Cross-cultural communication on the phone

Exercise 11 Read the text, then mark the sentences that follow as True (T) or False (F).

Exercise 10 Make up dialogues for the following situations.

1. Helen Burton calls Peter Brown. Peter answers the phone. They exchange greetings.

2. Mike McDonald tries to call Harry Lee but, according to the receptionist, Harry is out of the office. Mike is invited to leave a message, but he decides not to.

3. Veronica Day calls Cynthia Smiley to organize a meeting. They agree upon a date and time.

4. Sit back-to-back with a partner and have a telephone conversation about any small talk topic. One of you should try hard to keep the conversation going. The other should politely try to get off the phone.

In some countries, like Italy and Britain, conversation is a form of entertainment. There is an endless flow of talk and if you break the flow for a second someone else will pick it up. In other countries there is a higher value placed on listening – it is not only impolite to break in but listeners will consider what has been said in silence before responding. Finland and Japan are examples.

If you are talking to people who are also speaking English as a foreign language, they are likely to leave gaps and silences while they search for words or try to make sense of what you have just said. So be patient and try not to interrupt, as you would hope they would be patient with you.

Every country has its own code of etiquette. For example it is common for Anglo-Saxons to use first names very quickly, even in a letter or fax or telephone call. Such instant familiarity is much less acceptable in the rest of Europe and Asia where even business partners and colleagues of many years’ acquaintance address each other by the equivalent of Mr or Mrs and last name or job title.

So stick to last names unless you specifically agree to do otherwise. Don’t interpret the other person’s formality as stiffness or unfriendliness. On the other hand, if business partners with an Anglo-Saxon background get on to first name terms straightaway, don’t be surprised.

Above all, one should remember that people do not usually mind if their own codes are broken by foreigners as long as they sense consideration and goodwill. This is much more important than a set of rules of etiquette.

a) For the British and Italian it is normal to interrupt the other speaker during the conversation.

b) A special importance is attached to listening in Japanese and Finnish cultures.

c) One should interrupt and try to help speakers who may have difficulties in saying what they want to say.

d) It is unusual for Americans and British to use first names early in a business relationship.

e) Etiquette is the critical point in telephoning between different cultures.

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