
Feedback & Disagreement	Open criticism vs. private or subtle feedback	Reluctance to share concerns publicly
Relationship Building	Jump straight to business vs. socialize first	Some may feel rushed or disconnected

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Building Relationships Before Meetings visual

"Getting to know the personalities on your team is sound management practice in any culture, but it becomes absolutely essential when your team spans different countries." This isn't about creating cultural profiles—it's about understanding how each person's background influences their meeting participation and what support they might need to contribute effectively.

Consider a team member from a hierarchical culture who's reluctant to provide feedback to a senior colleague. If you want them to speak up in a meeting, you need to talk with them beforehand and strategize on how they can adapt their behavior.

Forging bonds and fostering trust among team members before diving into business discussions is essential. Investing time upfront to build emotional connections, such as sharing meals or talking over drinks, gives team members opportunities to get to know each other beyond their professional roles. This relationship building helps create psychological safety that transcends cultural barriers. When people genuinely know and trust each other, many cultural differences that appear in the workplace matter far less.

Additionally, learning about how different cultures handle disagreements helps you navigate conflict more effectively. In some countries, saying "I disagree" is seen as very aggressive and could damage relationships, whereas in others, disagreement is viewed as an opportunity to strengthen relationships through intellectual engagement.

Setting Clear, Culturally-Respectful Expectations ⚖️

Creating protocols and establishing norms at the beginning of your meetings gives everyone a clear framework for participation while respecting cultural diversity. It’s important to clearly communicate your expectations and how meetings will be conducted. This clarity helps some participants feel comfortable stepping outside their usual cultural norms, while also ensuring that others do not dominate the discussion based on their own cultural habits.

Take punctuality as an example. Some of your colleagues might come from cultures where time is fluid and starting 15 minutes late is normal, but you need meetings to start and end on schedule for practical reasons. You need to demonstrate that you understand different cultural behaviors while explaining why punctuality is critical for your team's success. "Structure and protocol can override or supersede cultural norms" when necessary. If you want to ensure participation in brainstorming sessions but some colleagues come from reticent cultures, institute rules that everyone follows—such as asking "everyone to go around the room and spend two minutes describing their point of view on a particular problem."

Before meetings, ask team members to email their ideas and thoughts, which can then be grouped by theme and shared when everyone is together. This approach focuses the discussion on ideas rather than individuals, making it less personal and more comfortable for those from cultures that tend to avoid open conflict. Here's how this might look in practice:

Jessica: I noticed during our product review meeting that you seemed to have concerns when Ryan was discussing the testing timeline, but you didn't voice them. Was there something on your mind?

Milo: Well, yes, but I didn't want to challenge Ryan directly in front of everyone. In my culture, that would be disrespectful.

Jessica: I understand completely. How would you feel about sharing your concerns in writing before our next meeting? I can present them as discussion points without attributing them to anyone specific.

Milo: That would be much better. I have serious concerns about the testing protocol, but I need a way to express them without seeming confrontational.

Jessica: Perfect. Send me your thoughts by Thursday, and I'll incorporate them into our agenda as "points to consider." That way, we can discuss the ideas themselves rather than who raised them.

Milo: Thank you. This makes it much easier for me to contribute meaningfully without violating my cultural values about respect and hierarchy.

This exchange demonstrates how creating alternative channels for input respects cultural differences while ensuring valuable perspectives aren't lost. Jessica understands that Milo’s silence isn’t due to a lack of insight, but rather his desire to avoid open conflict out of respect for cultural norms around hierarchy and disagreement.

You might also consider breaking up large groups into smaller subgroups where people feel safer contributing, or explicitly rotating who speaks first to prevent the same dominant voices from setting the tone. Remember that in many cultures, the formal meeting is not the place to hash out ideas but rather for putting a stamp on what's already been decided in pre-meetings. Recognizing this, you might need to be flexible about your process and understand that "the tough stuff is done off-line, one-on-one" in many cultural contexts. This awareness helps you design meeting structures that accommodate different cultural preferences while still achieving your business objectives.

By understanding and adapting to cultural differences, you can create meetings where everyone feels respected and able to contribute. Use these strategies to surface hidden concerns, balance diverse communication styles, and set clear expectations that work for your team. As you move forward, practice designing meeting protocols that honor cultural diversity while keeping your business goals on track. In upcoming sessions, you’ll practice these skills to build your confidence.

Conduct a Meeting of People from Different Cultures

Conducting Cross-Cultural Meetings 🌍

Join the 1M+ learners on CodeSignal

Building Relationships Before Meetings 🤝

Setting Clear, Culturally-Respectful Expectations ⚖️