Business English: Small Talk With Business Visitors

In September we discussed "the art of conversation" in social situations. Today, we will look at small talk in international business. 

Using a second language at work can be stressful, but, remember the first rule: 

relax

Business people who travel abroad know that their hosts will be using a second language. So, focus more on making your guest and/or comfortable, and having a short but  lively conversation before "getting down to business".

Even if you are not the person the business visitor is meeting that day, you can create a good impression of your company if you  help the guest get to the meeting place and make them feel relaxed. 




In the situation below, you will be receiving a business visitor who has an appointment with your supervisor. 

Step 1: greet the business visitor and offer assistance

Good morning. My name is ______. May I help you? 

Visitor: Hello. I'm_______. I'm here to see (Ms/Mr) ________. 

 (Your boss is in a meeting and will be a little late.)

Step 2: apologize

Welcome. I am afraid that (Ms/Mr)_____ will be (a few minutes late). (She/He) is  in a meeting and will be a few minutes late.


Step 3: make the business visitor comfortable 

Please follow me.

(take the visitor to your boss' office or waiting area)

Please, have a seat. Would you like something to drink? 

Visitor: Yes, please. May I have (a cup of coffee)?

Certainly. (make the drink, give it to the visitor) Here you are.

Visitor: Thank you.


Step 4: Begin the small talk

Small talk is difficult because you're talking with a stranger or a person you don't know very well. In this case, you are also speaking in your second language, which is even harder. 

Remember to relax. Small talk in business usually lasts for a few minutes, and helps people feel comfortable. 

Start your conversation with a question about an easy, safe topic. If you are talking with a business traveller, use these questions to break the ice (start a polite conversation with someone you don't know).
  
 So, how was your (flight/train ride/drive)?

Did you have any troubling (finding our office/getting to your hotel)?

Is this first your visit to/(Vancouver/Japan/our company)?

How do you like (Tokyo/Canada/your hotel)? 

Have you met (Ms/Mr ____ ) before?
 
What kind of work do you do?

How's are things at (visitor's company)?

What brings you to (Paris/our office)? 


The business guest will also ask you questions, so remember the second rule:

 no short answers

It's okay to feel nervous using a second language, but, avoid responding to questions with replies that are too short. Follow this pattern:

1. answer the question
2. give more details
3. ask a similar/related question 

For example:

Visitor: Do you go on many business trips?

No, I don't. I'm in HR, so I'm always in the office. How  about you? Have you made many  business trips this year?


Remember to show interest in the conversation.

 Visitor: Oh, yes. This is my sixth business trip this year, but, I like travelling.

That's great. It must be fun seeing different countries. Where was your last business trip?

There are many common expressions for showing interest, for example:

That's interesting/great/fantastic

Really?

So do/am/have/was/did I.

Keep the conversation moving. You don't have to say much if you don't feel comfortable. Listen and show interest, and small talk will quickly become easy and fun. 

Also, talking with native English speakers at outside a classroom setting is the best way to improve your English language skills.