Creating an Environment for Successful Visits The Application of - - PowerPoint PPT Presentation

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Creating an Environment for Successful Visits The Application of - - PowerPoint PPT Presentation

Dec 08, 2022 256 likes •809 views

Creating an Environment for Successful Visits The Application of Protocol Principles to Hosting Foreign Delegations Protocol = A framework Enhances visit by: Ensuring proper order to proceedings Creating an atmosphere of

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Creating an Environment for Successful Visits

The Application of Protocol Principles to Hosting Foreign Delegations

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Protocol = A framework

  • Enhances visit by:
  • Ensuring proper order to proceedings
  • Creating an atmosphere of friendship and respect
  • Identifying and resolving problems before they
  • ccur
  • Managing expectations and perceptions
  • Creating an experience which supports the goals

and objectives of the visit

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Use Protocol Principles to Create an Atmosphere of Friendliness Within Which the Business at Hand can be Transacted

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GOALS

To Avoid Distractions, Insults, Embarrassments, Surprises and Disputes -- Show that Everyone is Welcome and Respected

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Order of Precedence

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What is Precedence?

  • Priority in rank, order, importance
  • The right to precede others in

ceremonies or social formalities

  • The order to be observed ceremonially

by persons of different rank

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Established Ranking of Positions

  • Diplomatic Community
  • Governments: National, Regional, Local
  • States
  • Military
  • Corporations (organizations, officers)
  • Clergy
  • Communities
  • Celebrities and Entertainers
  • Families
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Examples

  • Ambassadors and Diplomats
  • Ranked by date of presentation of credentials
  • States
  • (U.S.) ranked by date admitted to the Union
  • Government Agencies
  • Ranked by date of establishment
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When does precedence matter?

  • Accommodations and amenities
  • Order of speakers
  • Seating
  • Introductions
  • Gifts
  • Flags
  • Web presence
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Cultural Considerations

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www.culturegrams.com

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Meeting, Greeting and Escorting

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  • Stand to Shake Hands/Business
  • Open Posture/Eye Contact/Smile
  • Hand Perpendicular to Floor/Thumb Up
  • Web-to-Web Grip/Firm Not Painful
  • 3-4 Pumps From Elbow, Not Wrist

Handshake

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Bowing

  • Nod of head may be sufficient to

return a bow

  • Americans do not bow or curtsey
  • Do your research
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3 - Step Method

  • Determine the MIP
  • Say the MIP’s Name First
  • Introduce Others to MIP

Business Introductions

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INTRODUCTIONS ARE MADE TO THE MIP:

(Introduce the) (to the)

JP MIP

“Ms. CEO, I would like to introduce Mr. VP”

(to you)

Introductions

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  • HIGHER RANKING INDIVIDUAL
  • CLIENT, GUEST OR VISITOR
  • OFFICIAL (vs. NON-OFFICIAL)
  • NEWCOMER
  • OLDER INDIVIDUAL (SOCIAL)
  • WOMAN (SOCIAL)

WHO’s the MIP ? *

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GIFTS

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  • No Surprises!
  • Presenting a gift
  • Who goes first (host or guest)?
  • Who presents (principal or staff)?
  • Part of the program or off line?

Gifts - Mementos

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Appropriate Gifts

  • Cultural and religious considerations
  • Value--consider ethics rules of

presenter’s and receiver’s organization

  • Perceptions and Appearances
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Out Bound Delegations

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Helpful Information

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Department of State Country Offices http://www.state.gov/documents/

  • rganization/115480.pdf
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  • Key Officers of Foreign Service Posts
  • http://www.state.gov/documents/
  • rganization/111812.pdf
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  • Country Background Notes –

www.state.gov/r/pa/ei/bgn

  • World Factbook –

https://www.cia.gov/library/publications/

  • resources/the-world-factbook/index.html
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U.S. COMMERCIAL SERVICE The U.S. Commercial Service is the trade promotion arm of the U.S. Department of Commerce’s International Trade Administration. U.S. Commercial Service trade professionals in

  • ver 100 U.S. cities and in more than 75

countries help U.S. companies get started in exporting or increase sales to new global markets. www.trade.gov/cs

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Embassies & Consulates Foreign Embassy Information & Publications www.state.gov/s/cpr/rls

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Overseas Representation

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5 seconds

to make an impression

♦

  • 55% of your message - appearance
  • 38% of your message - how you speak
  • 7% of message – words you speak
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ATTIRE – DRESS CODES

Always Consider:

  • Corporate or Industry Culture
  • Guest Demographics &

Psychographics

  • Venue, Weather, Time of Day
  • Event Objectives
  • Traveling Visitors
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Body Language

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BUSINESS CARDS

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CORRECT

  • Print on Heavy Stock
  • Present with Text Facing Recipient
  • Wait For Superior To Initiate Exchange
  • In U.S., Distribute Sparingly
  • Research International Customs

BUSINESS CARDS

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INCORRECT

  • Soiled Cards
  • Hand-written Corrections
  • Writing on a Card When With Presenter
  • Presenting/Requesting in Receiving Line
  • Failing to Show Respect For Others’ Cards

BUSINESS CARDS

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Questions ?