Updated September 2022. In our last blog article, Poland: The Best-Kept Business Secret for U.S. Businesses, we explored the benefits Poland holds for American businesses interested in establishing a global presence. From a strategic location and a growing economy to a highly qualified workforce and an improving infrastructure, Poland has a lot to offer. Companies looking to expand overseas should understand a country’s approach to business, business etiquette and protocol before they head abroad for the first meeting. This is particularly important if Poland is your destination given the country’s relationship-driven culture. If you want to be successful in Poland, you will first have to establish trust and rapport with your business colleagues and partners. Once you understand what is expected of you within the business setting, you can build a strong relationship based on mutual benefit and trust. Continue reading for more useful tips on business etiquette in Poland.
Top Ten Business Etiquette Tips in Poland
The following are a few tips for consideration before you set course for Poland. This is by no means a comprehensive list of the differences between American and Polish business culture. Nonetheless, it provides a framework from which to learn more.
Building a relationship is important
Given Poland’s history, you won’t be surprised to learn that the Polish people are very family focused. They rely heavily on building and maintaining close personal relationships. The Polish tend to draw a clear distinction between their inner circle and those on the outside. Outsiders must work to earn the trust of their Polish acquaintances. Building relationships is essential to successful business interactions in Poland, especially if you plan to be there a long time. As a result, you may find that the first few meetings are fairly formal. It may take several interactions before final decisions are made. In short, managing relationships is key to business etiquette in Poland.
Preparation and punctuality are appreciated
When you schedule a meeting or business appointment, you should do so at least four days in advance. Also, you should be sure to confirm the meeting the day before. When you set up a meeting, it is a good practice to be on time. Although meetings in Poland typically do not have a specific ending time, punctuality is key to establishing trust and reliability.
Respect the structure and hierarchy within a company
There is a strong respect for hierarchy, authority and structure within Polish companies. This hierarchical style is reflected in many aspects of business etiquette in Poland. These include the decision making process, which usually comes from those higher up in a company. It also involves the use of professional titles rather than first names and the expectation that you will know and respect established protocol and etiquette within the business environment. Make sure you note the levels of seniority within an organization and show respect to both older members of a company and those in senior positions.
What to expect during a meeting
First, custom and expectation dictate that you exchange business cards at the start of the first meeting. You should be the first to hand over your card. Second, as standard practice, you should begin a business meeting by trying to get to know each other and establishing an initial business rapport. You may talk about your family, work experience, common interests, etc. But be sure to avoid talking about money. Finally, business negotiations tend to follow a reserved and thoughtful approach where long periods of silence are not only common but also a critical part of negotiating. Do not try to fill the silence no matter how uncomfortable you may feel. And above all else, do not try to pressure your Polish colleagues for final decisions.
Handshakes and gifts are in
Be ready to extend your hand at the start of a business meeting. A firm handshake is customary and, if you are a woman, you may receive a kiss on the hand. However, if you are man, you should not kiss the hand of a Polish colleague. Polish businesspersons often give gifts at an initial business meeting and give flowers at meetings with people they already know. At the signing of a contract or a social occasion, business etiquette in Poland requires that you bring a small gift or flowers.
Flashy attire is out
While some smaller companies in Poland have adopted a more casual dress code, the majority still adheres to a traditional business dress code and you should avoid wearing bright colors, patterns and shows of wealth. The accepted attire for business meetings is formal – suit and tie for men and a suit or dress for women. Avoid colognes and perfumes; if you are going to wear it, don’t douse yourself!
What to do when mixing business with eating
If you have a business meeting over a meal, it will most likely be during lunch. Breakfast meetings are rare and supper or dinner is typically reserved for family time. The purpose of many business meals is to get to know each other better and to build the relationship so wait for your Polish hosts or colleagues to bring business up first. Some other things to keep in mind when dining with business colleagues include:
- Wait for the host to taste their food before you start eating
- Be ready to toast before and/or after the meal
- Stand when the host stands and do not sit down until they do
- Keep your wrists above the table during the meal
- When you are finished eating, please your utensils next to each other on the right side of your plate; crossing utensils on the plate means you are still eating
- Typically, the host will pay the bill but it is polite for the guest to offer
Remember, you’re all human (and more similar than you think)
The Polish people tend to be reserved, honest and to the point, which is very similar to the way we conduct business in America. In a business setting, you will find that your Polish colleagues possess similar qualities and customs to Western European businessmen and women. And if you’re doing business in a major Polish city, the majority of professionals prefer to conduct business in English. As a result, you should feel quite at ease knowing there are few significant cultural differences.
When in doubt, talk about sports
Football (American soccer), Poland’s national pastime, is a good topic of conversation for virtually any situation. Other popular sports include volleyball and ski jumping.
Other Do’s and Don’ts
- Use personal titles or basic courtesy titles, Mr. (Pan), and Mrs. (Pani), followed by a surname or first name
- Try to learn basic Polish words and greeting phrases, such as:
– “Hello”/“Dzień dobry” (Jeyn Dob-ry);
– “goodbye”/“do widzenia“ (do vee-dze-nya);
– “please”/“proszę” (pro-she);
– “thank you”/”dziękuję” (jenkoo-yen).
- Smile and maintain direct eye contact during conversation as this helps to show interest and develop trust
- Don’t pay too many compliments as this can come across as insincere
- Don’t try to hide your feelings and emotions – being open and honest are qualities Polish businesspeople will appreciate and respect
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Article by Lesley Lyons
