Effective Communication in International Business | Bài thảo luận tiếng anh thương mại

THUONGMAI UNIVERSITY DISCUSSION TOPIC:
Effective Communication in International Business
Instructor: Vũ Thị Thanh Hoa Group: Group 6 Class: 251-ENTI3411-06 INDEX INDEX
A. INTRODUCTION....................................................................................................................3
B. MAIN CONTENT.....................................................................................................................4
I. Why Communication Matters in Global Business..............................................................4
II. Cultural Differences in Communication............................................................................4
III. Psychological Barriers.......................................................................................................5
IV. Non-verbal Communication Across Cultures...................................................................6
V. Choosing the Right Communication Channel in International Business........................7
VI. Case Studies and What We Can Learn.............................................................................8
VII. Solutions to enhance communication in international business....................................9
C. CONCLUSION........................................................................................................................11
MEETING MINUTE 1 – GROUP: 6.........................................................................................12
MEETING MINUTE 2 – GROUP: 6.........................................................................................14
MEMBER EVALUATION TABLE...........................................................................................16 A. INTRODUCTION
In today’s globalized economy, businesses are no longer limited by borders.
Companies, employees, and customers from different countries work together every day.
However, one of the biggest challenges in this process is communication. Words,
gestures, and even silence can mean very different things across cultures.
Misunderstandings often lead to conflict, lost opportunities, or even failed business
partnerships. Therefore, it is essential for us to understand how culture affects
communication and how we can adapt our style in order to build trust and cooperation.
Another important point in international business is knowing how to use
communication tools effectively. From emails and video conferences to face-to-face
meetings and business reports, each channel has its own advantages and limitations.
Choosing the right tool for the right situation can make our message clearer, more
professional, and more persuasive.
Through this discussion, we aim to explore these two main goals: first, to
understand the influence of cultural differences on communication, and second, to learn
about the most common communication tools and when to apply them. We believe that
mastering these aspects will not only help us succeed in international business, but also
make us more confident global citizens. B. MAIN CONTENT
I. Why Communication Matters in Global Business
In today’s globalized world, communication is the key to successful business.
Companies that operate across borders rely on clear and effective communication to
connect people, ideas, and goals. Without it, even the best strategies can fail.
First, communication helps build trust and strong relationships. Trust is the heart of
every business partnership, and it cannot exist without clear, respectful, and consistent
communication. When people from different cultures and backgrounds understand one
another, they are more likely to collaborate honestly and remain committed to long-term
goals. For example, international negotiations often succeed not only because of contracts
but also because of the trust established through open dialogue.
Second, good communication makes teamwork and daily work easier across
countries. Global business teams are often spread across different time zones, cultures,
and languages. By using clear communication, teams can coordinate tasks, share updates,
and solve problems efficiently. This reduces confusion and ensures that everyone is
working toward the same objectives. Whether it is through virtual meetings, emails, or
instant messaging, smooth communication keeps the workflow organized and productive.
Finally, effective communication reduces mistakes, conflicts, and losses.
Misunderstandings in instructions, cultural differences, or unclear expectations can lead
to costly errors. In some cases, these mistakes can damage reputations or cause financial
loss. However, with strong communication practices, businesses can minimize risks,
prevent conflicts, and resolve issues before they escalate.
In short, communication is the bridge that makes global business possible. It builds
trust, supports teamwork, and prevents mistakes—making it a powerful tool for success worldwide.
II. Cultural Differences in Communication
In international business, good communication is very important for success.
However, people from different cultures do not always communicate in the same way. If
these differences are not understood, they can cause confusion, reduce trust, and even lead to failed business deals.
One important distinction is between high-context and low-context cultures. High-
context cultures, such as Japan or South Korea, rely on indirect communication. Meaning
is often conveyed through tone, body language, or shared background knowledge. A
Japanese business partner, for instance, might avoid saying “no” directly and instead
respond with “it may be difficult,” expecting the listener to understand the implied
refusal. By contrast, low-context cultures like Germany or the United States value
directness. In these societies, clear “yes” or “no” answers are considered essential for
efficiency. If both sides are unaware of these styles, business discussions may easily become frustrating.
Another difference is about the role of words and shared understanding. In
Western countries, business partners often use obvious detailed language. Long contracts
are written to avoid risks and protect both sides. In many Asian countries, however,
people believe trust and personal relationships are more important than long documents.
