7 mistakes to avoid during a multicultural meeting

In a professional world where international collaboration has become the norm, multicultural meetings play a central role. They bring together teams from different countries and allow for the exchange of diverse perspectives. However, they are also the scene of many misunderstandings: a misinterpreted word, a misunderstood silence, an ignored hierarchy... and the group dynamic can be weakened as a result.

The richness of cultural diversity can only be fully realized if we know how to anticipate and manage differences. This article explores seven common mistakes to avoid during multicultural meetings, with concrete examples and practical tips for transforming these moments into real drivers of collective performance.

1. Neglecting intercultural preparation

A common mistake is to organize an international meeting as if it were a traditional meeting. Each professional culture has its own specific expectations in terms of preparation, whether it be sharing documents in advance or taking a more flexible approach to organization. Taking the time to explore these aspects of preparing for international meetings can help avoid many misunderstandings.

In some organizations, particularly in Northern Europe and East Asia, it is preferable to send a detailed agenda and documents ahead of the meeting. In other contexts, which are more focused on improvisation and spontaneous exchange, this requirement seems less crucial.

When these differences are not anticipated, participants may feel caught off guard, which affects the quality of the exchanges.

Practical tips:

• Share the agenda several days in advance
• Adapt the level of detail to different cultural expectations
• Take time zones into account when setting a fair schedule

2. Underestimating the importance of language and comprehension

Using English as the working language does not guarantee mutual understanding. Levels of fluency vary, and some employees are reluctant to ask for clarification for fear of losing face or slowing down the meeting. The result: misunderstood decisions and poorly executed actions.

When a facilitator speaks quickly, uses jargon, or uses a lot of acronyms, the language divide widens and part of the group loses interest, sometimes without it being noticeable.

Practical tips:

• Use clear and accessible language
• Systematically rephrase important decisions
• Encourage questions for clarification

3. Ignoring differences in time management

The relationship to time varies considerably from one cultural context to another. In some professional cultures, punctuality and strict adherence to schedules are synonymous with seriousness and professionalism. In others, flexibility and adaptation to circumstances take precedence over rigid schedules.

When these divergent approaches come together in a meeting, misunderstandings are common: some people get tense about being late, while others find the requirement for punctuality excessive. If these tensions are not discussed, they can interfere with the quality of the exchanges.

Practical tips:

• Set clear rules for when to start and finish
• Allow for flexibility to avoid tension
• Adapt the density of the agenda according to the composition of the group

4. Impose a unique communication style

Not all cultures value the same style of communication. Some favor direct or explicit expression, which is seen as a sign of transparency and efficiency. Others opt for more nuanced formulations in order to preserve harmony and avoid confrontation.

Thus, feedback that is considered constructive in one context may be perceived as harsh in another. Conversely, overly implicit communication may be seen as a lack of clarity. Understanding these differences is essential for working effectively in a multicultural environment and avoiding tension or misunderstandings.

Practical tips:

• Observe the communication style of participants
• Adapt your wording to cultural sensitivities
• Check for understanding without imposing your own model

5. Ignoring the relationship with the hierarchy

The importance given to hierarchy varies greatly depending on the professional environment. In some contexts, everyone is given an equal say and encouraged to express their opinion. In others, employees only speak up if their superior gives them permission to do so.

Ignoring these differences can hinder group dynamics. Giving a junior employee the floor in front of their manager, for example, can put them in an uncomfortable situation and be perceived as tactless.

Practical tips:

• Identify key decision-makers upstream
• Respect hierarchical codes while promoting inclusion
• Create spaces where everyone can express themselves in an appropriate manner

6. Identify nonverbal differences

Body language also varies across cultures. Silence can be interpreted as approval in some situations and as hesitation in others. Sustained eye contact can be perceived as a sign of confidence in one context and as disrespectful in another.

When interpreting these signals solely through one's own cultural lens, there is a risk of attributing false intentions to participants.

Practical tips:

• Don't rely solely on nonverbal cues
• Verbalize agreements to clarify them
• Be mindful of differences without jumping to conclusions

7. Neglecting follow-up after the meeting

A common mistake is to believe that the meeting ends with the last comment. However, without clear follow-up, everyone leaves with their own understanding of the decisions. In more oral cultures, this step may seem secondary, whereas it is essential in environments where written documents are used as a reference.

Without a shared and validated report, misunderstandings arise and responsibilities become diluted.

Practical tips:

• Write a structured report: who does what, by when?
• Share the document in a format accessible to all
• Check understanding and commitment to the actions defined

Turning differences into strengths

A multicultural meeting should not be seen as a challenge or a risk, but as an opportunity to exchange perspectives and strengthen international collaboration. To achieve this, it is essential to avoid these seven mistakes: neglecting preparation, underestimating language issues, ignoring differences in attitudes to time, imposing a single communication style, overlooking the importance of hierarchy, misinterpreting nonverbal cues, and neglecting follow-up.

The key is not to standardize practices, but to recognize them and integrate them into a collective dynamic. By cultivating this intercultural sensitivity, companies transform diversity into a real lever for performance, innovation, and cohesion.