Using a personal touch and correct vocabulary from the start will go far in promoting success

You have no doubt heard it before: The oil that keeps the wheels of business in China turning is 關(guān)系 (guanxi), connections.

But if you are just starting out in your business dealings with China, guanxi is likely to be in short supply or even nonexistent, and you are going to have to start building business relationships from scratch.

As with business people everywhere, your first contact with the country may well be through 電子郵件 (diànzi yóujiàn): email to prospective business associates.

Depending on your aim, the subject for the email could be: 代理商 (dàilǐshāng), British company seeks agent in China; 經(jīng)銷商 (jīngxiāoshāng), British company seeks distributor in China; 加工商 (jiāgōngshāng) British company seeks processor in China; 生產(chǎn)商 (shēngchǎnshāng), British company seeks producer in China.

The message body should include a company profile, qualifications, product features, existing partners, successful cases and website information.

After the email, follow up with a phone call at an appropriate time. This will show your sincerity in wanting to work together and to build a close relationship.

If possible, find people who know both you and your prospective associate to act as go-betweens. Choose those who are highly respected because this will greatly assist in making the business successful.

Another way to build up contact is to attend 展會(huì) (zhanhuì), exhibitions, such as 中國(guó)進(jìn)出口商品交易會(huì) (zhongguó jìnchukou shangpin jiaoyìhuì), the China Import and Export Fair, also known as 廣交會(huì) (guangjiaohuì), the Canton Fair, held in Guangzhou every April and October. It provides a good opportunity to conduct business face to face.

In building collaboration, Chinese business people value meeting in person; we pay more attention to the person we are doing business with. Chinese business people hope to know more about the partner personally, such as personal manners, educational background, life experiences, etc. They think this also plays a significant role in business.

Unlike Westerners, Chinese business people do not rush into talks or negotiations, usually preferring to do business by having dinner together. Many important business partnerships are sealed at a dining table rather than in a meeting room. Most Chinese business people want to show respect and sincerity and soften up visitors at the dining table.

It is true that traditional Chinese ways of doing business are gradually changing, but the role of dinner should not be overlooked in building trust.

The first meeting with your potential partners may go something like the following dialogue. A is Ai Zhengying (ài Zhèngying, general manager of the Chinese Huanyu company), and B is Burke Zack (Zha Bókè, general manager of a British company).

B: Hello, General Manager Ai. I am Burke Zack from British GB Company. (ài zǒng jīnglǐ，nín hǎo！ Wǒ shì Yīngguó GB gōngsīde Zhā Bókè.)

B: 艾總經(jīng)理, 您好! 我是英國(guó)GB公司的瞬克。

A: General Manager Zack, I have heard a lot about you. Welcome to China. (Zhā zǒng，jiǔyǎng jiǔyǎng！ Huānyíng nín lái Zhōngguó.)

A: 查總, 久仰久仰！歡迎 您 來(lái)中國(guó)。

B: I am here to talk with you about a possible business collaboration program. Here is the business plan we have made. (Wǒ zhècì lái Zhōngguó shì xiǎng hé nín tán yígè hézuò xiàngmù. Zhè shì wǒmen nǐ hǎo de jìhuàshū.)

B: 我這次來(lái)中國(guó)是想和您談一個(gè)合作項(xiàng)目。這是我們擬好的計(jì)劃書(shū)。

A: Thank you. It seems your company is making great efforts with this program. We will discuss it and reply to you as soon as possible. (Hǎode. Kànlái guì gōngsī duì zhègè xiàngmù fēicháng zhòngshì，wǒmen huì jǐnkuài yánjiū、huífù.)

A: 好的。看來(lái)貴公司對(duì)這個(gè)項(xiàng)目非常重視, 我們會(huì)盡快 研究、回復(fù)。

B: So when can we move to the next stage? (Nà nín kàn wǒmen shénme shíhòu kěyǐ jìnxíng xiàyībù ne?)

B: 那您看我們什么時(shí)候可以進(jìn)行下一步呢?

A: Then can we talk during dinner tomorrow? (Nàme wǒmen míngtiān yìqǐ chīfàn，dàoshíhòu biān chī biān liáo?)

A: 那么我們明天一起吃飯, 到時(shí)候邊吃邊聊?

B:OK,see you tomorrow. (Hǎode，míngtiān jiàn.)

B: 好的.明天見(jiàn)。

Vocabulary and usage notes

久仰 (jiǔyǎng): have heard a lot about (polite remarks)

合作項(xiàng)目(hézuò xiàngmù): business cooperation program

計(jì)劃書(shū) (jìhuàshū): business plan

重視 (zhòngshì): attach high importance to

研究(yánjiū): discuss and analyze

回復(fù) (huífù): reply

邊吃邊聊 (biān chī biān liáo): talk during dinner

貴 (guì) It shows respect when it comes before something or somebody that it is associated with. In daily life, Chinese people often say "guì guó" (your country), "guì gōngsī" (your company), "guì fāng" (your side), "guì xiào" (your school), etc. These are all honorifics. When replying to these, just say "wǒ guó" (my country), "wǒ gōngsī" (my company), "wǒ fāng" (my side), "wǒ xiào" (my school).

This article is based on a lesson provided by the Business Confucius Institute at the University of Leeds. To find out more, go to http://lubswww.leeds.ac.uk/confucius/home.

(China Daily Africa Weekly 07/25/2014 page27)