A Chinese company, for example, may prefer a short agreement, while a European
company expects many pages of details. This can cause tension if both sides do not share the same view.
A clear real-life example of cultural misunderstanding in international business is
Walmart’s failure in Germany. Walmart, a large supermarket chain from the United
States, entered the German market but had to leave in 2006. One important reason was
the difference in communication styles. In the United States, Walmart instructed its
employees to smile and greet customers, as such behavior is regarded as a sign of
friendliness and politeness. However, many German customers felt this behavior was
unnatural and uncomfortable, since shopping in Germany is usually considered a private
activity. In addition, Walmart used a very direct management style, asking employees to
report and follow strict rules, which German workers found too controlling and
disrespectful. Because of these misunderstandings, Walmart could not build good
relationships with either customers or employees. This shows how not understanding
cultural differences in communication can lead to serious problems and even business failure.
III. Psychological Barriers
Psychological barriers in international business appear when people from different
cultures think and act in different ways.
One common difference is between individualism and collectivism. In individualist
cultures, such as the United States, people focus on their own goals and prefer to speak as
“I.” They believe success comes from personal effort. In collectivist cultures, such as
Japan or China, people care more about the group, the family, or the company. They
prefer to use “we” and try to keep harmony in the team. For example, an American
worker may say in a meeting, “I think this idea is the best,” while a Japanese worker
would say, “We believe this idea will help the team.”
Another difference is power distance, which means how people see authority and
hierarchy. In countries with high power distance, such as Mexico or India, employees
usually wait for the boss to give instructions and do not question authority. They respect
hierarchy and believe that the boss has the final word. In countries with low power
distance, such as Denmark or Australia, employees feel comfortable sharing their own
ideas directly with the manager, and sometimes even disagree with them openly. For
example, in Denmark, a junior staff member may speak against the CEO’s opinion in a
meeting, while in Mexico this situation is very unlikely.
These cultural differences strongly affect teamwork and decision-making. If a team
has members from both individualist and collectivist cultures, or from both high and low
power distance cultures, they may face problems in communication. For instance,
American employees may want to make quick decisions and assign tasks to individuals,
while Japanese employees may prefer longer discussions to make sure everyone agrees.
If the team does not understand and respect these differences, the result can be delays,
misunderstandings, or even conflict
IV. Non-verbal Communication Across Cultures
In international business, communication is not only about words. Non-verbal
communication such as gestures, facial expressions, tone of voice, and personal space
also plays an important role. Sometimes, body language sends a stronger message than
spoken language. However, non-verbal signals are not universal. A gesture may be
positive in one country but offensive in another. Therefore, understanding non-verbal
communication across cultures is necessary to avoid misunderstandings and build strong global relationships.
Facial expressions and gestures:
Facial expressions are one of the most basic forms of non-verbal communication.
Emotions such as happiness, sadness, surprise, or anger are often shown on the face.
However, cultural differences can make interpretation difficult. For example, in Western
countries, a smile usually means happiness or friendliness. But in some Asian cultures,
people may smile when they are nervous, embarrassed, or trying to avoid conflict.
Misunderstandings may happen when one side assumes a smile always means agreement.
Hand gestures are also a strong form of body language. A hand signal may look
harmless in one place but mean something very different elsewhere. For example, the
“OK” sign made by touching the thumb and index finger is positive in the U.S., but
offensive in Brazil. Similarly, nodding often means “yes” in many countries, but in
Greece or Bulgaria it actually means “no.” These differences show why cultural
awareness is important in business communication.
Eye contact, tone of voice, and personal space
Eye contact is understood differently across cultures. In the U.S. and many
European countries, looking directly into someone’s eyes shows honesty, confidence, and
attention. But in Japan or Korea, too much eye contact can seem rude or even aggressive.
Tone of voice also sends messages beyond words. The same sentence may sound
friendly, angry, or careless depending on how it is spoken. In some cultures, speaking
loudly shows confidence and passion, while in others it is seen as rude.
Personal space is another sensitive factor. In Latin America or the Middle East,
standing close during conversation shows trust and warmth. By contrast, in Northern
Europe or North America, people prefer more distance. Standing too close may cause
discomfort. Knowing the “safe distance” is the key to keeping positive relationships in business.
