At present, when many of the Russian enterprises have business partners abroad, the exchange of delegations has become the norm. This helps to get acquainted with the production on the spot, personally get acquainted with those with whom you have to work, assess the situation and quickly resolve business issues. Meeting the delegation, some organizational issues should be taken into account.
Instruction manual
1
At the preparation stage, discuss the size of the delegation, taking into account the fact that the working issues are resolved the faster, the smaller it is. In addition, select the composition of participants on your part, so that their number is approximately the same as that of those whom you will meet. Discuss in what language the negotiations will be held and prepare an interpreter even if the guests come with their own.
2
Learn about the issues that one or another member of the delegation is competent to resolve, as subordination is very strictly observed in the West. When addressing one of the guests, you must be sure that he has the right to provide information on his duties.
3
Discuss in advance those issues that will need to be addressed and prepare all the materials that may be required. Discuss which documents will be signed after negotiations. Agree on the mode of their holding - how much they will begin, how long they will last and when there will be breaks.
4
If the delegation is headed by a sufficiently significant person, send the invitation as soon as possible to emphasize respect and increase the likelihood that the visit will take place and that person will not have other meetings planned for this time.
5
Prepare a separate, convenient meeting room, provide for each participant in the meeting to be provided with a comfortable place. Make a stock of soft drinks, coffee, cookies and take care of beautiful dishes. Do not forget to put ashtrays, if you do not mind, so that during the meeting, those present can light up.
6
Agree on whether it will be necessary to record negotiations, agreement must be given by both parties. Provide that the guests were seated facing the doors, this psychological technique will allow them to feel more relaxed. And make sure that during the meeting you are not distracted by phone calls.
7
It is better for a nice and smiling girl to meet with a delegation and take it to the place of negotiations. She can wait for guests in the lobby of the building where the negotiations will be held. When the guests arrive at the venue, it is necessary to immediately introduce both delegations to each other so that those who want to sit next to each other can do this.
