Doing Business With Germans

How To Get Started – Part Two March 14, 2009

Please also read Part One.

Yes, uhm, well, uhm…

When you are invited to a business meeting in Germany, you can expect that – unless it is cleary on an informal basis – serious business is being discussed. Germans are known for being quite thorough. They usually know the topic more or less by heart and have a deep knowledge of their part on the subject. And they expect the same of you. Since you will know why you are having this meeting, you should by all means also be properly prepared for your part on the subject of discussion. In case you have called for the meeting yourself, you should take the lead and open the discussion. (Further down below, there will be more informations on how to meet and greet.) 

Effective presentations = essentials only!

At first, you should be sure that everyone has had to get acquainted with one another. If that has not yet happened, make sure you do it now so that everyone at the table knows the names and the functions of the participants.

Next, you may want to briefly summarize what the meeting is about and what your expectations are with regard to what the result of the meeting should or could be. It will be helpful to ensure with the main participants (normally, the decision makers) that your expectation also matches with theirs.

With this, you will ensure that every attendant will know, right from the start, what the meeting is all about and what they will be taking with them afterwards. In case this is necessary, also make sure to mention that the minute writer (minues are an essential part of a business gathering) will also produce an action list, which will reflect all open items dicussed during the meeting and which need to be worked on by some individuals.

If you are required or expected to give a presentation, you may use Powerpoint slides, which are quite common in Germany, too. I recommend to use those slides only as supporting material. They should contain only the high level issues. All details should be coming from yourself in a free speech type of communication as else the participants would tend to only stare at the text of your slides rather than just taking a short glance and then turn back their attention to what you are saying. On the internet, you can find various resources which give hints as to effective usage of powerpoint presentations (e.g. on WebConferencingZone.com.) Try to avoid distracting effects, such as flying-in lines and all sorts of sounds.

In order to give a professional impression, your slides should be designed based on a so-called slide master, i.e. all slides should have the same basic design. If you use slide masters, you also save a lot of redundant work. The slide master should reflect your corporate identity / corporate design.

Make sure all the informations you have in your notes as well as on your slides are double or triple checked and that you have all background informations on them as well. You may need them to answer very specific questions on details. Be prepared: Germans can go into very much detail. And they expect you to be able and answer them in a professional way and, if possible, off the top of your head.

Before the participants depart at the end of the meeting, you should give them the possibility to pick up a copy of your presentation and / or notes so that they also have something which can refresh their memories even days and weeks after the meeting. However, if you distribute them at the beginning or during the meeting, there is a chance again for distraction. If participants ask you to do so, make sure to refer them, in a friendly manner, to the printouts they will receive at the end of the meeting and, of course, also the minutes. The latter will be appreciated via e-mail.

Practical advice: Make sure to find out, even a few days prior to the meeting, which technology will be available at the venue. In many cases, you should be able to use a projector, but also ask if there will be a computer which you can use or if you should bring your own. In case a computer is a available, store your presentation and all material you want to distribute on a USB stick which you can then just plug into the slot of the computer present at the venue. You may also want to know if, in case of need, technical assistance is available at the venue so that any unforeseen technical problem does not lead to undue delays of the meeting.

Read soon in Part Three how to greet and (get) introduce(d) at the beginning of a German business meeting.

This article is part of the blog, Doing Business With Germans