Different meanings of the same signal
The biggest challenge of non-verbal communication is that the same signal can have
completely different meanings. For example, the “thumbs up” gesture means approval or
success in many Western countries, but in some Middle Eastern countries it is considered
offensive. Silence is another example. In Japan, silence shows respect and careful
thinking, while in the U.S., silence is often understood as disagreement or awkwardness.
V. Choosing the Right Communication Channel in International Business
In the global business environment, selecting the right communication channel is a
key factor for success. It's not just about transmitting information; it's about building
relationships, solving problems, and avoiding unnecessary misunderstandings. Each
communication channel has its own advantages and limitations, and understanding them
helps us convey our message in the clearest and most effective way possible.
1. Email: The Formal and Reliable Channel
Email remains the backbone of international business communication. Its biggest
advantage is its formality and ability to create a permanent record. When you need to
send important documents like contracts, quotes, or official announcements, email
provides a written trail that can be referenced later. It also allows you to send detailed,
well-structured information. However, email's downside is its lack of immediacy. For
urgent matters, waiting for an email response can slow down progress. Furthermore,
emails can be easily misinterpreted in terms of tone, especially when both parties are not
native speakers of the language.
2. Online Meetings: Real-time and Highly Interactive
With the rise of technology, online meetings have become an indispensable tool.
Platforms like Zoom and Google Meet allow for "face-to-face" conversations even when
people are on opposite sides of the globe. This is an ideal channel for quick problem-
solving, negotiations, or group discussions. The main advantage of online meetings is
their high level of interaction: you can see expressions and body language, which makes
the exchange more natural and effective. The biggest challenge, however, is the
difference in time zones. Scheduling a meeting that works for everyone can be very
complex, requiring flexibility and careful consideration.
3. Reports and Presentations: For Detailed and Structured Information
When you need to present a large amount of complex information, reports and
presentations are the optimal choice. Financial reports, project plans, or research findings
all require a clear structure for the reader to follow easily. The advantage of this channel
is its high level of organization, which helps the recipient absorb information
systematically. A well-designed presentation can also use visuals to illustrate data,
making the information more digestible. The drawback is that they lack flexibility and
don't allow for immediate two-way conversation. To address follow-up questions, you
often have to combine them with other channels like email or a follow-up online meeting.
In conclusion, no single communication channel is perfect for every situation. Effective
international business communication means using these channels flexibly, depending on
the purpose, urgency, and audience. By combining email for formal matters, online
meetings for interactive discussions, and reports for detailed information, we can ensure
our message is delivered clearly and effectively.
VI. Case Studies and What We Can Learn
We have just talked about common barriers to communication. Now let’s see how
these barriers can create real problems through famous case studies.
First, look at HSBC, one of the world’s largest banks. A few years ago, they had a
slogan “Assume Nothing,” meant to encourage customers to think freely and keep an
open mind. But when translated, in many countries it became “Do Nothing,” making the
bank seem lazy and unprofessional. HSBC had to spend around 10 million dollars to
change the campaign and used a new slogan: “The World’s Local Bank.” This case
shows that translation is not just about words but also about cultural meaning.
Another famous case is Pepsi in China. Their slogan “Pepsi Brings You Back to
Life” sounded good in English, but the Chinese translation was understood as “Pepsi
Brings Your Ancestors Back from the Grave.” This shocked many customers because
talking about the dead is sensitive in Chinese culture. As a result, the campaign failed and
damaged Pepsi’s image. It shows we must always test messages with local people before using them in new markets.
These examples teach a clear lesson: communication mistakes can be very
expensive. Companies should check cultural meaning, use professional translation, and
test campaigns carefully. Good communication is not just a soft skill – it can decide
success or failure in international business.
These case studies show that good communication is not just a soft skill – it can
decide success or failure in international business. That is why it is important to
summarize what we have learned today and give some recommendations for better communication in the future.
VII. Solutions to enhance communication in international business
To achieve effective communication in international business, we must overcome
common barriers such as language, culture, psychology, time and space, and technology.
By applying practical solutions, we can reduce misunderstandings, build trust, and strengthen global cooperation.
Firstly, businesses should invest in language training, particularly in English and
other widely used languages. Employing professional translators during high-stakes
meetings further ensures accuracy and minimizes risks of misinterpretation.
Secondly, businesses should actively research and understand the cultural values,
traditions, and communication preferences of their international counterparts. Training
employees on appropriate gestures, body language, and communication styles across
cultures is equally important for ensuring message clarity. Cultural awareness builds
mutual respect, fosters trust, and facilitates more effective negotiation.
