Overview

It is absolutely essential to arrange your meetings in Singapore in advance. Do so weeks, even months, prior to your visit. Exceptions are made in the export and trade-related industries, where transactions don't always require as much long-range scheduling.

Before arriving in the city, supply your Singaporean counterparts with a list of your team members' names and their expertise.

During your initial correspondence, you should probably include as much as you can about yourself, including a resume, business card, and dossier or press kit.

While foreigners are free to contact local firms directly, introductions or referrals always help. Your Singaporean contacts will feel more comfortable if a third party whom they know will set up your meetings.

If a commitment has been made to do business here, it will be important to establish a local partner or representative who can look after your interests. Embassies, chambers of commerce, and the Singapore Registry of Companies and Businesses can all help you in this regard.

When entering the meeting environment, let a senior member lead, followed by the next senior member, and so on. This follows local custom and allows your hosts to keep tabs on who's who. Hierarchy reigns. The Singapore team will sit facing the visiting party, with persons of equal rank sitting opposite each other.

Don't waste time exchanging pleasantries – unless, of course, your host seems to want to. More often than not, business is addressed immediately.

The meeting materials you're giving out should be of top quality; shabby photocopies are unacceptable. If your group is hosting the meeting, include writing materials, as well as small business-related gifts if the budget allows.

When Singaporeans first meet with foreign businesspeople, business cards will be exchanged. These should feature your name, title, company logo, and contact numbers. Treat this time as a formal ceremony that sets a positive tone for the meeting to follow. When handing out your card, give one to everyone present and you'll make a lasting first impression.

When a member of the Asian community hands over his or her card, it is held by the top corners with the thumb and index finger of both hands. The printed name will face the receiver, making it easy to read. Upon receiving a card, never write on it, put it casually in your back pocket, or haphazardly stash it in a folder, as any of these actions can be misconstrued as disrespect. A business card is considered an extension of the giver. If you fail to treat it with the proper respect, you won't be taken seriously as a potential business prospect.

As talk winds down, look to the Singaporean lead player for your next move. He or she will probably wait for a lull in the conversation. Then, after a minute or two, that person will probably stand up – a good indication that the meeting is about to come to a close. All of the players will be thanked for their participation, after which they will be expected to file out of the room.

Don't congregate outside the meeting room door in hopes of discovering more than you have been able to glean. Instead, ask your colleagues to meet you for a drink at a local pub or at your hotel if you want more information.

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Tips for a successful meeting

• Be patient
• Refrain from telling jokes
• Avoid jargon and idioms
• Chose casual subjects with care
• Keep your promises
• Practice diplomacy
• Maintain formality
• Be modest
• Avoid overt criticism

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Punctuality

Although Singaporeans tend to arrive late for social events, being late for business appointments is paramount to an insult.

Be practical about setting deadlines. Decide what you can and can't accomplish during a specific time period.

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Handshakes

Handshakes are the most common business greeting in Singapore. A gentle squeeze lasting 10 to 12 seconds is ideal. While Westerners tend to read a lot into a handshake, for Singaporeans, ‘pressing the flesh' is considered merely a friendly greeting. There are no subtle messages encoded in a handshake's firmness or duration.

Wait for your Singaporean counterparts to initiate the handshake before you extend your hand. In both the traditional Malay and Indian cultures, religion dictates a more reserved greeting – a nod. While it is mostly a rare case when this will occur, when it does, simply offer a smile with a nod of the head.

It is acceptable for women to shake hands with both sexes, but they are expected to initiate the gesture. Alternatively, they may simply nod politely when introduced.

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Communication

Singaporeans are basically reserved in nature, so it is useful to be aware of their body language and verbal cues.

In Western environments, looking a person straight in the eye says: "You have my full attention." In Singapore, the direct look may be interpreted as disrespect, or worse – as aggression. Catch your counterpart's eyes for a second, then immediately lower your head and look down. Your body language expresses that you are honoring the person in your presence.

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Power meals

Business breakfasts are rare in Singapore. Lunch is the preferred meal for business discussions. Spouses are rarely, if ever, invited to power meals.

As long lunches aren't uncommon in this city, it may be wise to avoid scheduling meetings between noon and 2 p.m..

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Taboos

• As a general rule, avoid touching anyone, especially those of the opposite sex. While in Western cultures a pat on the back or a hand on the shoulder is a friendly gesture, in Singapore it may be seen as aggression or flirtation.
• Pointing with a finger is considered rude. Use your entire hand with the palm up to bring attention to a person or an object.
• Displaying the sole of your foot or the bottom of your shoes is considered disrespectful and rude to some Singaporeans. So try to avoid crossing your legs unless you are seated behind a table or desk.
• When dealing with Indians or Malays, always hand items over with the right hand. Among Muslims, the left hand is used only for personal hygiene and is therefore considered unclean.
• In a business setting, Singaporeans generally feel most comfortable at arm's length from the other person. So if your Singaporean counterpart backs up or moves toward a wall, simply take a step back.
• A display of anger will only result in loss of face. Always speak in a gentle, calm manner. When asked a question, it is polite to maintain a brief silence before answering. This pause shows that the respondent is giving the question proper and considerable thought.