How do you coordinate meetings in different office cultures?

1 Know your audience

Before you schedule a meeting, do some research on the cultural backgrounds and communication styles of your participants. Some cultures may prefer more formal, structured, and hierarchical meetings, while others may value more informal, flexible, and collaborative ones. Some cultures may expect you to send detailed agendas and documents in advance, while others may prefer to improvise and brainstorm during the meeting. Some cultures may communicate directly and assertively, while others may use more indirect and polite language. Knowing your audience will help you tailor your meeting format, tone, and content to suit their preferences and avoid misunderstandings.

2 Choose the right platform

Depending on the size, location, and purpose of your meeting, you may need to use different platforms and tools to facilitate it. For example, you may use video conferencing, phone calls, chat apps, or email to communicate with your participants. You may also use online calendars, scheduling apps, or polls to find the best time and date for your meeting. When choosing the right platform, consider the following factors: the availability and accessibility of the technology for your participants, the level of interaction and engagement you want to achieve, the security and privacy of your information, and the cost and reliability of the service.

3 Respect time zones and holidays

One of the most common challenges of coordinating meetings in different office cultures is dealing with time zones and holidays. You want to find a time that is convenient and respectful for everyone, without forcing anyone to work outside their normal hours or miss important events. To do this, you should use a time zone converter or a scheduling app that shows the local time of your participants. You should also check the calendars and holidays of the countries or regions where your participants are based, and avoid scheduling meetings on those dates. If you have to schedule a meeting that is inconvenient for some participants, make sure to apologize and explain the reason, and offer to record or summarize the meeting for them.

4 Set clear expectations and ground rules

Another way to coordinate meetings in different office cultures is to set clear expectations and ground rules for your participants. You should communicate the purpose, objectives, agenda, and duration of your meeting in advance, and ask for confirmation and feedback from your participants. You should also establish some ground rules for the meeting, such as how to join, how to mute and unmute, how to ask questions, how to share documents, how to give feedback, and how to follow up. You should also be mindful of the cultural norms and etiquette of your participants, such as how to address them, how to use gestures, how to show respect, and how to avoid offense.

5 Facilitate participation and feedback

During the meeting, you should facilitate participation and feedback from your participants, especially if they come from different office cultures. You should use active listening skills, such as paraphrasing, summarizing, and asking open-ended questions, to show your interest and understanding of their perspectives. You should also encourage and acknowledge their contributions, and invite them to share their opinions and ideas. You should also be aware of the potential barriers and biases that may affect your communication, such as language, accent, tone, style, and non-verbal cues. You should use simple, clear, and respectful language, and avoid jargon, slang, idioms, and humor that may be misunderstood or misinterpreted. You should also check for comprehension and clarification frequently, and use visual aids, examples, and stories to illustrate your points.

6 Follow up and evaluate

After the meeting, you should follow up and evaluate your meeting with your participants. You should send a thank-you note, a summary of the main points and decisions, and a list of action items and deadlines to your participants. You should also ask for their feedback on the meeting, such as what they liked, what they disliked, what they learned, and what they suggest for improvement. You should also evaluate your own performance as a meeting coordinator, and identify your strengths and weaknesses. You should also document and share your best practices and lessons learned with your colleagues and managers, and apply them to your future meetings.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?