Nowadays, 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 site, personally get acquainted with those with whom to work, assess the situation and quickly resolve business issues. When meeting a delegation, there are some organizational issues to consider.
Instructions
Step 1
At the stage of preparation, discuss the size of the delegation, taking into account that working issues are resolved the faster, the smaller it is. Also, select the line-up of your side so that the number of participants is approximately the same as the number of those you will meet. Discuss what language the negotiations will be held in and prepare an interpreter even if guests come with their own.
Step 2
Find out about the issues that are competent to solve this or that member of the delegation, since in the West, subordination is very strictly observed. You should turn to one of the guests to be sure that, according to his duties, he has the right to provide information.
Step 3
Discuss in advance those issues that will need to be resolved and prepare all the materials that may be required. Discuss what documents will be signed after the end of the negotiations. Agree on a schedule - what time they will start, how long they will last and when there will be breaks.
Step 4
If the delegation is led by a significant enough 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 any other meetings scheduled during this time.
Step 5
Prepare a separate, comfortable meeting room, ensure that each meeting participant is provided with a comfortable place. Stock up on soft drinks, coffee, biscuits and beautiful dishes. Don't forget to put ashtrays on if you don't mind so that those present can light up a cigarette during the meeting.
Step 6
Agree whether it will be necessary to record the negotiations, both parties must agree. Make sure guests are seated facing the door, this psychological trick will make them feel more relaxed. And make sure you don't get distracted by phone calls during the meeting.
Step 7
It is better for a pretty and smiling girl to meet the 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 guests arrive at the meeting point, it is necessary to immediately introduce both delegations to each other so that those who want to sit next to them can do so.
