Author: Usha Krishnan
Scheduling and Punctuality
· When scheduling business meetings in Malaysia, one must take into consideration the importance of prayer times in this predominantly Muslim country. Fridays are a particularly religious day of the week and, if possible, meetings should not be scheduled for this time. If you need to meet on a Friday, schedule the meeting either early in the morning or after 3 in the afternoon. Beware that traveling around 12 pm – 2.30 pm could mean tremendous traffic jam.
· Attitude to punctuality varies according to which race you are doing business with. The city Chinese for example expect punctuality, whereas both ethnic Malays and Indian business people have a more relaxed attitude towards time. As a general rule, you will be expected to be punctual; therefore it is advisable to arrive to business appointments on time.
Language for Communication
· If your work in Malaysia requires interaction with Malaysian government officials, ensure that all written communication takes place in Bahasa Malaysia. If you have to fill in forms at these places, it's a good idea to bring along a local friend as all the forms are in Bahasa Malaysia.
· The majority of transactions and correspondence with Malaysian companies however, will generally be conducted in English.
Addressing Your Malaysian Counterparts
· Unless it is a start-up company whose founders are young adults in their 20s, regardless of the size or nature of the company, hierarchy is an integral part of Malaysian business culture. Malaysian companies generally follow a vertical hierarchical structure where authority is directed from the top.
· In keeping with Malaysian culture, titles and job descriptions play a significant part in many Malaysian companies. They are important for employees in order to emphasize the line of authority within the business.
· Malaysians’ respect for authority is evident in most business dealings. The relationship between subordinates and their superiors for example is distinct and highly official. Malaysians do not address their bosses by their first name, but use titles such as “Mr” and “Madam” followed by their honorific form of address. It is different in eH and most NGOs where such hierarchical structures are absent and you can call the senior people by names.
· Relationships between Malaysian business colleagues are based on mutual respect and, as such, the same procedure used when addressing their superiors is also applied with their Malaysian business colleagues.
· When meeting your Malaysian counterparts for the first time, a firm handshake is the standard form of greeting. However, you should only shake hands with a Malay businesswoman if she initiates the gesture. Otherwise a nod or a single bow is appropriate.
· With such an array of cultures in Malaysia, addressing Malaysians properly can be difficult. Find out in advance how you should address the person you are to meet. Many Malaysians also have federal and state titles. If a person has a title, it should be used, as Malaysians attach great importance to the respect of both the age and title.
· Don’t be surprised if your Malaysian counterparts ask what you may consider to be personal questions. In Malaysia, asking people about their weight, income and marital status for example, is not uncommon and is viewed as an acceptable approach to initial conversations.
Names
· Generally speaking, a Malay’s first name is individually given, while the second and third name indicate those of the father and the grandfather. The words “bin” (son of) or “binti” (daughter of), when used, indicate gender of the person.
· A Chinese name is written with the family name first and the given name next. For example, a person named Tan Mei Ling should be addressed as Miss Tan and not Miss Ling. Calling someone by the surname is generally considered rude unless the person insists on being called this way.
· For the Indians, it’s best to stick to the Western convention of first names followed by the surnames, even though many variations can be found.
Gifts and Business Cards
· Gifts are not usually exchanged as they may be perceived as a bribe. However, in the event that you are presented with a gift, it is customary to accept it with both hands and wait until you have left your Malaysian colleagues before opening it. Be sure to reciprocate with a gift of equal value in order to avoid loss of face.
· Business cards are customarily exchanged after an initial introduction in Malaysia. Since a large proportion of Malaysian SMI business people are Chinese, it will be useful if your card is printed in both English and Chinese and that details of your education, professional qualifications, and business title are included. Cards should be presented and received with both hands, and time should always be spent examining the information before placing it on the table or in a briefcase.
(Do's and Don'ts)
1. DO be patient with your Malaysian counterparts during business negotiations. The process is often a long and detailed one that should not be hastened.
2. DO remain polite and demonstrate good etiquette at all times. Elderly Malaysian business people for example should be treated with respect and always acknowledged before younger members of the organisation. This is an essential part of achieving successful business dealings in Malaysia.
3. DO take time to establish productive business relationships with your Malaysian colleagues. Initial meetings are generally orientated towards developing such relationships and will be maintained throughout and beyond the negotiations. Without them, your business plans may be fruitless.
4. DON’T assume that a signed contract signifies a final agreement. It is common for negotiations to continue after a contract has been signed.
5. DON’T enter into business with a Malaysian company without a letter of introduction from a bank or mutual acquaintance. This will help your request for a future meeting, as Malaysians prefer to conduct business with those they are familiar with.