Thirdly, the psychological barriers such as anxiety or lack of confidence can be
mitigated by creating an open communication environment where employees feel
comfortable engaging and voicing their opinion. Encouraging dialogue and easing
hierarchical pressure promotes inclusiveness and collaboration.
Fourthly, businesses should develop clear schedules that ensure working hours are
convenient for their partners. At the same time, online meetings can be organized to
facilitate communication when face-to-face interaction is not possible. These practices
not only save time and costs but also strengthen cooperation by keeping global teams connected and aligned.
Finally, businesses should invest in modern and reliable communication systems with
stable internet connectivity. Providing regular training ensures that employees can use
digital platforms effectively, while offering technical support helps prevent disruptions during important discussions. C. CONCLUSION
In summary, effective communication in international business is strongly shaped
by cultural differences, body language, and the tools we use to exchange information.
Miscommunication can lead to serious and costly mistakes; however, these challenges
can be avoided through careful preparation and by learning from real-world cases.
From this analysis, some key recommendations can be drawn. First, businesses
should invest in cross-cultural training to better understand cultural norms and values.
Second, it is important to use simple, clear, and professional language to minimize the
risk of misinterpretation. Finally, selecting the most appropriate communication channel
for each context and audience will significantly enhance the effectiveness of global interactions.
To conclude, good communication is not only a professional skill but also the
foundation of success in global business. It fosters collaboration, builds trust, and lays the
groundwork for long-term partnerships.
In international business, good communication is very important. By
understanding common barriers like language differences, time zone challenges, and false
assumptions, we can avoid confusion and work better with others. When we know these
problems, we can find ways to fix them and build stronger, more successful teams across countries.
MEETING MINUTE 1 – GROUP: 6
Time: From 22h to 22h30, 18th September Place: Google meets Members:
1. Đào Thị Hồng Thêu (Leader)
2. Nguyễn Thị Phương Thủy 3. Đinh Kiều Thủy 4. Nông Thị Thư 5. Dương Thị Huyền Trang 6. Huy Thị Trang
7. Nguyễn Trần Minh Trường 8. Võ Thị Ngọc Tú
9. Nguyễn Thị Hồng Tươi Contents for discussing:
1. Topic: Effective Communication in International Business.
2. Deployment and Division of Work
Conclusion: During the group meeting, each member will propose a subtopic related to
Effective Communication in International Business and draft a brief outline. The team will then
discuss, refine, and finalize the topics to ensure coherence. Following this, tasks will be
appropriately divided for effective research implementation. Head of the team (Signature and name)
MEETING MINUTE 2 – GROUP: 6
Time: From 22h to 22h30, 28th September Place: Google meets Members:
1. Đào Thị Hồng Thêu (Leader)
2. Nguyễn Thị Phương Thủy 3. Đinh Kiều Thủy 4. Nông Thị Thư 5. Dương Thị Huyền Trang 6. Huy Thị Trang
7. Nguyễn Trần Minh Trường 8. Võ Thị Ngọc Tú
9. Nguyễn Thị Hồng Tươi Contents for discussing:
1. Topic: Effective Communication in International Business.
2. Deployment and Division of Work
Conclusion: The group will practice presentations and provide feedback on each member's
performance. At the same time, criteria will be established to evaluate the members' level of
engagement during the discussion process. With the topic Effective Communication in
International Business, the group will discuss key factors, strategies, challenges, and solutions to
enhance communication effectiveness in a global business context.. Head of the team (Signature and name)
MEMBER EVALUATION TABLE
Tên thành viên Mã sinh Nhiệm vụ
Điểm đánh giá viên (thang 10) Đào Thị Hồng Thêu 23D120189 A. INTRODUCTION + word (leader) Nguyễn Thị Phương
23D109080 IV. Case Studies and What Thủy We Can Lean Đinh Kiều Thủy 22D270082 C. CONCLUSION Nông Thị Thư 23D120095 V. Choosing the Right Communication Channel in International Business Dương Thị Huyền
22D270087 I. Why communication Trang matters in global business Huy Thị Trang 22D270089 VII. Solutions to enhance communication in international
Nguyễn Trần Minh 20D110267 III. Psychological Bariers Trường Võ Thị Ngọc Tú 22D190174 VI. Non- verbal Communication Across Cutures Nguyễn Thị Hồng
23D120195 II. Cultural diferences in Tươi communication